Implementation - Set Up Email Tracking (Record Email History)

Implementation - Set Up Email Tracking (Record Email History)

In this article:

About Setting Up Email Tracking (Recording Email History)

Lasso gives you the ability to integrate your project email account with Lasso so that emails sent and received in your email client, e.g. Outlook, will log to registrant contact history in Lasso.

There are three methods of setting up your email client to record registrant history. The method you choose will depend on whether you want all emails to be scanned for history or a filtered list of emails to be scanned. The methods are as follows:

1 Full Automation: All outgoing and incoming emails between sales reps and registrants are recorded in Lasso via

  • Advantage: Fully integrating your email with Lasso means that, once set up, it is completely automated and no manual intervention is needed to record your email communication with registrants in history.
  • Disadvantage:  If your corporate email policy prevents you from sending email messages to a third party vendor, you may want to consider looking into one of the other methods listed below.

2 Email Alias: Create an alias for your email account and set it to send a copy to for all outgoing and incoming emails between sales reps and registrants. For example, your default account is Your alias could be

  • Advantage: Only the communication you send and receive via your alias account will be recorded in history.
  • Disadvantage: This method requires you to select the email alias account as the From address when sending email.

 3 Manual Tracking: Add to the BCC line when sending email to registrants. Then manually copy and paste email replies into history on the registrant profiles.

  • Advantage: You have full control of the email communication that you wish to record as history on the registrant profiles in Lasso.
  • Disadvantage: This method is completely manual as it requires you to copy and paste your email replies into history, and you are required to BCC on outgoing emails.

When are emails recorded?

When Lasso receives an email in, the To and From headers are scanned to determine if there is communication between a sales rep and registrant. If there is a match, the email is recorded as history. If there isn't a match, it is discarded immediately.

Internal communication between sales reps is removed from history to avoid recording sensitive information. Lasso will check to see if the domain name of the sender and the recipient is the same. If it's a match, the history will be removed and will display "Removed due to internal communication".

Lasso Email on Smartphone

Ensure that your project email address has been forwarded to your Lasso default email address before you begin.

Note: Email setup for different models of smartphones could vary from the instructions presented below.

Instructions for iPhone:

1 – On your iPhone, select Settings.

2 – Select Mail, then Contacts, and Calendars.

3 – Select Add Account.

4 – Select Other.

5 – Select Mail and then Add Mail Account.

6 – Fill in Name, Address, and Password. (Note: Description will be filled in from the Address field.)

7 – Select Save.

To set up Incoming Mail Server, enter the following:

  • Host Name =
  • User Name = Your Lasso username
  • Password = Your Lasso password

To set up Outgoing Mail Server, enter the following:

  • Outgoing = 
  • User Name = Your Lasso username
  • Password = Your Lasso password
  • Select Save.
  • Answer Yes to the message Cannot Connect using SSL. | Do you want to try setting up the account without SSL?

Instructions for Samsung Galaxy Android:

1 – On your Android, select Email.

2 – Select Accounts.

3 – Select Add Account.

4 – Enter your Lasso email address.

5 – Enter your Lasso password.

6 – Select Next.

7 – Select IMAP.

8 – In both the Incoming Mail Server and Outgoing Mail Server fields, enter

9 – In the Port field, enter = 26.

Instructions for Blackberry:

1 – On your Blackberry, select Email Settings.

2 – Select Set up another email account.

3 – Select Other.

4 – Enter your Lasso email address.

5 – Enter your Lasso password.

6 – Click Continue.

7 – Select I will provide the settings.

8 – Select IMAP.

9 – In both the Incoming Mail Server and Outgoing Mail Server fields, enter

10 – In the Port field, enter = 26.

Set Up Apple Mail for Email Tracking

1 – Start Apple Mail.

2 – On the Mail menu, select Add Acount.


3 – Select your Mail account provider and click Continue.


4 – Enter your Name, Email Address, and Password in the fields provided.

5 – Click Sign In.


6 – In the Account Type field, select IMAP.

7 – In both the Incoming Mail Server and Outgoing Mail Server fields, enter

8 – Click Sign In.


7 – Select the apps you want to use and click Done.


Google Apps

If you are using Google Apps to host your email, to ensure that email messages are copied to Lasso and captured as History in the Registrant Profiles, please refer to Set up rules for content compliance.

Note: Changes can take up to 24 hours to process but are usually enabled within a few minutes. Inbound mail from clients does not appear in the History section of the registrant profile as quickly as outbound mail from Lasso sales reps but it will appear.

 Microsoft Office 365 and Exchange Online

1 – Log in to Office 365.

2 – Go to the admin center. (Note: You must have admin permissions to access.)

3 – Under ADMIN, click Exchange. This will take you to the Exchange admin center.

4 – In the Exchange admin center, click compliance management.

msoffice365-1.jpg5 – In compliance management, select journal rules.

