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How to use Conversation Logs to find emails to remove from your data
How to use Conversation Logs to find emails to remove from your data
Scott Mullin avatar
Written by Scott Mullin
Updated over a week ago

To use the Conversation Logs report to find email addresses and/or domains to block from all account data, follow these steps

Step 1: Extract the data from timetoreply

  1. Go to the Conversation Logs report

  2. Select the most recent 1 to 3 month period in the date range picker

  3. Keep primary filters set to show report for: my company + when communicating with: anybody

  4. Open the advanced filters

  5. Under 'Conversation Status', uncheck all options except 'awaiting mailbox response'

  6. Under 'Conversation Type', uncheck the 'outbound' option

  7. Under 'Should the Conversation Have Replies', uncheck 'have replies' and 'have forwards'. Only 'have no replies' should be checked.

  8. On the 'Filter on duration' section, under 'Messages with no reply over', select 48 hours (these are business hours)

  9. Close the advanced filters panel.

  10. Click the download button in the top right corner. As it'll be a large download, you will receive an email once the report is ready.

Step 2: Sort the data in the spreadsheet

  1. In the spreadsheet, we recommend a pivot table where the 'From' field is assigned to Rows and the 'Messages' field is assigned to Values.

  2. In the 'Sum of Messages' column, right click, select 'sort', select 'sort largest to smallest'.

    1. This approach will help you identify the email addresses and/or domains sending large volumes of email to your linked mailboxes. Another approach would be to sort the 'Row Labels' section of the pivot table (containing the email addresses) alphabetically to quickly identify the email addresses starting with 'noreply' or 'donotreply' etc. You could also use a text filter for email addresses containing 'noreply' etc.

  3. Once the email addresses have been identified, copy and paste them to column A in a new spreadsheet. No column title is required.

  4. Save the new spreadsheet as a comma delimited or .CSV file

Step 3: Add the identified email addresses to your account level filters

  1. This step will block conversation email threads containing these email addresses from being included in your reporting data.

  2. This step will NOT stop the emails from reaching your mailboxes

  3. In your account, go to the Tools menu (next to your name), select Filters

  4. Scroll to the Email Filters section (below the Domain Filters section)

  5. Click on the 'Select file' button

  6. Select the .CSV file you created in step 2.4

  7. Click the 'Block email addresses from .CSV' button

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