Browsed by
Month: October 2016

How Can Google Analytics Help You Track Gmail Messages?

How Can Google Analytics Help You Track Gmail Messages?

Google Analytics is majorly used by marketers and retailers to track visits to web pages and mobile apps. But a lesser known trick is that Google Analytics can also be used in Gmail to track your outgoing email messages. In order to do this, you need to add the Google Analytics tracking code to your Gmail messages to know which messages have been seen or opened by the recipient.


Track When People Open Your Email Using Google Analytics

Firstly, we put the Analytics tracking image to our outgoing email message. When the message gets opened by the recipient, automatically the image file gets downloaded on their system and the “visit” will be logged in your Google Analytics. The best part about Google analytics is that, it supports real-time reporting. Therefore, when an email is opened or read, you’ll be able to see present activity in the Analytics dashboard.

Here are some steps to show how you can add the Analytics tracking code to your Gmail messages.

→ Click to compose a new email and next define the recipients, subject and the body. You can also add some attachments and include inline images in your composed message. The composed message is now ready to enter the Drafts folder! Make sure that you don’t send it to the recipient.

→ Make a selection of your Google Analytics account ID from the drop-down. After this, click to choose the Gmail draft from the drop-down and finally click on Send Email button. The email will now reach to the recipient.

At the end, as soon as the recipient opens your email, the event will be logged in your Google Analytics.


How To Track Gmail Opens in Google Analytics?

Step 1: Open Google Analytics.
Step 2: Choose Events under the Standard Reports group (refer to the image below).

When you choose events under Standard Reports group, make sure that you see new events with the category name “Email Open” as the users open your Gmail messages. With these steps, you will get to know the email address of the recipients who have viewed your email and also the subject line of the message that have been read recently.



How Will You Recognize The Google Analytics Profile ID?

The Google Analytics profile ID looks something like “UA-xxxx-yy”. Go to your Analytics Dashboard (Admin -> Property Settings ->Tracking ID) where you will find the profile ID.   

For better idea, you can also create a separate web property in Google Analytics for tracking Gmail messages.

By default, when you are sending an email using Google Sheet, it inserts the tracking image somewhere in your Gmail message with the help of a Google Script. The size of this tracking image is a 1×1 pixel transparent, which is not easily visible in the message body.


Facts to Know!

  • Email tracking can also be used in Mail Merge.
  • URL shorteners; like, helps you to know if your message has been read by any recipient.


Do you have any points you’d like to share with regards to tracking of gmail messages with Google Analytics? Please let me know in the comments below!

Google Drive Auditor- Permission Settings Made Easier!

Google Drive Auditor- Permission Settings Made Easier!

The data you store in your Google Drive is private by default until and unless you decide to share it with anyone else. It is your choice to share your personal data with specific people or you can choose to make your documents public and any internet user can view the files you shared.

If you are a Google App user, than you can share the files and folders within the corporation while limiting access to anyone outside the domain.

Along with the control of access, you can also assign the level of access to the users on the shared Google Drive files. By adopting an option “Set The Access Permissions”, you can set the view of a document to either view (read only) or edit (read & write).

For example, if you want to send a large file to any user, upload that file to Google Drive and forward it in view-mode with the recipient.


Who Can View or Edit your Drive Files?

Your Google Drive may have a large collection of your personal documents, spreadsheets that are accessible to other users. These users could be from your contact list, users within your Google Apps domain or anyone from the shared files (public) who have the link (URL) to the file.

You may not know which files are shared with which user or what kind of access permissions that users have on your shared files and folders. Google Drive doesn’t provide an easy option to figure out whom you are sharing the files with (The users can be inside or outside your organization). You never know that!

So, to figure this out, you need to meet Permissions Auditor for Google Drive. This is a new Google add-on feature that scans your entire Drive and then makes a complete report revealing who has access to your shared documents and what kind of access permission they have on your files and folders. But if you have been working with people for some time, then Google Drive Auditor is the easiest way to figure out what you’ve shared in Google Drive.


Here’s a Sample Audit Report (Drive File Privacy Report)

  drive-file-privacy-report                                                                                                                                                          Source:


Google Drive – File Permissions Report

→ Follow these easy steps to get File Permissions Report:

Install the Google Drive Auditor add-on and enable it- This is a Google Script that runs inside your Google Account, reads the documents found in  your Google Drive and note down their access details in the spreadsheet.

After installing the Google Drive Auditor add-on, just go to the Add-ons menu inside the Google Spreadsheet.

→ Choose Drive Permissions Auditor and select Start Audit (It will display a sidebar where you have to define a query). According to your query, all matching files will be examined by the add-on.

Here are some examples of Google Drive Search queries:

  • “me” in owners and trashed = false (all files owned by except those in trash)
  • modifiedTime > ‘2016-01-01T12:00:00’ (file modified since Jan 2016 UTC)
  • mimeType = ‘application/’ (scan the access permissions of only Google Spreadsheets in your Google Drive)

After the completion of an audit, the report will be revealed with detailed information of each and every file. The report may include:

  • When was a document created and last modified
  • What is the maximum file size and MIME type (file extension)
  • Who is the owner of the file
  • Who has an access to edit, view and comment on the file

To directly open the same file in your Google Drive, click on the file name in the spreadsheet. Moreover, you can also make use of the filters in Google Spreadsheets to open the specific files that match a certain criteria. For a reason, if you want to know all your public files ,you can use a filter on the Access column in the spreadsheet.

The Drive Permissions Auditor add-on works for both (Gmail and Google Apps) accounts. Are you a domain administrator? If yes, you can install the Google Drive Auditor add-on for all users in your domain by using Google Apps Marketplace.

Did you know? The add-on is free and lets you audit up to 200 files in your Google Drive.


Here are Some Bonus Tips!

→ If you have a large collection of files in Google drive, upgrade your account to the premium edition and make a record of your every single file and folder in your Google Drive.

Did you know? You have an option to set an auto-expiry date for your shared links in Google Drive (that automatically stops working after a certain period of time and date set by you).

I hope you found these tips and insights on Google Drive helpful. The door is open for you too! Do share more tips or facts in the comments.