Email remains a cornerstone of business communication. It facilitates efficient information sharing, fosters collaboration among teams, and strengthens relationships with clients and partners. 

Mastering email usage is, thus, essential for achieving success in today's dynamic business landscape. And email reporting tools are indispensable for that. In this blog post, we'll discuss the best platforms for two of the most popular email platforms today, Gmail and Outlook.

What Are Email Reporting Tools?

Email reporting tools are designed to analyze, measure, and report on various aspects of email usage and performance. These tools go beyond just email marketing, providing comprehensive analytics that encompass all dimensions of email communication within a business context. 

What Do Email Reporting Tools Measure?

Here’s a detailed exploration of what email reporting tools measure and their significance in providing holistic email analytics:

1. Email Volume

Email volume refers to the total number of emails sent and received within a specific timeframe. It helps track email activity levels and workload, indicating overall communication flow within the organization.

2. Response Time

Response time measures the average time taken to respond to emails. It is critical for assessing customer service efficiency and internal communication responsiveness.

3. Open Rate

The open rate refers to the percentage of recipients who open an email. It reflects the effectiveness of email subject lines and the interest level of recipients.

4. Click-Through Rate (CTR)

CTR is the percentage of recipients who click on links within the email. It measures engagement and the relevance of email content to the audience.

5. Bounce Rate

The bounce rate is the percentage of emails that were not successfully delivered. It comes in two types: hard bounces (permanent issues) and soft bounces (temporary issues). It is a good indicator of list quality and email deliverability issues.

6. Spam Complaint Rate

The spam complaint rate refers to the percentage of recipients who mark an email as spam. It impacts sender reputation and deliverability, highlighting potential content or frequency issues.

7. Email Engagement Time

The amount of time recipients spend reading an email is called the email engagement time. It indicates how compelling and engaging the email content is.

8. Attachment Downloads

This measures the number of times attachments within an email are downloaded. It looks at the value and relevance of the attached content.

9. Device and Email Client Usage

This metric offers insights into the types of devices (e.g., mobile, desktop) and email clients (e.g., Gmail, Outlook) used to access emails. It helps optimize email design for better compatibility and user experience.

10. Email Threads and Conversations

This is an analysis of email chains and the depth of email threads. It provides insights into communication patterns and the complexity of interactions.

11. Email Categorization

Email categorization categorizes emails based on content, such as promotions, updates, or support requests. It is useful for understanding the nature of email communication and prioritizing responses.

12. Service Level Agreements (SLAs)

SLAs measure compliance with agreed response times and resolution times for email inquiries. They ensure that service commitments are met, maintaining customer satisfaction and operational efficiency.

Why Are Email Reporting Tools Significant?

Email reporting tools deliver:

1. A Holistic View of Email Communication

Email reporting tools provide a complete picture of both marketing and non-marketing emails, covering internal and external communications. They enable businesses to assess overall email usage, efficiency, and effectiveness across the organization.

2. Performance Measurement

These tools also track key performance indicators (KPIs) such as response times, engagement rates, and deliverability. As such, they can help identify strengths and areas for improvement in email communication strategies.

3. Optimization of Business Processes

Detailed analytics on email response times, volumes, and related metrics can highlight bottlenecks in customer service or internal workflows. This can facilitate process improvements, enhancing productivity and customer satisfaction.

4. Enhanced Customer Insights

With email reporting tools, you can also analyze customer interactions and engagement with emails, providing deeper understanding of customer behavior and preferences. You'll be better equipped to optimize and personalize communication strategies, improving customer relationships and loyalty.

5. Resource Allocation

By gaining insights into email communications, businesses can allocate resources more effectively. This can ensure that teams are not overwhelmed and can maintain high levels of service quality.

6. Strategic Planning

Long-term trends and patterns identified through email reporting can inform strategic decisions. In this way, you can align email communication efforts with broader business goals and objectives.

7. Compliance and Security

Finally, monitoring email metrics can help ensure compliance with regulations such as GDPR and CAN-SPAM. This will be instrumental in protecting your business from legal issues and maintaining trust with stakeholders.

