Email Configuration

With Zoho CRM, you can send emails to your contacts from within your CRM account and have them associated with the related contacts or leads. Doing this saves your team time, gives you valuable insights, and ensures the email is associated with the correct record.

Without a well-organized mail communication in place, it will be challenging to connect with your leads and contacts. Zoho CRM provides various options to work with your email client and associate the emails with the customers and prospects within Zoho CRM. The more common email options that Zoho CRM provides are:

1. POP
2. IMAP
3. Zoho CRM Plug-In for Outlook
4. BCC Dropbox

We’re going to focus on the IMAP configuration as that is the most common one used. 

IMAP Configuration

IMAP is an email protocol in which your email account is configured inside your Zoho CRM.

It provides various benefits, such as enabling multiple device sync.  Your email activity syncs all devices and helps to ensure emails associated with contacts and leads show on the record page.

You’re able to choose among popular IMAP integrations such as Gmail or Outlook or configure custom email integration.

Each user will set up their IMAP configuration independently and should be included in all new employee onboarding procedures.

How to Setup IMAP

1. Go to Setup > Channels > Email > Email Configuration.
2. In the Email tab, choose one from the Popular Email Services.
3. Click IMAP.
4. In the Sign-in pop-up, Enter the Email Address and click Next (Click Create Account if you do not have an account).
5. Enter the Password and click Allow, to allow Zoho to access your account.

0. Suppose you have enabled Two-Factor Authentication for your email account. In that case, you must enter the App-specific password for IMAP configuration and not your standard email and password (see next section).

6. Click Continue.
7. Click the Add link to add more From Addresses, if desired.
8. Click Server Details to view the incoming and outgoing server settings (The Server Details are automatically populated by selecting one of the popular IMAP Integrations).
9. Choose the Email Sharing Settings (You have the option to block domains if you do not wish to share those emails in the CRM)

App-Specific Password

Two-factor authentication (TFA) is a service provided by your email client and offers an additional layer of security to your mailbox. When this is enabled for an email account, gaining access to the account requires more than just the username and password, a unique passcode will be required. This makes it more difficult for someone to gain unauthorized access to an email account.

Suppose the email account you wish to configure in Zoho CRM has the two-factor authentication service enabled for it. In that case, you must enter the email account's app-specific password for IMAP configuration and NOT your regular email account password.

Gmail App-Specific Password

1. Sign in to your Google Account
2. Visit the Apps passwords page.
3. From the Select App dropdown list, select Other.
4. Enter the customized name, for example, IMAP for Zoho CRM. 
5. Click Generate.
6. Copy and paste the unique app-specific password generated into the Password text box for IMAP configuration in Zoho CRM. You may revoke any password if you no longer use the device or remove access to the application.

Outlook App-Specific Password

1. Sign in to your Outlook account using this link.
2. Under App passwords, click Create a new app password. 
3. Copy and paste the unique app-specific password generated into the Password text box for IMAP configuration in Zoho CRM.

Custom IMAP Account App-Specific Password

1. Setup > Channels > Email > Email Configuration and click Other Mail.
2. On the Other Mail page, click IMAP under Custom Email Integrations.
3. On the IMAP Integration page, provide these required details.

2. Enter the Incoming Server Name, Port, Email Address, and Password.
3. Enter the Outgoing Server Name, Port, Email Address, and Password.
4. Click Continue.

4. If both are the same, select the Use the same credentials for the outgoing server checkbox.
5. Click the Add link to add more From Addresses, if required.
6. Click Server Details to view the incoming and outgoing server settings. The Server Details are automatically populated by selecting one of the popular IMAP Integrations.
7. Select the Email Sharing Permissions.