Tout Training Guide

Everything You Have Ever Wanted or Needed to Know About Tout Email Tracking

...and so much more!

An incredibly important document by Elizabeth Kabacinski.

ToutApp is an email tracking program that many (if not all) of our email outreach clients will be using to track their email marketing campaigns. If it sounds a little scary, that’s because it is! Rest assured, once you get to know Tout, you will learn to love Tout.

Point 1: Why is Tout the greatest of all email tracking programs?

  • Tout is email client agnostic, which is a fancy way of saying that you can use any email client with it (Outlook, Hotmail, Gmail, Yahoo and etc.). This is better than Yesware because Yesware only works with Gmail accounts.

  • Tout allows for “Team” work, which means that you can hook more than one email address up with the account. (Clients love that because it means that they can exert more control over the proceedings - clients love control.)

  • When you use Tout, you handle all the template creation, email drafting and email sending within the app. This means that there is less opportunity for human error and/or miscommunication.

Point 2: How do I get my clients set up with Tout?

You don’t. Isn’t that great? Just like asking the clients to set us up an email account, all you need to do is tell them “Hey! Tout is how we track the success of your email marketing campaign! Go ahead and set up an account for your business and provide me with the login credentials!” (The one exception to this will be if the client is already in love with Yesware or a different tracking program.)

Point 3: What am I supposed to do with this magical program?

What a compelling question! First, you need to understand what Tout looks like:

As you can see, there is a lot going on. The most common things that you will need to look at are Templates and Emails. The Templates Page is where you will create, edit and save the templates. It is also the page from which you will compose and send your emails. (You will also be able to view the analytics for individual templates on the templates page.) The Emails Page is the place where you will be able to view the emails that have gone out, bounced back or been opened. For most projects you will not have to worry too much about the open rate of individual sent emails. However, you should always check the emails page from time to time to make sure that the emails are sending successfully. If you find that a ton of emails are bouncing back, it is best to stop sending emails and reach out to someone who can help you troubleshoot.

Point 4: How do I send emails?

Easy! The same way that you have been with Yesware and Gmail. Of course - as is true with all things in life - there are a few modifications. All you need to do is follow these simple steps:

  1. Go to the Templates Page.

  2. Click on the template that you have been instructed to use.

  3. Hit the compose button at the top right.

  4. Enter the recipient's email address and customize the template appropriately with a CEI, first name or company name.

  5. Hit send!

  6. Profit. (Optional.)

Point 5: Are there any things that I should be worried about?

Unfortunately, Tout is not perfect (yet). As a result, there are a few common errors/issues that have been known to pop up.

  • Formatting.

Most of us use a web-based email client to check our mail. However, most of the business world still uses Outlook to read and respond to email. (They like to party likes it’s 1999.) Although it would be nice if Outlook got with the times, the fact of the matter is that you must choose very deliberate formatting to make sure that the emails look just as good in Outlook as they do in any other mail client. The email marketing specialists spend a long time crafting good looking templates, so it is important that you do not change the formatting when you send emails.

  • CEI Formatting.

For the most part, you won’t have to worry too much about the formatting in the template. The one exception is if you are sending emails that have a CEI. To make sure that the CEI formatting matches that of the rest of the email, you are going to need to alter it a little bit. The process is pretty simple. If you are inserting a CEI you will need to remove the formatting from just the CEI after you paste it in. To do that, simply highlight the CEI paragraph and hit the Tx button.

  • Send Time/Send Rate.

If you are sending hundreds of emails in a short amount of time, which is what we do, you run the risk of breaking the internet. To prevent this from happening, Tout will automatically stagger the emails. Generally speaking, this is great. However, if the client has a very specific timeline of when they would like their emails to go out, the staggering could cause problems. If you have a client with a specific timeline, ask someone what to do to prevent an excessive backlog.