6 – Select the “+” to add a new journal rule.

msoffice365-2.jpg7 – In the new journal rule window, in the Send journal reports to space, enter

8 – In the Name space, enter LassoCRM History – <username>, e.g. LassoCRM - Jane.

9 – In the If the message is sent to or received from… space, click on the dropdown beside A specific user or group… and select the user from the list.

10 – Click add and then ok.

11 – In the Journal the following messages… space, select External messages only.

msoffice365-3.jpg Once successfully added, the user will appear in the journal rules list. Perform the above steps for each user.


Microsoft Office Outlook 2016

1 – Start Outlook.

2 – Click on the File tab.


3 – Click on Add Account.


4 – Enter your Outlook email address and click Advanced Options.

5 – Check the box beside Let me set up my account manually and click Connect.


6 – Click the IMAP button.


7 – In the Incoming mail Server field, enter Enter 143 in the Port field.

8 – In the Outgoing mail Server field, enter Enter 26 in the Port field.

Warning: DO NOT check the Require logon using Secure Password Authentication SPA) check box.

9 – Click Next.


10 – Enter your password and click Connect.


11 – Enter your User Name and click OK.


Your account should connect. If it doesn’t, check the settings to make sure you’ve entered the correct information. There are still a few more steps to ensure your account is working correctly.

12 – On the Outlook homepage, click on File.


13 – Click Account Settings and select Account Settings….


14 – Double-click your new account.


15 – Click More Settings.


16 – Click on the Outgoing Server tab.


17 – Ensure that the box beside My outgoing server (SMTP) requires authentication is checked and the button beside Use same settings as my incoming mail server is selected.

18 – Click OK.


19 – Click Test Account Settings.


20 – Click Close when the test is complete.


Microsoft Office Outlook 2010

1 – Start Outlook.

2 – Click on the File tab.


3 – Click on Add Account.


4 – Enter the Account Setup information as follows:

  • Your Name - Your first and last name
  • E-mail Address - Your project email address
  • Password - Your Lasso password

Note: If you have multiple project email addresses, you will need to create a Lasso User Account for each one.

5 – Select Manually configure server settings or additional server types,

6 – Click Next.


7 – Select Internet E-mail.

8 – Click Next.


9 – Enter the Internet E-mail Settings as follows:

User Information:

  • Your Name - Your first and last name
  • E-mail Address - Your project email address

Server information:

  • Account Type - Select IMAP
  • Incoming mail server - Enter
  • Outgoing mail server (SMTP) - Enter

Logon Information:

  • User Name - Your Lasso username
  • Password - Your Lasso password

Note: You may check the Remember password box to have Outlook remember your e-mail account password.

Warning: DO NOT check the Require logon using Secure Password Authentication SPA) check box.

10 – Click More Settings.


11 – Click on the Outgoing Server tab and check the box beside My outgoing server (SMTP) requires authentication.

12 – Select the option beside Use same settings as my incoming mail server.

13 – Click OK.


14 – Be sure that the box beside Test Account Settings by clicking Next button is checked. Then click Next. You can also click on Test Account Settings. The following occurs during testing:

  • The connectivity of your system to the Internet is confirmed.
  • You are logged on to the SMTP server.
  • You are logged on to the IMAP server.
  • A test message is sent. This message explains any changes that Outlook made to your initial setup.

15 – Click Close when the test is complete.


16 – Click Finish.


Microsoft Office Outlook Express

1 – Start Outlook Express.

2 – On the Tools menu, click Accounts.


3 – Click on the Mail tab.

4 – Click Add and select Mail.


5 – On the Your Name page, type your name in the Display name field as you want it to appear to recipients of your email.

6 – Click Next.


7 – On the Internet E-mail Address page, enter your project email address.

8 – Click Next.


9 – On the E-mail Server Names page, select IMAP in the My incoming mail server is a field.

10 – Enter in both the Incoming mail (POP3, IMAP, or HTTP) server and Outgoing mail (SMTP) server fields .

11 – Click Next.


12  – On the Internet Mail Logon page, enter your Lasso username and password. Check the box for Remember password, if desired.


13 – Click Next and then Finish.

14 – With the newly created account highlighted on the Internet Accounts page, click Properties.

15 – Click on the Servers tab.

16 – Check the box beside My server requires authentication.

17 – Click Apply and then Close.

Send Lasso Email From Outlook

To use your Lasso email account when sending a message in Outlook, simply select the account you wish to use when composing a new message.

1 Click on the From or Account drop-down menu to view a list of all email accounts set up in Outlook.

2 Select the Lasso email account you wish to use when sending your message. This will also be the same address the recipient will reply to.

3 Compose your message and click Send.

4 Log into the Lasso Sales Center and click where the email correspondence took place.

5 Search for the registrants that was the recipient of the email you sent from Outlook using your Lasso email account. You will see the Outgoing message logged to history as though you had sent it from within Lasso.