How the Email Tracking Tool Works
The tool connects directly to your email server and syncs emails at an interval you choose. Once a contact’s email address is added to your CRM, everything runs on its own — inbound and outbound emails are captured automatically, matched to the right CRM records, and stored without anyone lifting a finger.
Connect to your email server
The tool integrates directly with your email server — Exchange Server, or any IMAP/POP3 provider. No plug-in dependency, no provider restrictions.
Set your sync interval
Choose how frequently the tool syncs. It runs on schedule without manual triggers — capturing every email as it moves, on your timeline.
Auto-capture inbound emails
All incoming emails are tracked automatically — including emails to vacationing users, deactivated accounts, or auto-sorted folders. Logic is fully customizable.
Auto-capture outbound emails
All outgoing emails are tracked automatically — even from a web client. No manual checkbox required. Logic is fully customizable per your business rules.
Smart CRM matching
Every tracked email is linked to the right company or contact if they appear in From, To, or Cc — always, with no gaps or mismatches.
Auto-create CRM contacts
The tool analyzes business emails by defined rules and automatically creates new companies or contacts with full attributes — even for emails not yet in your CRM.
Get More Value from Your CRM
Manual email logging costs your team time, creates gaps in your pipeline, and lets deals fall through the cracks. Our custom tracking tool eliminates all of that — automatically.
Pipeline transparency
Every email tied to lead generation, nurturing, or account management is visible across your whole team — feeding Dynamics 365 Sales and Dynamics 365 Customer Service with no blind spots, no guessing, no lost context.
Gap-free communication
Your CRM users always see the full picture of how conversations with customers are moving, from first touch to closed deal — without relying on anyone to remember to log.
More time for real work
When email logging happens automatically, your sales and marketing teams get their time back for work that actually moves the needle — with Dynamics 365 Customer Insights and a connected help desk doing the heavy lifting.
No data loss
Even if someone deletes a tracked email from their inbox, a clean copy stays safely inside Microsoft Dynamics 365 CRM — permanently and securely, ready to feed your BI dashboards.
Increased information security
Some emails shouldn’t be tracked — and that’s fine. Confidentiality settings let you decide exactly what gets logged and what stays private, down to the individual user level.
Full historical email sync
Upload and match historical emails from before CRM was implemented. Your records are complete from day one — not just from your go-live date forward.
Selected CRM Projects by INNERLUXES
Custom Tool vs. Standard Outlook Tracking
Microsoft’s built-in Outlook tracking plug-in covers the basics — but it leaves critical gaps that cost your team time and your business data. Here’s how our custom tool compares across every dimension that matters.
| Feature | Email Tracking Tool by Microsoft | INNERLUXES Custom Tool |
|---|---|---|
| Incoming emails | Tracking can be inconsistent when emails move between folders | All inbound emails tracked automatically — including emails to vacationing users, deactivated accounts, or auto-sorted folders. Logic fully customizable. |
| Outgoing emails | Users must manually check a tracking box for each email — easy to forget | All outbound emails tracked automatically, even from a web client. Logic fully customizable. |
| Smart matching | Available but disabled in certain scenarios | Every tracked email is linked to a company if that company or its contact appears in From, To, or Cc — always. |
| Email history | Not available | Full upload, matching, and sync of historical emails from before CRM was implemented. |
| Different providers | Supports Exchange, Gmail, Yahoo via Outlook plug-in | Works equally well with Exchange Server and any IMAP/POP3 provider — no limitations. |
| Exceptions & privacy | Not available | Specific users (e.g. C-level executives) can be excluded. Manual tracking via Outlook plug-in still available when needed. |
| Creating new CRM contacts | Only manually from the Quick Access Toolbar | Automatically creates new companies or contacts with full attributes — even for emails not yet in your CRM. |
Service Scope
From requirements analysis to ongoing maintenance, INNERLUXES handles every dimension of your custom email tracking tool — so you get something that works exactly the way your business communicates.
Custom tool build
A fully custom email tracking tool built on your business requirements, your email workflows, and a thorough analysis by our team — With behind every decision.
Dynamics 365 integration
Seamless integration with your existing Microsoft Dynamics 365 setup, backed by our wider Dynamics 365 consulting and Dynamics 365 customization practice and handled by our 132+ IT professionals with experience across 30+ industries.
Custom rule configuration
The tool works exactly the way your business communicates — not the other way around. Tracking logic, matching rules, and privacy exceptions all configured to your specification.
Historical email sync
Full upload, matching, and sync of historical emails from before CRM was implemented — so your pipeline data is complete from day one.
Training & documentation
Clear user guides and hands-on training so your team actually uses the tool with confidence from day one — not months after go-live.
Ongoing maintenance & support
Continuous maintenance and support to keep performance smooth and reliable across your entire operation — we stay with you long after delivery.
Nimra
Power Platform Consultant
at INNERLUXES
“When building a custom email tracking tool for Dynamics 365, we run end-to-end tests across all supported email providers, edge cases like deactivated accounts and auto-sorted folders, and smart matching logic under load — before a single line goes to production.
Technologies We Use
We build on proven Microsoft and integration technologies — choosing the right stack for your email infrastructure, not just the most familiar one.
CRM & Microsoft Platforms
Dynamics 365
SharePoint
Power Apps
Power AutomateBack-end & Integration
.NET
Python
Node.jsDatabases
SQL Server
Azure SQL
PostgreSQLCloud & DevOps
Azure DevOps
Docker
KubernetesEmail Tracking Tool – Q&A
The tool works with Exchange Server and any IMAP/POP3 provider — including Gmail, Yahoo, and custom mail servers. Unlike Microsoft’s standard Outlook plug-in, there are no provider limitations.
Yes. The tool includes full historical email upload, matching, and sync — so your CRM records are complete from day one, not just from the go-live date forward.
Absolutely. Confidentiality settings let you exclude specific users — such as C-level executives — from automatic email tracking. Manual tracking via an Outlook plug-in remains available for those users when needed.
Where This Tool Fits in Your Microsoft Stack
An email tracker rarely lives alone. INNERLUXES wires it into the rest of your Microsoft environment so communication, documents, and collaboration all share one source of truth. Pair it with SharePoint and Microsoft 365 for storage and search, and surface conversations right inside Microsoft Teams where your people already work.
SharePoint, end to end
Our full range of SharePoint services covers every stage of the lifecycle — from consulting and development through migration, integration, a health check, ongoing support, and fully managed services.
- Ready-to-deploy SharePoint solutions, including company portals and a content management system.
- Structured document management and contract management to keep records audit-ready.
- Knowledge management and learning management so expertise stays inside the company.
- HR management, a ticketing and help desk, and tailored add-ins.
- Engaging intranets — whether you need a business intranet or a social intranet.
Microsoft 365, managed for you
Round it out with our Microsoft 365 solutions — from consulting and migration to day-to-day managed services — so the whole environment stays current, secure, and out of your team’s way.