Wingmate Outlook: How to Track Emails back to a Lead(s)

Overview

Wingmate’s Outlook add-in allows users to seamlessly connect their email workflow with Wingmate’s CRM.

With the Outlook add-in, users can manage and track client communication directly within Outlook, without switching between platforms.

With Wingmate for Outlook, you can:

• Automatically track outbound email communication to your clients as soon as it is sent

• Manually log inbound emails into Wingmate with a single click

• View recent lead activities and updates through the Wingmate task pane inside Outlook

This integration helps ensure that all communication is captured and visible in your sales pipeline.

How to Automatically Track Emails?

You can enable automatic tracking so emails are logged to Leads based on matching contact email addresses.

• If a Lead in Wingmate has a Primary Contact email that matches the sender’s email:
  • All emails in that thread will be automatically tracked to that Lead
• If multiple Leads share the same email:
  • The email thread will be tracked to all matching Leads

Step 1: Log in to Outlook and Open Wingmate Add-in

1. Log in to your Outlook account
2. Click on any existing email or create a new email
3. Click Apps and open the Wingmate add-in

Step 2: Log in and Connect Wingmate

1. Log in to your Wingmate account
2. Click Connect
3. Ensure you connect using the same Outlook account

Tip: For detailed setup instructions, follow the appropriate guide depending on your account type:

• If your Outlook account is connected to a Microsoft Organization:

  👉 Wingmate for Outlook: Installation & Getting Started

• If your Outlook account is NOT connected to a Microsoft Organization (Personal Account):

  👉 Wingmate for Outlook: How to Install the Add-In with a Personal Outlook Account

Step 3: Enable Email Tracking

1. Click the kebab menu (⋮) at the bottom
2. Toggle ON Email Tracking

How to Manually Track or Untrack Emails?

You can control exactly which Leads and emails are tracked.

Step 1: Open Tracking Panel

1. Click “Tracked in X/X leads" to view a list of all Leads containing the sender’s email appears
2. Checked Leads = currently tracked under Activity Feed on Wingmate

Step 2: Track Only This Email (Optional)

1. Toggle ON “Track only this email” and click Done
   • Only the selected email from the email thread is tracked
   • Only that email appears in Activity Feed

Step 3: Untrack Emails

1. Untick the checkbox next to a Lead
2. Click Done to view the Email Tracking Activity disappears immediately from the Lead Details page

Step 4: Search for a Lead to Track Emails to a Different Lead

1. Click Search leads
2. Choose a Pipeline and enter Lead name

Step 5: Select Lead

1. Select a Lead from the list

Step 6: (Optional) Add Contact

1. Tick “Add [contact] as contact of this lead”
   • If checked → Sender email will be added as Primary Contact
   • If unchecked → Email is tracked only with adding the sender email as a contact

Step 7: Track Email

1. Click Track Email
2. Email Tracking Activity appears in the Lead Details page

How to Modify Messages Tracked?

You can control which emails in a thread are tracked.

Step 1: Open Modify Messages

1. Click “Modify Messages Tracked” to view the list of all emails in the thread is displayed
2. All tracked emails are selected by default if Email Tracking is enabled

Step 2: Select Emails

1. Tick or untick specific emails

Step 3: Save Changes

1. Click Save Changes 
2. Only selected emails are shown in the Activity Feed
3. Unselected emails are removed from tracking

Tips & Best Practices

• Always ensure you are logged into the same Outlook account when connecting to avoid permission errors
• Verify the contact is correctly linked to avoid duplicate records