Manage your Email in Bigin | Online Help - Bigin by Zoho CRM

Managing Email

Cleanup Policy
As per our cleanup policy, IMAP sync will be paused under the following circumstances:
  1. If a user hasn't sent any IMAP emails and hasn't opened any IMAP emails for more than a month.  
  2. If a user remains inactive for more than five months.
In such cases, the following actions will be taken:
  1. Email configurations will be deactivated.
  2. All IMAP stored or processed emails within the Bigin will be deleted.
Emails are the most popular modes of communication in any business. By configuring your email account in Bigin, you can view and respond to emails related to a contact or account right from Bigin - no more switching back and forth between your email and Bigin account. 

IMAP Configuration

IMAP (Internet Message Access Protocol) is a standard email protocol, that stores the messages on the server, but allows you to send and manage your messages right from Bigin. The main advantage is that, you can sync your emails across various devices.

Configuring IMAP account

Our older version of Email configuration for Microsoft 365 and Gmail requires you to generate app specific password. The new version supports direct login to your Microsoft 365 and Gmail accounts eliminating the need to generate app-specific password. Write to to move to the new version. 
  1. Go to Settings (  ) > Email.
    Choose one from the popular email services.
  2. For Gmail, Microsoft 365 and Outlook Mail services, sign in to the respective email account directly from Bigin. 

  3. For Zoho Mail and Other Mail, enter  UsernameEmail Address,  Password and click  Continue. Some Email services require an app-specific password to configure  in Bigin. To learn more about app-specific passwords, read Generate App Specific Passwords.

  4. Click Server Details to view the Incoming and Outgoing server details.
    This is automatically filled up for you. If you are configuring IMAP for 'Other mail' you must enter the server details manually.
  5. Choose Email Sharing Permissions.
    You can choose from:
    Private - Conversation with your customers will be visible only to you.
    Public - Anyone can view the conversation.

  6. Click Save.

Store sent emails 

You can now store copies of sent emails in your mailbox by enabling the Store sent messages on the server option in the IMAP configuration page.

Separate authentication for outgoing SMTP 

You can configure different email addresses for incoming and outgoing server details. By selecting the Use the same credentials for the outgoing mail server option, you can easily manage credentials for your outgoing mail server to cater to your specific email-sending preferences.

The use of identical credentials for outgoing email servers isn't feasible with Gmail, Outlook, and Office 365. These services utilize OAuth authentication, redirecting users to their respective logins. Consequently, predefined server details render separate authentication unsupported for these platforms.


You can now update your email password within Bigin if you change your mailbox password.

Log in with a user name  

Bigin now supports authentication using either a user name or email address during IMAP integration, providing enhanced flexibility and convenience.

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