Email Integration | What How & Why

Created On
February 24, 2023
email integration using smartlead

Do you still update your contact list manually? Do you type each follow-up mail by yourself? 

Do you have a good number of LinkedIn connections but low email response rate?

If any of the above scenarios is relatable to you, then you need to know what is email integration and how to do it.

Integration means connecting one software with another. Using this tactic, any marketer can sync their entire internet-based marketing workflow into one. 

Consider this process a robot with multiple hands. This service will keep everything connected, making your job as a marketer easier and more convenient. 

This article includes

  • Definition of email integration
  • How to do it
  • Why should I do it 

What is Email Integration 

Email integration refers to the process of connecting your email account or email service with other software applications, tools, or services. The goal of email integrations is to streamline communication and automate tasks by enabling data exchange and synchronization between different platforms.

It basically connects your ESP (email service provider) with relevant tools/services.

How to do Email Integration  

Integrating your email service with relevant applications makes communication easier and saves manual efforts. You can choose the software based on their industry, marketing requirements, current traffic, target audience base, budget, and other factors. 

  • CRM (Customer Relationship Management) platforms
  • Marketing automation tools
  • Cold emailing tools
  • LinkedIn outreach tools
  • Team collaboration tools
  • Project management tools
  • Help desk applications 
  • Data analytics platforms
  • E-commerce platforms
  • Calendar applications 
  • Expense tracking software
  • Social media management tools
  • Content management tools

Let me take you through some popular email integration ideas for better understanding. 

Integrate Email with Cold Email Tool ~ Smartlead

smartlead email integration tool

A cold emailing tool is designed to automate and manage the process of sending bulk cold emails for sales or marketing purposes. It helps streamline email outreach, track responses, show metrics, and improve email deliverability.

Integrating your email account with a cold emailing tool, like Smartlead, can benefit your workflow in the following ways: 

  • Automates email outreach
  • Send 1000s of emails from multiple mailboxes
  • Improved email deliverability
  • Enhanced personalization
  • Automated follow-ups
  • Detailed analytics
  • Segmentation and targeting
  • CRM integration
  • Time-saving
  • A/B testing
  • Compliance and tracking

To integrate email with a cold emailing tool, all you need to do is subscribe for a cold email software and connect it with your email account. 

This integration is a must for email marketers. From sending newsletters to lead generation via cold emails, you can do it all. 

Wondering how to improve email deliverability? Read "10 Cold Email Practices to Achieve 40% Positive Reply Rate" to solve your problems.

Integrate Email with Social Media Management Tool ~ Hootsuite

hootsuite email integration

Integrating email with a social media management tool can bring all your communication channels in one place, making it easier to manage and respond to messages from customers or followers. 

Some of the popular social media management tools are: Sprout Social, Hootsuite, Buffer, Sendible, ActiveCampaign, Sendinblue, Zoho Social, etc. 

If you are someone with a big number of social media followers or LinkedIn connections, you should totally go for email integration with your SMM tool. It will help you to make a contact list out of your subscribers/followers/connections and use it for email marketing. 

You can also use the same contact list to send updates and relevant info as monthly email alerts to convert them into loyal customers in the long run.  

Benefits of integrating email with your SMM software are:

  • Cross-Promotion
  • Maintain consistent branding
  • Centralized communication
  • Centralize data
  • Enhance customer engagement
  • Automated workflow
  • Access valuable insights
  • Targeted marketing campaigns
  • Amplify reach
  • Save time and increase efficiency
  • Foster a cohesive strategy

Integrate Email with CRM ~ HubSpot CRM

hubspot email integration

Integrating email with Customer Relationship Management (CRM) system streamlines sales and marketing teams’ workflow. This integration enables automatic recording of all communication with your contacts in one place. Once configured, any email exchanges between your CRM Users and Contacts are documented in the account timeline for easy access and future reference.

It also automates lead capture and follow-ups, and enables personalized email marketing based on CRM data. 

Some of the popular CRM platforms that integrate with Gmail and other ESPs are HubSpot CRM, Salesforce Sales Cloud, Zoho CRM, Really Simple Systems, Pipedrive, etc. 

Benefits of integrating your email service with a CRM platform are:

  • Automatic capture of email communication
  • Seamless tracking and recording
  • Streamlined data management
  • Enhanced customer interactions
  • Automated lead capture and follow-ups
  • Personalized email marketing based on CRM data
  • Holistic approach to customer engagement
  • Stronger customer relationships

Integrate Email with Your Website ~ Constant Contact

constant contact email integrtion

Website traffic is the ideal traffic for both B2C and B2B sales. No matter whom you are selling to, your target customers are your website and visitors. This is why it’s crucial to convert the site visitors (prospects) into your email subscribers. 

To integrate email with your website, use email marketing service providers like Mailchimp or Constant Contact. Create signup forms and embed them on your website's pages. 

You can also offer incentives to encourage visitors to subscribe to your email list. Sync your website's contact forms with your email platform. Use pop-ups or opt-in bars to capture leads effectively.

Integrate Email with E-Commerce Sites ~ Salesforce

salesforce email integration

B2C marketers often see a surge of abandoned carts that affect their ROI directly. If you also have an online store and are suffering from similar issues, then try integrating your e-commerce website with your ESP. 

This will automate order notifications, personalized product recommendations, and abandoned cart recovery emails. It helps in targeted marketing campaigns based on customer feedback collection and build strong customer relationships. 

To integrate email with e-commerce sites, choose an email marketing platform with e-commerce integration and install the platform's plugin or connect it to your e-commerce site. That’s it. 

Next, you can change the settings according to your priority. Some of the most popular email marketing software for e-commerce are Salesforce CRM, HubSpot Marketing, etc.  

