Email Tracking
See how emails are linked to contacts, companies, and deals in the CRM.
How email tracking works
When you connect your email account, Aggrandize automatically matches incoming and outgoing emails to your CRM contacts and companies. This gives you a complete communication history for every relationship — without any manual data entry.
Automatic contact matching
Aggrandize looks at the email addresses on every message (From, To, and CC fields) and matches them to contacts in your CRM. When a match is found, the email appears in that contact's activity timeline.
If an email comes from someone not yet in your CRM, Aggrandize creates a new contact automatically from the email metadata (name and email address).
Viewing emails on a contact
- Open any contact in the CRM
- Click the Email tab
- You'll see all email conversations with that contact, sorted by date
Each conversation shows the subject, latest message preview, and message count.
Linking emails to deals
Keep all project communication in one place by linking email threads to deals:
- Open an email in the reader
- Click Link to Deal
- Select the deal from the dropdown (or create a new one)
- The email thread is now associated with that deal
Re: Riverpoint Tower — Phase 2 budget review
Hi team,
Quick note on the change-order — we should be able to lock in the steel pricing before the end of the month if we can confirm tonnage by Friday. I've attached the latest cost summary from the fabricator.
Phase 2 base bid is unchanged; the optional canopy alt is on a separate sheet pending the city's response on the parking deck variance.
— Devon Walsh
Principal, Northwind Architects
When you click Link to Deal, the same deal picker you've seen elsewhere opens:
Add Deal
After linking, the deal chip replaces the action button in the reader header, and a link icon appears on the thread in the list. Teammates who have access to the deal can now see linked emails, even if they weren't on the original thread.
Re: Riverpoint Tower — Phase 2 budget review
Hi team,
Quick note on the change-order — we should be able to lock in the steel pricing before the end of the month if we can confirm tonnage by Friday. I've attached the latest cost summary from the fabricator.
Phase 2 base bid is unchanged; the optional canopy alt is on a separate sheet pending the city's response on the parking deck variance.
— Devon Walsh
Principal, Northwind Architects
To unlink, click the X next to the deal name in the email reader.
Multi-select and bulk actions
Email threads don't use checkboxes — instead, you multi-select in the thread list:
- Shift+click a thread to select a contiguous range from your last anchor
- Cmd+click (Mac) or Ctrl+click (Windows) to toggle individual threads in and out of the selection
When two or more threads are selected, the reader pane is replaced by a bulk action bar with these operations:
- Mark Read / Mark Unread
- Archive
- Delete (moves to Deleted Items, or hard-deletes if no Deleted Items folder is mapped)
- Move to any folder
- Clear the selection
3 threads selected
Shift+click for a range · Cmd/Ctrl+click to toggle individual threads
Bulk linking to a deal is not available — linking happens one thread at a time from the reader header so you can confirm the target deal for each conversation. If you need to associate many threads with the same deal in one motion, ask the AI assistant: "Link my last 10 threads with Devon Walsh to the Riverpoint Tower deal."
Email privacy
Your emails are private by default. Teammates can only see your emails when you explicitly link them to a shared deal or company. See Shared Mailbox for more details.
Outlook category sync
Outlook users can have their CRM contact categories pushed back into Outlook (so the same labels show up on emails in their inbox). It's an experimental feature configured under Settings → Email → Outlook Integration — see Email Settings → Outlook category sync for setup, behavior, and the experimental-status caveats.