- Email tab inside Zoho CRM.
- Send and receive all your emails without leaving Zoho CRM.
- Share customer emails with colleagues (emails from selected records or all records).
- Thread view of Email conversations.
- Get quick email notifications of the emails from prospects and customers.
- Integrate with Gmail, Yahoo, Hotmail and any other POP3 or IMAP email services.
You can either choose from one of the popular email clients to set up your email account or use POP3 or IMAP to configure your email account. The popular email clients provided are: Zoho Mail, Gmail, Yahoo Mail, Microsoft Outlook, and Office 365.
Adding Details from Zoho Mail
Most customer interactions take place through email. Zoho Mail provides an easy way to collect contact information and store it in your Zoho CRM account. When a prospective customer sends an email, you do not need to manually add the Lead information in your Zoho CRM account. You can add the email address to CRM as a lead from within Zoho Mail. In addition to this, you can also add customer details as Contacts in CRM and create related Tasks, Events, Notes, and Deals for the contacts. This option will be available only if you activate the Zoho Mail Add-on feature.
Note: To initiate the integration with Zoho CRM, click on the
eWidget icon (
) in the bottom-right corner of your Zoho Mail inbox.
If the email address in the email is not available in your CRM account, you can add the customer details available in the email as Leads or a Contact in Zoho CRM.
To add as lead/contact in CRM
- In Zoho CRM, click the Email tab.
- In the Inbox, open your customer email.
- Click on the sender's name and then click View CRM Info from the drop-down menu.
- In the CRM Info page, choose Leads or Contacts.
In Zoho CRM, the details will be added as a lead or a contact. - Specify the First Name, Last Name, Phone and Company details.
If the email has these details, it will be filled in automatically. - Click Save.
Add Tasks, Events, Notes, & Potentials
If the email address in the email is already added as a contact or lead in your CRM account, then you can add tasks, events and notes for the leads/contact from within the email. In addition to these, you can also add a potential for a contact.
To add a task
- In Zoho CRM, Click the Email tab.
- In the Inbox, open your customer email.
- Click on the sender's name and then click View CRM Info from the drop-down menu.
In the CRM Info page, under Activities, click Task, Notes, Event or Potential.
The option to add potentials is available only if it is a contact and not a lead.
- Enter the required details and click Add.
Old POP Configuration
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.
Email Cleanup Policy
As part of Zoho CRM’s email cleanup and data retention policies, IMAP or POP3 sync will be paused and any email configuration data stored in Zoho CRM’s systems will be deleted in the following cases:
- When no emails have been sent from Zoho CRM by a user for at least three months, and also the user has not clicked, opened, or engaged with any incoming emails sent to the user’s configured email address from within Zoho CRM, for at least 6 months.
- At least one month has passed since the user’s paid Zoho CRM license has expired.
- At least one month has passed since the user’s free Zoho CRM trial has expired.
Note: All deleted email data can be retrieved once users re-configure their email inbox connection.
Set up email account via POP3
Zoho CRM lets you configure a Zoho Mail account or a third party email account via POP3.
An important point to note here is that Zoho CRM uses Zoho Mail to get emails and display them within CRM. Therefore, whether you want to configure a Zoho Mail account or a third party email account via POP3, it is mandatory for you to have a Zoho Mail account.
If you already have a Zoho Mail account, your existing mailbox will be displayed under the POP3 settings.
If you do not already have a Zoho Mail account, you will be prompted to configure an account from inside Zoho CRM. Upon successful configuration, this new mailbox will be added under the POP3 settings.
Once you have a Zoho Mail account, you can add multiple mailboxes (whether Zoho Mail or other services) under POP3 accounts. Note that only one mailbox can be active at a given point of time.
To set up a custom email account via POP3
- Go to Setup > Channels > Email.
- Under the Custom Email Integrations section, click POP3.
- In the Add POP3 Account page, enter the following details:
- Account Name: Enter a name for the mailbox.
- Email address: Enter the email address you wish to configure.
- Incoming server: Enter the incoming server of the email. For example, pop.gmail.com (for a Gmail account) or pop.zoho.com (for a Zoho Mail account).
If you are not sure about this detail, check with your system administrator. - Port: Enter the port number. For example, 995.
- Select SSL, if required.
- Username: Enter the username or email address of the desired account.
- Password: Enter the password of the email address configured.
If you have enabled two-factor authentication for the account, you must enter the app specific password and not the regular password. - If required, select the Use the same credentials for the outgoing mail server checkbox.
The outgoing server details will also be populated. If not, provide the outgoing server details. - Delete Message Setting: These settings determine when the emails in the server should be deleted. Select a desired option.
- View the Email Sharing Permissions provided for you by the administrator and click Add Account.
If the Administrator had given you the option to select you own email sharing permission, you can set it here.
See Also >> Email Sharing Permissions.
Note:
- If you do not use any POP clients other than Zoho Mail, your Username can just be username@gmail.com.
- If you are using multiple POP clients, you need to tag the Username as 'recent:username@gmail.com'. Also, make sure that Leave messages in the server is selected for the Delete message settings option. Please note that this is applicable only to Gmail users.
Change Password for POP3 Accounts
When you change the password of your POP account, you also need to update the password under Settings, in Zoho Mail to continue retrieving emails without any problem. If you have a wrong password, the emails will not be retrieved in your Mail account.
To change an incoming password
- Log in to Zoho CRM and click the Email tab.
Alternatively, log in to https://mail.zoho.com. - Click Settings > Mail > Mail Accounts.
- Click the Edit Icon for the corresponding email account, to update the password.
- Specify the new password and click Save.
To change an outgoing password
- Log in to Zoho CRM and click the Email tab.
Alternatively, log in to https://mail.zoho.com. - Click Settings > Mail > Send Mail as.
- Click the Edit Icon for the corresponding email account, to update the password.
- Specify the new password and click Save.
Integrating Gmail with Zoho CRM
Zoho CRM allows you to retrieve your emails from Gmail within your CRM account. All you need to do is configure the POP settings and select you Gmail account as the mailbox.
Follow the steps given below to integrate Gmail with Zoho CRM:
- Enable POP forwarding in Gmail
- Set up POP Account
- Configure Mailbox
Enable POP Forwarding in Gmail
To create time based actions
- Sign in to your Gmail account.
- Click (Settings icon) and select Settings.
- In the Settings page, click Forwarding and POP/IMAP.
- Select Enable POP for all mail or Enable POP for mail that arrives from now on.
- Choose what to do with your messages after your POP client or device receives them.
- Click Save Changes.
Gmail - POP account details
These details are required while setting up the mailbox in Zoho CRM.
File | Value |
Incoming mail server name | pop.gmail.com |
Outgoing mail server name | smtp.gmail.com |
Incoming Port No. | 995 |
Outgoing Port No. | 465 |
Secure Connection (SSL) | Yes |
User name | username@gmail.com |
Set up POP Account
To set up POP account in Zoho CRM
- Log in to Zoho CRM account.
- Click Setup > Channels > Email > POP (Zoho Mail).
- In the Zoho Mail Add-on page, click Configure Now.
- In the Zoho Mail Add-on page, click the Add Mail Account link.
- In the Zoho Mail POP3 Settings page, click Add POP3 Account.
In the Add POP3 Account, specify the required details to configure POP service for your email account. Refer to the table given above.
Click Test Account to authenticate the email account details are provided and check the incoming server.
Click Create Account.
The email account will be configured. You can enable this account as your default mail account. Click Save.