Email Options | Online Help - Zoho CRM

Comparison Between Different Emailing options in Zoho CRM

A sales professional's primary tool is the CRM, yet most of his communication with customers happens via email. He is required to constantly switch between CRM and his email inbox to follow up with prospects and update sales details. 

The primary problem with having your email and CRM independent of each other is that, you lack the sales context needed to prioritize your communication with your customers. Emails need not be always checked in the order you received them - in fact, an important email from a top customer might be sitting way down there in your inbox; it could be a request for a quick support or a complaint email; you never know. By the time you check it, it might be too late. If you only knew it was from a top customer, you might attend to it right away.

So, the sales context to customer interactions helps you prioritize and be efficient in your communication with them. Here's where emailing from Zoho CRM enters the scene. Zoho CRM comes with a wide range of options in its email suite.

  • You can send and receive emails right from CRM.
  • You can have the emails tracked to receive useful reports and insights. 
  • You can prioritize email conversations based on who sent them: Customers, Leads/Contacts, Colleagues or Unknown people. 
  • Beyond all this, you can get your emails auto-linked to customer records in CRM. This way, at a single location you can view both the sales details and emails associated to a customer.
    This goes a long way in learning the sales context to your conversations.

It is easy to set up your emails in Zoho CRM, but before you do so, you must be informed of the range of options to know which ones suit your needs best. In this document, you will find a quick comparison of the various emailing options in Zoho CRM, and their benefits.

Which emailing option is right for you?

Emailing options in Zoho CRM can be categorized based on whether or not you are willing to configure your email account in CRM.

You wish to send and receive emails from Zoho CRM.
Configure your email account via IMAP
  • Send emails right from CRM.
  • View incoming and outgoing emails in CRM.
  • Auto-link these emails to respective customers' records, contextually.
  • Get email insights, which help you measure the effectiveness of your emails by monitoring parameters such as clicks, opens, bounces and failure rates.
  • Enjoy the benefits of an email inbox built exclusively for sales people, which is called Zoho SalesInbox.

In short you don't have to leave your CRM window. You can perform sales and email functions within CRM.

There are no demerits to this solution. It is useful and secure.

However, if you are wary of integrating your email accounts with third-party applications in general, you can consider the following alternatives. 

Option 2:

You do not wish to configure your email account (for security reasons or to adhere to company policies among other reasons).

​Yet you wish to send emails from CRM.

No email configuration required. Begin sending mails from CRM right away.
  • Send emails right from CRM.
  • Auto-link sent emails to respective customers' records, contextually.
  • Get email insights, which help you measure the effectiveness of your emails by monitoring parameters such as clicks, opens, bounces and failure rates.
  • You will NOT see incoming emails in CRM, as you have not configured your email inbox.
  • Even among sent emails associated to customer records, you will see emails sent via CRM only and not from your external email client.
  • You will not receive the benefits of SalesInbox.

The reason for both these cons is that CRM has no hold over your email client; so it cannot fetch your outgoing emails from the email client or your incoming emails. For the same reason, the email analytics are also restricted to emails sent via CRM. 

Option 3:

You do not wish to configure your email account in CRM. Yet you wish to see a copy of emails sent from your email client right within CRM.
Use BCC Dropbox.
  • You can have your outgoing emails from your email client associated to customer records contextually in CRM, even without configuring your email account.
  • You will not see incoming emails in CRM.
  • You will not get email analytics, reports and other tracking benefits.
  • You will not receive the benefits of SalesInbox.

Email features: Availability Chart

Available without activating your email account in CRM
Available upon activating your email account in CRM
Link incoming emails to CRM records

Zoho SalesInbox

Send emails individually

Send mass emails

BCC Dropbox

Email insights and reports

Organization emails

Link outgoing emails to CRM records

Setting up your email account in Zoho CRM

You can set up an email account from the popular email clients such as Gmail, Yahoo etc via IMAP configuration. 

  • IMAP (Internet Message Access Protocol) is useful when you wish your entire email inbox to be replicated inside Zoho CRM. IMAP configuration is also a preferred protocol by many businesses as it facilitates synchronization across multiple devices. When you activate IMAP account in CRM, you will automatically stand to gain SalesInbox benefits.
  • POP (Post Office Protocol) - This protocol does not allow multiple device-synchronization. However, this is useful if you want to ensure that your emails can be backed up. It's useful when, for example, a person from your organization quits and you have all his/her emails backed up. In that case, configuring email account via POP3 is useful.

    Redefine the way you work
    with Zoho Workplace

      Zoho DataPrep Personalized Demo

      If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

      Zoho CRM Training

        Create, share, and deliver

        beautiful slides from anywhere.

        Get Started Now

          Get started with Zoho Sign

          in a few quick steps!

          Download Help Guide

                      Secure your business
                      communication with Zoho Mail

                      Mail on the move with
                      Zoho Mail mobile application

                        Stay on top of your schedule
                        at all times

                        Carry your calendar with you
                        Anytime, anywhere

                                Zoho Sign Resources

                                  Sign, Paperless!

                                  Sign and send business documents on the go!

                                  Get Started Now

                                      Zoho SalesIQ Resources

                                          Zoho TeamInbox Resources

                                                  Zoho DataPrep Resources

                                                    Zoho DataPrep Demo

                                                    Get a personalized demo or POC

                                                    REGISTER NOW

                                                      Design. Discuss. Deliver.

                                                      Create visually engaging stories with Zoho Show.

                                                      Get Started Now

                                                                            • Related Articles

                                                                            • Different Types of emailing options

                                                                              Email features in Zoho CRM can be looked at, in two levels: Native emailing features: Let's say you wish to send an email to a lead, but you don't have your email address configured in CRM. In such a case, can you send an email from CRM? The answer ...
                                                                            • HubSpot for Zoho CRM

                                                                              With the HubSpot extension for Zoho CRM, you can view existing contacts from HubSpot in Zoho CRM. You can also add contacts and leads to HubSpot from Zoho CRM. This integration makes it easier to synchronize contacts (and leads) between HubSpot and ...
                                                                            • Email Insights

                                                                              Email, to this day, remains a primary mode of communication with the customer in any organization. When you send mails to several customers via a CRM, it becomes increasingly difficult to keep a track of each individual's activity on your email. Did ...
                                                                            • WeChat Pay for Zoho CRM

                                                                              Installing the extension You can install the extension either from Zoho Marketplace or from the Zoho CRM. To install the extension: Navigate to Setup > Marketplace > All. Click All Extensions, then browse for and click WeChat Pay. Click Install Now. ...
                                                                            • Introduction to Zoho CRM

                                                                              What is CRM? Customer Relationship Management (CRM) can be defined in many ways depending on what an individual intends to achieve. For some, it is the strategy to identify, understand, manage, and cater to the business needs of their prospects and ...
                                                                            Wherever you are is as good as
                                                                            your workplace



                                                                              Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                              Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                              Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                              CRM Tips

                                                                              Make the most of Zoho CRM with these useful tips.

                                                                                Zoho Show Resources