Email Configuration for IMAP and POP
This feature is opened in a phased manner and will be accessible only to the selected users.
In Zoho CRM emails can be integrated from any service provider through IMAP and POP. In addition, email integration can also be provided through API for Google and Outlook.
Setting up IMAP and POP3 Accounts
IMAP
IMAP is an email protocol used to integrate an email account with Zoho CRM. It allows the email activity to remain in sync across multiple devices such as computers, laptops, mobile phones, and tablets.
POP3
POP3 is another email protocol that allows users to download the email messages from their device. POP3 downloads the emails from the server on to a device before deleting it from the server. However, the users can enable "keep messages in the server" option to retain emails.
Zoho CRM allows uses to integrate their email via POP3. Once integrated the emails will be synced and displayed in the SalesInbox organized under respective folders for clear identification.
Read more about changing password for POP3 accounts.
To set up IMAP or POP3 accounts
- In Zoho CRM, Go to Setup > Channels > Email > Email Configuration.
- In the Email Integration tab, choose a Popular Email Service.
- Under Choose the protocol to configure select IMAP or POP.
- Click Configure.
- Enter Display name, Email address, and Password.
- Click Configure.
- In the Import Filter pop-up, click Import.
You may Skip and do it later. - In Email Sharing Settings, select the sharing permission from the drop-down list.
- In More From Address, the Default Address will display the email address entered in step 5.
- Click Add Email Address, to enter more from addresses.
- Under Folder Mapping, select the folders from your custom mailbox to map with the appropriate folder in the SalesInbox. This option is available only for IMAP users. Folder mapping is supported only if the server of the integrated mailbox is non-standard.
- Click Server Details to view the incoming and outgoing server settings.
- The Server Details are automatically populated on selecting one of the popular IMAP Integrations.
- Check Store sent messages on the server.
Note that, this option will be displayed only if your SMTP provider does not provide an option to save sent emails by default. This option will be available only for IMAP users. - In Email Sharing options, select Private, Public or Custom record sharing as required.
- Click Update.
Note
- Office 365, Outlook, and Gmail users can login to their accounts using OAuth.
- SalesInbox will be enabled for all users with Enterprise or Ultimate edition who enable IMAP or POP integration in any email service.
- If the email integration is deactivated, admins will be prompted to choose if they wish to retain the folders, filters, and labels.
Setting up CRM account using Outlook, Gmail, and Office 365
Admins who wish to integrate their CRM account with Outlook, Gmail or Office 365 can do so using the OAuth method which provides a better security.
To integrate Outlook, Gmail or Office 365 with CRM
- In Zoho CRM, Go to Setup > Channels > Email > Email Configuration.
- In the Email Integration tab, from Popular Email Service, choose Outlook, Gmail or Office 365.
- Under Choose the protocol to configure, select IMAP or POP from the drop-down.
- Click Configure.
You will be prompted to login to your Office 365, Gmail or Outlook accounts. - Sign into your account using email address and click Next.
- If you are already logged-in, choose an account to sign-in and click Configure.
- Upon successful configuration you will be redirected to the Zoho CRM IMAP or POP configuration page. The sync will be completed in sometime.
Viewing Emails in CRM
Once the IMAP account is configured, the email conversations between you and your leads/contacts can be viewed right within Zoho CRM under the Emails related list. These include emails sent to the Primary as well as Secondary Email addresses of leads/contacts.
In the records related list you can sort the emails using:
- Emails sent for CRM
- Emails from all IMAP shared users
- Emails from all POP shared users
- Emails by the user name
- Emails from all the above
Note: Users are not required to configure their own mailbox in order to view email conversations from the configured inbox of other Zoho CRM users in their organization.
This is especially useful in scenarios where email viewing access is needed by users with sensitive information in their email inboxes who do not wish to connect their inbox with Zoho CRM.
This change has been rolled out currently in all DC to all editions that have the email inbox configuration feature available.
This change has been rolled out currently in all DC to all editions that have the email inbox configuration feature available.
