Set up a unique email address and email forwarding so that you can track incoming replies in the Mail section of your Clients, Leads and Jobs.

By setting up your unique SN email address, and forwarding your emails to this address, only those emails related to your SN interactions are tracked within your SN account.

Email forwarding is supported by providers such as:

  • Outlook.com (same as Hotmail)
  • iCloud Mail
  • Yahoo Mail
  • Zoho Mail
  • Other email hosting providers such as IONOS

Email forwarding is not supported by desktop apps such as Outlook, Apple Mail or Thunderbird. If you are using these desktop apps or software to view and manage your emails, you will need to set up email forwarding via the online service (e.g. Outlook.com, iCloud.com) or your email hosting provider (e.g. IONOS).

Email forwarding is also not supported by some providers such as AOL Mail.

There are two parts to this tutorial.

  • Part A: Steps within Studio Ninja
  • Part B: Steps to set up forwarding on your email hosting provider

Part A: Steps within Studio Ninja

1. In Studio Ninja, open “Settings” within SMTP server

Go to "Settings" in the top menu, and select "Email Settings" in the right-hand-side column. Once on the "Email Settings" page, click “Settings” under SMTP server.

Note: If you have multiple Companies, check that you are viewing the right Company.

2. Check “I want to track incoming email replies”

When this is checked, you will be asked to create your unique Studio Ninja email address for you to track email replies.

Once you're happy with your customised Studio Ninja email address, click "Save Email Address".

Note: If you are connecting via SMTP server with a Yahoo email address, make sure you don't use any hyphen "-". Email forwarding on Yahoo Mail is not compatible with a Studio Ninja email address that contains a hyphen "-".

Once saved, the email address cannot be changed. If you are sure, click "Confirm and Save".

Note: You will need this unique SN email address when you add the forwarding address in Part B.

3. You now have a unique Studio Ninja mailbox

Your Studio Ninja email address will be added to the “Reply-to” field when your clients reply to your emails. Make sure you click “Reply All” so that your Studio Ninja email address is added in the 'To' field or as a CC.

Setting up email forwarding (Part B) is highly recommended because there is a chance that your SN email address may be removed from the conversation thread between you and your clients. Forwarding will ensure that every email is received by your SN mailbox and thus tracked within the relevant Leads and Jobs.

Part B: Steps to set up forwarding on your email hosting provider

Below are step-by-step instructions on how to set up email forwarding on the following major providers:

Outlook.com (same as Hotmail)

  1. Open https://outlook.live.com/ in your web browser and sign in
  2. Go to “Settings”
  3. Navigate to the Settings menu. Select "Mail" and then "Forwarding".

Alternatively, search for “Forwarding” in the Settings search field.

5. Check the "Enable forwarding" checkbox

6. Enter your SN email address

7. Check the "Keep a copy of forwarded messages" checkbox

8. Click "Save"

9. All done 👍 From now on when your clients reply to the emails that are sent from Studio Ninja, those replies will be tracked inside the Mail section of the relevant Client, Lead and Job profiles.

iCloud Mail

  1. Open https://www.icloud.com/mail in your web browser and sign in
  2. Go to "Settings" by clicking the gear icon in the bottom left
  3. Select "Preferences"

4. Under the “General” tab, check the “Forward my email to” checkbox

5. Enter your SN email address and click "Done"

6. All done 👍 From now on when your clients reply to the emails that are sent from Studio Ninja, those replies will be tracked inside the Mail section of the relevant Client, Lead and Job profiles.

Yahoo Mail

Please note that email forwarding on Yahoo Mail is not compatible with a Studio Ninja email address that contains a hyphen "-".

  1. Open Yahoo Mail in your web browser and sign in
  2. Go to "Settings" and click on "More Settings"

3. Click on "Mailboxes"

4. In the "Mailbox list", click on your email account

5. Under "Forwarding", enter your SN email address and click “Verify”

6. You will receive an email notification. Open the email and click the verification link.

7. Click the "Verify" button on the page to complete the process.

8. All done 👍 From now on when your clients reply to the emails that are sent from Studio Ninja, those replies will be tracked inside the Mail section of the relevant Client, Lead and Job profiles.

Zoho Mail

  1. Open Zoho Mail in your web browser and sign in
  2. Go to "Settings"
  3. Under "Mail accounts", click "Email forwarding"

4. Under the "Forwards" tab, enter your SN email address and then press "Enter" on your keyboard to save.

5. You will receive an email notification. Open the email and copy the confirmation code to your clipboard.

6. Go back to the screen you had in Step 4. It has now been updated with the SN email address that you added as a forwarding. Click "Verify" next to the email address.

7. Paste the confirmation code and click the "Verify" button.

8. Make sure the blue toggle is turned ON (enabled) and the checkbox "Delete original email copy after forwarding" is unchecked (disabled).

9. All done 👍 From now on when your clients reply to the emails that are sent from Studio Ninja, those replies will be tracked inside the Mail section of the relevant Client, Lead and Job profiles.

IONOS

  1. Navigate to https://mail.ionos.com/ in your web browser and sign in
  2. Under the Account icon, click “Edit Settings”

3. Select "Email" in the left menu

4. Click “Auto forward”

5. Turn on "Auto forward" by clicking the toggle

6. Enter your SN email address

7. Check "Keep a copy of the message" checkbox

8. Click "Apply changes"

9. All done 👍 From now on when your clients reply to the emails that are sent from Studio Ninja, those replies will be tracked inside the Mail section of the relevant Client, Lead and Job profiles.

cPanel

cPanel user interface may vary depending on your hosting provider. The following steps are based on the cPanel interface of HostGator.com.

  1. Sign in and navigate to "Email"
  2. Click on either “Webmail” or “Email Accounts”

3A. If you selected “Email Accounts”, scroll to the relevant email address and click “More". In the dropdown menu, click “Access Webmail”.

3B. If you selected "Webmail", scroll to the relevant email address and click "Access Webmail".

4. Expand the menu under the account icon and select “Forwarders”.

5. Click “Add Forwarder”.

6. Make sure forwarding is set up from the correct account. Enter your SN email address and click “Add Forwarder”.

7. You should see a success message if it was done correctly.

8. All done 👍 From now on when your clients reply to the emails that are sent from Studio Ninja, those replies will be tracked inside the Mail section of the relevant Client, Lead and Job profiles.

FAQs

Why haven't I received the verification email?
The verification email may take up to an hour to arrive or it may have landed in your Spam or Junk folders.

Does this mean Studio Ninja has access to all my non-SN-related emails, such as personal emails or other work emails, which have been forwarded?

No, we don't have access to these emails. We filter out these emails before they reach your SN mailbox so that the only emails we keep in your SN mailbox are related to a SN Client, Lead or Job.

My email hosting provider is not listed here. What do I do?

We aren't able to anticipate every email hosting provider worldwide. We suggest you find your email hosting provider's Help page or knowledge base and search for "email forwarding". If you feel that we should include step-by-step instructions for your email hosting provider, please make a suggestion to our team via the chat icon.

Did this answer your question?