How can I view the status of emails sent or received in my CRM account?

A CRM user can view the status of emails sent or received to the customers on the record detail page under the Emails related list.

What are the different email delivery status types and what does it imply?

Note: 

1. Zoho CRM cannot determine the status of emails sent from an integrated mailbox from CRM other than "Sent" or "Bounced"
   
2. Integrated mailbox - Email service providers (Gmail, Yahoo, Outlook, etc,) have been configured in CRM via IMAP/POP3 Configuration.
   
3. External mailbox - Email service providers (Gmail, Yahoo, Outlook, etc,) have not been configured in CRM

**We can produce bounce status for external mailboxes. However, we cannot provide the reason for the bounce like the emails sent from CRM servers.

What is a source in email related list of a record?  

Note: Mass emails are used to send emails in bulk to more than one customer, while individual emails are sent to a single mail address.

How is the status of the email related to the source, and how can I view it in my CRM account?  

Note:

1. If an email is received in the integrated mail box, the status will be received and the source will be IMAP/POP depending upon the protocol used to configure.
    
2. If the email dropdown is marked as ALL, all the email source and status of emails sent via CRM or integrated mailboxes will be listed.
   
3. If you select Emails Sent from CRM, only those emails sent from within the CRM will be reflected. 
   

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How many email addresses can I add in addition to from the one configured in my CRM? 

What is the limit for email attachments?

1. Individual records
   In individual records, you can attach documents up to the size of 100MB. This can be either a single file or multiple files.

   

   Note: The limit mentioned here is for the record and not specific to emails alone.
2. Attachment limit in emails
   While composing emails, you can add attachments up to 10MB. Please note that this is the total attachment size. This includes the attachments included in the email templates also.
3. Email templates
   In each email template, you can attach files up to 3 MB. When you use the email template to attach multiple files, the attachment size will not be multiplied, but counted only once for storage. For example, if you have an email template with a 2 MB attachment size and are sending this template to 10 records, the size remains 2 MB and not 20 MB.
   

   

   Note: If you want to use an attachment larger than that, we recommend using a drive and including a download link.

What is the difference between sending emails from external email clients and sending emails from within Zoho CRM?  

1. Automatic Email Tracking and Logging: In Zoho CRM, emails sent through the platform are automatically tracked and logged against the respective CRM records (such as Leads, Contacts, or Deals). There’s no need to install additional plugins or manually log emails; Zoho CRM does this automatically, keeping all your communications in one place.
   
2. Sales Context and Personalization: When you send emails from Zoho CRM, you have immediate access to the recipient's full sales context, including deal history, previous interactions, and ongoing activities. This means you can craft more personalized and contextually relevant emails, which is harder to achieve with external email clients unless you switch back and forth between the CRM and email.
   
3. CRM Email Templates and Automation: Zoho CRM provides a wide array of pre-built email templates, which can be used to send consistent, professional emails to customers. Additionally, you can automate email workflows, such as sending follow-up emails, based on specific triggers like a deal update or a customer action. External email clients typically lack these advanced automation features, unless integrated with third-party services.
   
4. Email Tracking and Analytics: Emails sent via Zoho CRM come with built-in tracking capabilities, allowing you to monitor when an email is opened, whether links are clicked, and the overall engagement of the recipient. This provides valuable insight into how customers interact with your communication. In contrast, tracking emails sent from external clients usually requires additional plugins, and analytics may not be as comprehensive or seamlessly integrated with your CRM data.
   
5. SalesInbox Integration: Zoho CRM offers SalesInbox, an email client tailored specifically for sales teams. SalesInbox categorizes emails based on CRM data, automatically prioritizing important messages from leads, contacts, or deals. This feature helps sales teams focus on high-value conversations, a level of insight and organization that traditional email clients do not offer.
   

   Note: SalesInbox is available for the Enterprise and Ultimate editions of Zoho CRM.
6. Email Integration Across Multiple Channels: Zoho CRM's email integration ensures that all your communications, whether sent from a CRM user or received by the system, are unified and attached to the relevant records. This provides a complete history of interactions without missing any crucial information. External email clients, without a deep integration, usually struggle to maintain this level of synchronization between sent and received emails, unless specifically configured.
   
7. Enhanced Security and Compliance: Sending emails via Zoho CRM ensures that sensitive customer information remains within your controlled CRM environment, enhancing both security and compliance. Zoho CRM also supports encrypted email communication and audit trails, which are often more difficult to manage when using external email services.

Will the Opened/Clicked notification only occur for emails I send from Zoho CRM?

Is there a way for both Gmail and Zoho CRM emails to work together, such as deleting an email in both accounts from one service?

I am getting spam emails repeatedly from the domain of a particular organization. How do I blacklist a domain?

1. Log in to your Zoho Mail account as the administrator.
   
2. Navigate to Control Panel > Mail Administration > Spam Control > Blacklist.
   
3. Select the email delivery option as Reject email and add the domain you wish to blacklist to the list of blocked domains.

How can I sync the filters between Zoho Mail and SalesInbox?  

1. Export the filters from your email client by following the steps required to export filters. For example, in Zoho mail, Settings > Filters > Export Filters.
   This will generate a .dat or .xml file containing your filters.
2. Import the filters into SalesInbox by navigating to Settings > Filters > Import Filters. Select the exported .dat or .xml file and upload it. The filters will then be available for use in SalesInbox.
   

How can I prevent duplicates from being sent while sending mass emails? 

1. Go to Setup > Customization > Modules and Fields.
   
2. Select the Leads module (Select the modules for which you want to add duplication check).
   
3. Go to the Email Address field, click More [...], and select Do not allow duplicate values.
   
4. Click Save.
   

Does Zoho CRM have an automated email generator option in the Leads section? Can leads be imported in the .CSV format to auto-generate those emails? 

Why am I unable to send bulk emails when my limit has not been exceeded?

How do I get the Calendar event that I accepted in Zoho Mail to appear in my Zoho CRM calendar by default? 

1. Go to Setup and the Select Calendar invites by email section.
   
2. Under the Add Invites by email option, select the Zoho CRM calendar.  

Will BCC dropbox emails and their attachments be included in data backups? 

How many email addresses can be added to the approved email list?  

Why can't I see "Leads" or "Contacts" in the search pattern?  

Will BCC emails sync if the email address is in the Secondary Email field?  

If a contact has multiple email addresses and the 'company lead' name differs, will Zoho CRM still attach the BCC email?  

Why do emails sent from CRM in the BCC Dropbox continue to show 'Sent' in the related list after being opened?

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