Email Integration | What, How & Why

Created On:
February 24, 2023
Updated On:
May 8, 2024
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
  • Email integration with Slack
  • Email integration with HubSpot
  • ChatGPT Email Integration
  • Email Marketing Integration with Salesforce
  • Email Integration in Website
  • 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. 

Email Integration with Smartlead

Integrating your email with Slack can take your boost your email productivity like no other. By setting up a simple integration you can sync all your incoming emails on to a dedicated slack channel for your entire team to collaborate. For example, if a customer fills out a support request form you can automatically send that email to your customer support channel on Slack automatically without lifting a finger.

In order to integrate your email with Slack, simply head over to the Slack Integrations page and select the Email option, select the channel where you would like the incoming emails to be posted and then copy the unique email address generated by Slack . That's it - once setup, every new email will get automatically posted on your Slack channel for your entire team to collaborate.

Email Integration with 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.

While there are multiple email marketing tools for small businesses to choose from, 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.

Email Integration with 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

Email Integration with ChatGPT

Integrating your email with ChatGPT can supercharge your email game like no other.

While there is no direct way to integrate ChatGPT with your email, you can use a third party tool like Zapier to setup the integration. All you need to do is, create a new custom email address at and then use the same email to sign up for ChatGPT. Once done, you can setup triggers like when you receive a new outbound email, ChatGPT will summarise the email and share the key findings with you. Or, when your recipient reads your email, ask ChatGPT to automatically write the follow up email. Setting up this integration can not only save you time but also take your email productivity to the next level, so make sure to give it a try today.

Email Integration with 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

Email Integration in Website with 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.

Email Marketing Integration with 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 is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can I integrate Smartlead with other tools I'm using?

Email automation FAQs- Smartlead

Certainly, Smartlead is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

Email automation FAQs- Smartlead

What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our multi-channel infrastructure is designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

Email automation FAQs- Smartlead

Do you provide me with lead sources?

Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanized email sending patterns and ramping up the sending volume. 

5. Multi-Channel Emphasis: Smartlead places a strong emphasis on multi-channel outreach. You can reach your prospects where they are with the LinkedIn outreach feature.   With Smartlead’s cold email automation software, you're always one step ahead in your outreach efforts, enjoying the freedom to scale your initiatives and seamlessly integrate with other tools—all while maintaining a focus on maximizing the impact of your outreach.

Email automation FAQs- Smartlead

How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

Email automation FAQs- Smartlead

We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have.

Powerful Automated Email Marketing that Drives Sales.

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