To the make extensive use of email services such as Outlook, especially for work purposes, many times you will find yourself in the need to perform analysis on the statistics of your use of the platform.
For this end, you have a series of tools, both native to Outlook and external, to collect the exact numbers on data such as the first message received from a particular sender and the sender who sent the most attachments, among many other measurable actions.
Next, We will teach you step by step how to obtain the usage statistics of your Outlook email account, what are the most relevant data that you should take into consideration and the tools you can use to obtain these statistics.
Benefits of tracking your email statistics
In the Laboral scene, one of the most important elements when promoting the growth of a company is the interaction with its customers. In the case of companies focused on teleworking, it is necessary to know how effective this interaction is, through tools such as email.
Outlook activity logs they are an excellent source of information for various purposes, especially for digital marketing purposes, by allowing you to know which users are the ones who interact the most with your email.
Among other benefits provided by the regular analysis of email statistics, we can mention the following:
- Find out what they are the most active users.
- Check effectiveness rates of marketing strategies.
- Know the open rate of sent emails.
What are the most important KPIs to watch for?
KPI is an acronym for Key Performance Indicator, and it is a performance indicator that allows us measure the results of a strategy, determined the success or failure of it. In the case of Outlook, when evaluating the performance of a marketing strategy, there are a series of metrics to which you should pay special attention when examining the results of the same.
These are:
Bounce rate
This metric represents the number of times sent emails did not reach the recipient’s inbox. Either due to connection failures or filters activated in the receiving account. To troubleshoot the bounce rate, you should make sure you are using the best email delivery strategies and practices, in order to reduce the bounce rate as much as possible.
Open rate
The open rate represents the number of emails that were opened versus the number of emails that were sent. This metric is in charge of evaluating the engagement of the recipients. Unlike the bounce rate, the higher the open rate, the better it will paint for the performance of the strategy used. In general terms, the open rate must be at least 20% to be considered viable.
Click rate
It is one of the most accurate metrics to evaluate the effectiveness of your strategy, since It illustrates very precisely the interest of the contacts who interact with your emails for the information sent. The reason that this statistic is so descriptive is that it is intrinsically related to the delivery rate and the open rate, so the higher it is, the better the forecast will be for the applied strategy.
Reactivity rate
It can be translated as the interaction rate of the contacts with the mail that they have received. This number is measured taking into account the open emails that have been clicked. This metric is quite useful to measure the effectiveness of the call to action of your email, since, the higher it is, it means that your content has been of interest to the recipient.
Cancellation fee
This metric define the number of times that users who have unsubscribed from your email, which is why you will no longer be able to send messages to those users. Basically, this happens because users no longer want to see your content. There are many reasons why users can unsubscribe, it is because they are no longer interested in the information you provide. If your cancellation rate is very high, the best thing you can do is rethink your strategy.
Spam complaint rate
Here we can see the number of times that your contacts have reported your emails as spam. This occurs when, for whatever reason, you’ve sent too many emails to the point that your contacts no longer want to see them. The best we can do is try to keep our spam complaint rate as low as possible, as this metric influences delivery rate. If too many contacts mark your emails as spam, your reach will be severely limited.
Learn how to analyze and know the statistics of your Outlook emails
To have professional visibility into Outlook usage metrics, it is necessary to have specialized tools to access the data that interest us.
For this purpose, we have at least two quite interesting tools:
With Statview
Outlookstatview is a simple and practical tool that use the data from your Outlook account to generate activity reports for each of the messages, regardless of the folder they are in.
The simplicity of this tool lies in its basic design in HTML format that presents the user with a fairly complete list of metrics, through a simple credential confirmation process. To generate an Outlook statistics report through this tool, the first thing you should do is have an email profile in the desktop version of Outlook.
Once this is done, all you have to do is guide yourself through the following procedure:
-
Download the file from Outlook Statview from the official website
www.nirsoft.net/utils/outlook_statistics.html. - Run the file “.exe”.
- Select Outlook profile you want to analyze.
- Press “Okay”.
The tool will perform an automatic study of the emails of the inbox and outbox, and will generate a report with data such as the number of messages exchanged with each user, the date of the first message and the volume of emails sent by each sender, among other useful data.
With Outlook Performance Reports Generator
Much like Statview, Outlook Performance Reports Generator is an analysis plug-in that allows its users to extract fairly accurate metrics on Outlook usage. This plug-in is installed on your computer and is compatible with Windows 95 onwards, and It is designed to work with the Outlook program since version 2003.
To generate the Outlook performance reports by this means, the procedure is as follows:
-
Download the app from your website
www.topalt.com/outlook-reports. - Install the program on your computer.
- The program will automatically select the account that is registered in the Outlook desktop app.
- Select folder which you want to work on. If you prefer, you can choose multiple folders simultaneously.
- Select the type of report that you want to generate, this can be by number of messages, volume of messages and messages from the sender, or the receiver, among others.
- Select the span in which you want the messages to be grouped.
- Press the button “Generate report”.
Although in principle it was free, this plugin has become paid, so to acquire the tools of this add-on you must make a payment of 49.95 euros.