Taking Email Backup
Admin can take a backup of emails of inactive CRM users who have configured their email accounts through POP or IMAP with record-level and complete sharing privileges (public shared with everyone). The inactive users will be listed under Zoho Mail add-on users tab.
The admins can click on Backup Emails option against the respective users details. If the user is deactivated from the CRM account and a backup of their emails are not taken then the emails sent or received by this user will not be displayed in the related list.
Note
Administrator can lock the mail add-on configuration of the users, to prevent the users from changing their email account settings to Private Account, before their accounts are deactivated.
Importing email filters
The SalesInbox users can use import email filters from Zoho Mail and Gmail.
Mapping folders from email services with CRM
Folders from your email service provider such as Drafts, Outbox, Inbox, Spam, Trash or custom folders can be mapped with that of the respective SalesInbox folder for easy identification and clarity.
Email Storage
Aside from file and data storage, Zoho CRM offers a default email storage of 100 GB for the org or 5 GB per user license (whichever is lower).
Purchasing Additional Storage
Organizations that wish to purchase additional email storage will be able to do so from within Zoho CRM.
The table below shows the monthly and yearly charges for additional storage:
When will this policy come into effect?
We are currently working on the email storage dashboards and tools for the organization admins to monitor, notify and regulate their email storage usage. Once we are ready with those tools, we will update you with a follow-up post mentioning the effective date of this policy.
We will ensure that we offer organization admins ample time to consider their options, manage their email storage, plan for any additional storage purchases and switch email protocols if necessary.
Configuring Workflow for emails
You can create workflows for incoming, outgoing, and received emails. Read more about configuring workflow for emails here.
Configuring Email for Zia
Zia can help capture important information such as customer's personal information or details of a meeting right from the emails. Furthermore, without even having to read the entire conversation, one can know the intent of the email, as in, a request, a query, or complaint as suggested by Zia.
Zia for emails provides the following options: email sentiment, email intent, summary, activity extraction from email signature and so on. Read more about configuring Zia for emails.
Zoho CRM Training Programs
Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.
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 Workerly Home
- Forums
- Connect With Us:
- Zoho Recruit Home
- Forums
- Connect With Us:
You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.
New to Zoho Survey?
Zoho Sheet Resources
Zoho Forms Resources
New to Zoho Sign?
Zoho Sign Resources
Sign, Paperless!
New to Zoho TeamInbox?
Zoho TeamInbox Resources
New to Zoho ZeptoMail?
Zoho DataPrep Resources
Design. Discuss. Deliver.
New to Zoho Workerly?
New to Zoho Recruit?
New to Zoho CRM?
New to Zoho Projects?
New to Zoho Sprints?
New to Zoho Assist?
New to Bigin?
Related Articles
FAQs: Email Configuration
Can I configure multiple email boxes in Zoho CRM? No. You can select ONLY one mailbox at a time from which you want to fetch mails in CRM. Can I configure my Gmail, Yahoo, Hotmail and other web mail services in CRM? Yes. You can configure Gmail, ...Configuring IMAP Account
Configuring your email account with Zoho CRM via IMAP protocol is updated and is being released in a phased manner. For those organizations with the new update, click here to learn more. Cleanup Policy As part of our cleanup policy the IMAP sync will ...Troubleshooting IMAP & POP3 Configuration
Password/Basic Authentication Errors (Zoho Mail, Yahoo) During the IMAP/POP3 configuration, there is an error message that says "Authentication Failure for <email id>" or "Invalid credentials" There are multiple reasons why you might see this error: ...Configuring POP Account
Configuring your email account with Zoho CRM via POP3 protocol is updated and is being released in a phased manner. For those organizations with the new update, click here to learn more. Set up email account via POP3 Zoho CRM lets you configure a ...Email Association With Deals
Viewing contact roles' emails within a deal's record and linking them with deals is available for all users in all DCs, for organizations whose users have have all switched to the latest email configuration. Email conversations play a vital role in ...
New to Zoho LandingPage?
Zoho LandingPage Resources