Email Reporting Tools for Outlook and Gmail

So now, let's get to it: which email reporting tools are best for Outlook and Gmail, respectively?

For Outlook

1. Email Meter

Email Meter is a comprehensive email analytics tool designed for businesses using Outlook. It leverages Microsoft APIs to provide detailed insights into email usage and performance.

• Detailed Analytics: Tracks key metrics such as email volume, response times, open rates, and engagement rates, providing a holistic view of email communication.
• SLA Monitoring: Measures compliance with Service Level Agreements (SLAs), ensuring timely responses to critical emails.
• Custom Dashboards: Allows users to create personalized dashboards to monitor specific metrics and KPIs relevant to their business needs.
• Automated Reports: Generates scheduled reports that can be shared with stakeholders, keeping everyone informed about email performance.
• Team and Individual Insights: Analyzes email activity at both team and individual levels, helping identify productivity trends and areas for improvement.

2. MyAnalytics

Part of Microsoft 365, MyAnalytics provides insights into how users spend their time, including email activity. It does this by tracking metrics such as email volume, as well as productivity insights and suggestions for improving efficiency.

3. EmailAnalytics

A tool designed to visualize email activity for Outlook users, it measures email traffic, response times, and email patterns. It also offers visual reports and insights into email behavior.

4. Outlook Email Analytics by Sisense

Overview: Outlook Email Analytics by Sisense is a robust analytics solution that integrates with Outlook to provide detailed email reporting. It tracks open rates, click-through rates, response times, and more -- and also customizable dashboards and reports.

For Gmail

1. Email Meter

Email Meter is an advanced email analytics tool designed for businesses using Gmail. It leverages Google APIs to provide comprehensive insights into email performance.

• Detailed Analytics: Measures key metrics such as email volume, response times, open rates, and engagement rates, giving a complete picture of email communication.
• SLA Monitoring: Tracks compliance with SLAs, ensuring that important emails are responded to promptly.
• Custom Dashboards: Allows users to build customized dashboards to focus on the metrics and KPIs that matter most.
• Automated Reports: Delivers scheduled reports to stakeholders, ensuring they stay updated on email performance.
• Team and Individual Insights: Provides analysis at both team and individual levels, helping identify trends and areas for improvement.

2. Activity Dashboard

A native tool within Google Workspace that provides insights into user activity, including email, the G Suite Activity Dashboard measures metrics for email activity, such as user engagement. Additionally, it delivers insights into productivity, helping users better understand their email usage and optimize their time management and productivity.

3. EmailAnalytics

A visual email analytics tool for Gmail users that helps track and analyze email activity, it provides metrics on email traffic, response times, and email patterns. It also comes with visual reports and insights into email behavior.

4. Yesware

Yesware is a sales productivity tool that integrates with Gmail, offering email tracking and analytics of metrics like open rates, click-through rates, response times, and more. It also helps enable sales teams to optimize their email outreach strategies and improve engagement with prospects.

How Email Meter Can Step Up Your Email Reporting

Email Meter provides valuable insights beyond basic metrics. Here's how it empowers your organization:

• Customized Reports and Dashboards: Tailor reports to your specific needs and preferences, gaining insights that resonate with your business goals.
• Real-Time Visibility: Monitor email activity in real-time, allowing for swift adjustments and optimization opportunities.
• Industry Benchmarks: Compare your organization's performance against industry averages to identify areas for improvement and stay ahead of the curve.

With these insights, our platform allows you to:

• Identify Communication Bottlenecks: Analyze user behavior and collaboration patterns to pinpoint areas where communication slows down. This empowers you to streamline workflows and ensure timely information exchange.
• Boost Collaboration: Unveil hidden insights into how teams collaborate through email. Identify knowledge gaps and communication hubs, fostering a more engaged and productive work environment.
• Make Data-Driven Decisions: Concrete data empowers informed decision-making about resource allocation, communication strategies, and potential training needs for a more strategic email approach.

Plus, Email Meter is available in various tiers to help you find the best solution for your needs. Request a demo today.