IT Resource: How to Integrate Your Email in Meltwater Media Relations
In the Media Relations Shared Inbox, you’ll be able to connect your email into your Meltwater account. This allows you to see your team’s interaction history for a journalist in the Meltwater database, and reply directly in a shared thread.
How does it work?
Setting up Email Integration with Meltwater
First you will need to set up email integration within your Meltwater account.
1. Navigate to Account, then Email Integration in the left-hand navigation bar.
Please note: We use a service called Nylas to sync emails into Meltwater, so you will be prompted to allow Nylas access as part of the authentication and connection process. Email Integration in Media Relations is supported for the following email providers: Google and Microsoft.
2. Select “Connect your email today!”, then select “Add account”, next confirm the Privacy Policy.
3. Type in your email and follow the prompts to connect your email as outlined in the gif below:
4. Your email account is now set up to use email integration
Note: If you're connecting a Yahoo! email account, you'll need to use the IMAP connection option and generate an app-password. Read more about this at Yahoo!.
Using the Overview Tab in the Journalist Profile
Now that you have set up your email integration with Meltwater, navigate to a journalist profile within Meltwater’s media database to check out the options you have access to.
Using the Interactions Tab in the Journalist Profile
The Interactions Tab is where you can view the most recent or important interactions history between the journalist, yourself and your team in the table as shown below:
You are able to view - email type, who the email is from, email status and latest activity. When you select an email you are able to dive deeper into the interactions and see all correspondence sent.
Replying in an Existing Thread
When using Email Integration, follow-ups stay in the same thread, just like a normal email reply so long as you reply to the existing conversation in from your Gmail or Outlook inbox or from the Interactions tab on the Contact's full profile in Meltwater. To reply in the same thread using the Interactions Tab, follow these steps:
- Open the full profile of any journalist you have sent outreach to
- Click into an Interaction
- Select Reply
- Compose your reply in the text box
- Click Send
If there has not yet been an interaction with the individual you may choose to send an email directly from the profile page you’re on by:
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Select “Send Email”
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Compose email by adding additional recipients (if needed), subject, body, etc..
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Send the email.
If you’ve had an interaction with the individual, and that email thread exists in your inbox, you will see it in the table. By clicking on the threads, the email viewer will open. You can always draft a new email by clicking on a journalist’s email address or from the Actions menu.
Other Features
Including attachments in your emails
The Contact database allows you to attach multiple documents per distribution under the following guidelines.
Correspondence sent through Integrated Email:
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Single file size must be less than or equal to 6 MB.
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Total file size must be less than or equal to 6 MB.
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In-line images must be less than or equal to 6 MB.
Learn more here.
Security Note
We use a third party called Nylas, which requires verification from both Google and Microsoft when we are in development of email integration. Nylas, interchanges with Google or Microsoft's authentication and data handshaking systems. Here’s Nylas’ page for additional information.
Email Integration Technical FAQs
Permissions & Access
What permissions does email integration require?
Full email access (Gmail, Outlook, etc.) is required to enable email sending, delivery tracking, reply detection, and conversation synchronization.
Do you access or store historical emails from my mailbox?
No. We do not access, process, or store historical emails. Email integration only interacts with emails associated with outreach activity performed through the platform.
Data Storage
What information is stored?
Only the minimum data needed to support functionality:
- Account: name, email address, email provider
- Email content: original outreach message body
- First 200 characters of the most recent reply in a thread
Do you store every reply in an email thread?
No. Only the most recent reply is retained, and only its first 200 characters. When a newer reply arrives, the previously stored content is overwritten.
Are email attachments stored?
Yes. Attachments associated with outreach emails may be stored and processed similarly to attachments sent through our SendGrid-based outreach functionality.
Privacy & Security
Is data encrypted?
Data is encrypted in transit.
Who can access stored data?
Access is restricted to a limited number of authorized personnel for operational and support purposes — specifically designated high-privilege engineering staff, including Engineering Managers and Technical Leads.
What happens when I disconnect my email integration?
Once disconnected:
- The integration can no longer be used
- No new data is collected or processed from the connected mailbox