How to Email CRM?

08 November 2023

How to Email CRM?

Email CRM, or Customer Relationship Management, is a crucial tool for businesses of all sizes. It allows companies to manage and analyze customer interactions and data throughout the customer lifecycle, with the goal of improving business relationships with customers, assisting in customer retention, and driving sales growth. One of the key features of CRM systems is the ability to send emails directly from the platform, which can greatly streamline communication processes. But how exactly do you email CRM? This guide will walk you through the steps.

Understanding the Basics of Email CRM

Before we delve into the 'how-to' part, it's important to understand what Email CRM is and why it's beneficial. Email CRM is a feature of CRM systems that allows users to send, receive, and track emails directly within the CRM platform. This eliminates the need to switch between your email client and CRM system, saving time and ensuring all customer communication is stored in one place.

There are several benefits to using Email CRM. First, it improves efficiency by reducing the time spent switching between different platforms. Second, it ensures all customer communication is tracked and stored in one place, making it easier to follow up on leads and customer queries. Finally, it allows for better reporting and analysis, as all email communication can be tracked and analyzed within the CRM system.

Setting Up Email CRM

Choosing the Right CRM System

The first step in setting up Email CRM is choosing the right CRM system. There are many different CRM systems available, each with their own features and benefits. When choosing a CRM system, consider your business's needs and budget. Some CRM systems are better suited for small businesses, while others are designed for large corporations. Additionally, some CRM systems offer more advanced Email CRM features, such as email tracking and analytics, than others.

Once you've chosen a CRM system, you'll need to set up your account. This typically involves entering your business information, setting up user accounts, and configuring your settings. Most CRM systems offer step-by-step guides to help you through this process.

Integrating Your Email Account

After setting up your CRM system, the next step is to integrate your email account. This allows you to send and receive emails directly from the CRM platform. The process for integrating your email account will vary depending on the CRM system and email provider you're using, but generally involves entering your email settings into the CRM system.

Once your email account is integrated, you should be able to send and receive emails directly from the CRM system. You'll also be able to track and analyze your email communication within the CRM platform, allowing for better reporting and customer management.

Using Email CRM

Sending Emails

Once your Email CRM is set up, you can start sending emails directly from the CRM system. To do this, simply navigate to the 'Email' or 'Communications' section of the CRM platform, compose your email, and hit send. The email will be sent from your integrated email account, and a record of the email will be stored in the CRM system.

One of the benefits of Email CRM is the ability to use templates. Most CRM systems allow you to create and save email templates, which can greatly speed up the process of sending emails. For example, you might create a template for follow-up emails to potential customers, saving you the time of writing the same email over and over again.

Tracking Emails

Another key feature of Email CRM is email tracking. This allows you to see when your emails are opened, clicked on, or replied to. To track an email, simply send it from the CRM system. The system will automatically track the email and provide you with a report on its performance.

Email tracking can be incredibly useful for sales and marketing teams. It allows you to see which emails are most effective, and can help you tailor your communication strategy to improve customer engagement and conversion rates.


Email CRM is a powerful tool that can greatly improve your business's communication and customer management processes. By integrating your email account with your CRM system, you can streamline your workflow, improve reporting and analytics, and ultimately drive better customer engagement and sales. While setting up and using Email CRM may seem daunting at first, with a bit of practice, it can become a seamless part of your business operations.

About the author
Arnaud Belinga
Arnaud Belinga
Arnaud Belinga is the Co-Founder & CEO at Breakcold. He talks about Sales CRM use, marketing & sales. He loves Surfing 🏄‍♂️ & Skateboarding 🛹️.
Try Breakcold!Ready to try a Sales CRM?