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Email Logging

Learn how to log emails, track communication history with a contact, and view your team's email logs within Muck Rack.

Sara Sorenson avatar
Written by Sara Sorenson
Updated over 2 months ago

Email Logging in Muck Rack

Email Logging on Muck Rack makes tracking your relationship history simple. By BCC or forwarding your emails, the content of your message is added automatically as an Activity on each journalist’s profile. The activity includes the content of your email thread so your team can see how pitches were responded to, which meetings took place, and important details that have helped each of your campaigns come to life.


How Email Logging Works

  • Send an email from your mail client (Gmail, Outlook, etc.) and add prm@muckrack.com in the BCC or forward line of the email.

  • Muck Rack automatically identifies all email addresses from your message and then creates an Email Log with the content of your email on any matching profile.

  • After your email is sent, you’ll receive an email confirmation denoting which email addresses matched existing profiles and those that did not. Any email address that was not matched can be added as a Custom Contact, and an Email Log will automatically be created on the profile.

  • Add email addresses or full domains to the Ignored email patterns list to prevent specific emails from being matched to profiles. Your organization’s domains will automatically be added to the list.

  • Access all messages your team logs in Muck Rack, their participants, and the Ignored email patterns list in your Settings under the Team section.

NOTE:

  • Emails must be sent from your email address to be logged in Muck Rack.

  • Emails sent to Muck Rack are only visible to teammates in your organization.

  • Emails sent via the Pitching tool in Muck Rack are automatically logged.


How to Log an Email Manually

There are a few ways to log an email manually, depending on whether you have already sent the email or not.

If you have already sent the email

  1. Forward the email to prm@muckrack.com.

    OR

  2. Go to the journalist's profile in Muck Rack and select the envelope icon in the top right of the Activity section.

If you have not sent the email yet

  1. Include prm@muckrack.com in the BCC field when you send the email or forward directly to that email address.

  2. You should receive confirmation that the email has been received by Muck Rack.


  3. Once received by Muck Rack, the email should be logged in the Activity Log of that contact's profile.

NOTE: If you'd like to log an email for a contact who does not have a profile in Muck Rack, we recommend you first create a Custom Contact, then log the email using one of the options above.


View Logged Emails

You can view logged emails for a specific journalist from their profile (as shown below) or view all of the logged emails for your team from the Emails Logged page.


View Logged Emails for a Journalist

Muck Rack makes it easy to track emails sent to your Muck Rack contacts:

  1. Go to any journalist profile on Muck Rack.

  2. In the Activity section of their profile page, select the Type filter and select Email Log.


⚠️ IMPORTANT: The Activity section automatically updates the email log when Pitching through Muck Rack. For any pitches sent outside of Muck Rack, add an email log manually in the Activity section or forward your previously sent email to prm@muckrack.com to stay organized.


View All Logged Emails for Your Team

View all emails logged by your teammates on one page using the following steps:

  1. Select Relationships > Emails Logged from the main navigation bar.

  2. Select an Email's subject line to view the full message.



Adjust Email Log Settings

You can adjust your email log forwarding by going to Settings > Organization Settings > Team > Email Logging.


Frequently Asked Questions (FAQs)

Question

Answer

Once my email address is connected, will emails I send outside of Muck Rack be automatically logged?

No. Emails sent outside Muck Rack are only logged once they’ve been forwarded or BCC’d to prm@muckrack.com.

How do I log an email for someone who doesn't have a Muck Rack profile?

If you'd like to log an email for a contact who does not have a profile in Muck Rack, we recommend you first create a Custom Contact, then log the email using one of the options above.

I received a message that said:

"Email logs were not created because all email addresses in the message matched email addresses or domains on [Org Name's] ignored email patterns list."

What does this mean and how can I fix it?

Every organization within Muck Rack has an Ignored email patterns list which can be found under Settings > Team > Ignored email patterns.

Any email address or domain on this list will be ignored by Muck Rack, preventing emails from those addresses from being logged as Activities in Muck Rack.

By default, your organization's domain will automatically be added to the list.

We recommend reviewing the list and removing any email addresses or domains for which you would like to log emails moving forward.

Can I log an email that was sent outside of Muck Rack? (via Gmail, Yahoo, etc.)

Yes; you can manually log an email using one of the methods listed above.


Get Help

For additional help, contact support by choosing the chat icon in the bottom right-hand corner of the screen and selecting Messages > Send us a message.


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