Why should I try Email Integration ?

Email service integration is a life-changing hack for sales and marketing teams. Here’s how it can benefit a company: 

Streamlined Communication

The biggest perk of email integration is streamlined communication. Integrating with relevant tools can centralize all email interactions within a single platform. 

This reduces the need to switch between multiple platforms for email-related tasks. It enables seamless access to emails, notifications, and responses, providing a unified view of communication threads, improving response times, and enhancing overall communication efficiency.

Efficient Workflow

By integrating email with other tools, you can automate repetitive tasks, saving time and reducing the chance of errors. This allows you to focus on more strategic aspects of your work.

Real-time Data Sync

Integrating email with CRM or project management tools ensures that you always have the latest information at your fingertips. For example, when a customer replies to an email, their contact information and interaction history get updated automatically in your CRM.

Improved Collaboration

When your email service is integrated with collaboration tools like Slack or Microsoft Teams, it becomes simpler to share important emails with team members and discuss them in real-time, fostering better teamwork.

Personalization and Segmentation

Integrating email with marketing automation tools empowers you to personalize your email campaigns and segment your audience for targeted messaging. This leads to higher engagement and better results.

Automated Follow-ups

Cold email campaigns benefit greatly from integration. You can set up automated follow-up sequences, ensuring you never miss an opportunity to re-engage with potential clients.

Centralized Data

Integrations help centralize your data, making it easier to access and analyze. For example, when email analytics are integrated with data analytics platforms, you can gain valuable insights into the success of your email campaigns.

Enhanced Customer Support

Help desk integrations enable support teams to create tickets from customer emails automatically. This helps provide a faster and more organized response to customer queries.

Reduced Manual Errors

Integrations reduce the need for manual data entry, reducing the risk of human errors in data management and communication.

Final Thoughts!

My personal opinion on integration is–you should do it. 

Anybody aspiring to expand their business and increase ROI should consider integrating their email provider with relevant platforms & services.

From automating responses to updating your contact list, integrating your emails with the right apps will solve it all. Not to forget, it’s the best way to redirect the audience from other channels to emailing. 


What is an example of email integration?

An example of email integration is connecting your mail provider with a CRM. This integration will permit you to send mails from various sender’s addresses from one place.

Another classic example is integrating your emailing with social media accounts. This strategy provides you with the details of your social followers (or connections) and lets the marketers send them regular mails. 

What is Gmail integration?

Gmail integration means syncing all of your communication medium into one platform–Gmail. Be it direct messages or video meetings, you can conduct everything from Gmail without opening any other platforms or software.

Smartlead, get your email delivered and bring sales 

Make me an outreach pro

Ensure your emails always reach your lead's inbox by using unlimited sender accounts leveraging AI personalization, and implementing email warm-ups.This way, you can concentrate on sealing the deal without worrying about email delivery issues.

Here's how to do it

1Sign-up for

2Upload your lead list.

3Start sending emails

P.s. You can also use our pre-built templates available in the app.

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Rajnish Das

Rajnish Das is an in-house writer at SmartWriter and SmartLead. She writes product-oriented, data-driven content for B2B SaaS audiences and educates them on marketing and sales topics. Her expertise includes outbound marketing techniques like cold emailing and LinkedIn outreach.


Edited by:

Charu Mitra Dubey


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Frequently asked questions

General Questions

What are active leads?

Email automation FAQs- Smartlead

Active leads are the contacts you upload in Smartlead, similar to contacts in HubSpot; if you upload 1000 leads to a campaign, they are considered 1000 active leads. If you upload similar leads to a new campaign, they are not considered a “new active lead” as they already exist in our system.

Do you provide mailboxes, or do I need to connect my own?

Email automation FAQs- Smartlead

We don’t offer mailboxes yet. You need to get your own dedicated list of mailboxes using popular providers like Gmail, Outlook, Zoho, and others that exist in the market. Once you get them, follow our detailed guides to connect them quickly.

Do you offer guides and articles on succeeding with cold emails?

Email automation FAQs- Smartlead

Absolutely, one of our most popular guides can be found right here. It's been used by a large percentage of users to go from zero to cold emailing experts. Covering all topics from email infrastructure to copywriting and lead sourcing.

Is another tool needed for warmups?

Email automation FAQs- Smartlead

No, Smartlead has over 200,000 highly reputed mailboxes connected. The advantage you get along with naturalized AI conversations is access to aged domains you will never find in any warmup tool.

What is the API commonly used for?

Email automation FAQs- Smartlead

It is used popularly by agencies to automate their entire lead generation process as well as to connect Smartlead to external tools to push and pull data from. You can also connect to 1000s of apps using Zapier.

What type of businesses sees the most success with Smartlead?

Email automation FAQs- Smartlead

Anyone that can close deals from demos will succeed with Smartlead. It works for Sales companies, Marketing agencies, SaaS businesses, Recruitment, and offline companies (like construction).

Do you provide me with lead sources?

Email automation FAQs- Smartlead

We do not provide you with leads. You will need to use other data providers. These leads can be automatically added to Smartlead using our API or bulk uploaded via our CSV upload system.

Do you integrate with any CRMs?

Email automation FAQs- Smartlead

We're building native integrations with Hubspot, Salesforce, Close, Pipedrive, and many more. The best part, due to our open API and Webhook infrastructure, you can connect to any CRM in the world without an issue.

How many team members can I add?

Email automation FAQs- Smartlead

You can add an unlimited number of team members, as well as assign them roles and authority access.

Do you have custom plans beyond the Pro plan?

Email automation FAQs- Smartlead

Yes, it's common for many people to move to Custom plans after a few weeks. You can view all the options for up to 10M leads on the subscription page once you sign up for free.

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