Configure Your Email in CRM

Configure Your Email in CRM

Zoho Mail Add-on

Overview

Email communication has changed the way we do business today, and having the Zoho Mail Add-on within your Zoho CRM system empowers you to have this important communication channel level the playing field between you and the big businesses. With the Zoho Mail add-on, you can now manage all your customer correspondence within your Zoho CRM account. It helps you to automatically track the email conversations that you have with your customers and associate them with your leads and contacts in CRM.

To set up a custom email account via POP3

  1. Go to Setup > Channels > Email.
  2. Under the Custom Email Integrations section, click POP3.
  3. In the Add POP3 Account page, enter the following details:
    1. Account Name: Enter a name for the mailbox.
    2. Email address: Enter the email address you wish to configure.
    3. 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.
    4. Port: Enter the port number. For example, 995.
    5. Select SSL, if required.
    6. Username: Enter the username or email address of the desired account.
    7. 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.
    8. 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.
    9. Delete Message Setting: These settings determine when the emails in the server should be deleted. Select a desired option.

  4. 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.
Note:
  1. If you do not use any POP clients other than Zoho Mail, your Username can just be username@gmail.com.
  2. 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
  1. Log in to Zoho CRM and click the Email tab.
    Alternatively, log in to https://mail.zoho.com.
  2. Click Settings > Mail > Mail Accounts.
  3. Click the Edit Icon for the corresponding email account, to update the password.
  4. Specify the new password and click Save.
To change an outgoing password
  1. Log in to Zoho CRM and click the Email tab.
    Alternatively, log in to https://mail.zoho.com.
  2. Click Settings > Mail > Send Mail as.
  3. Click the Edit Icon for the corresponding email account, to update the password.
  4. 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:
  1. Enable POP forwarding in Gmail
  2. Set up POP Account
  3. Configure Mailbox

Enable POP Forwarding in Gmail  

To create time based actions
  1. Sign in to your Gmail account.
  2. Click  (Settings icon) and select Settings.
  3. In the Settings page, click Forwarding and POP/IMAP.
  4. Select Enable POP for all mail or Enable POP for mail that arrives from now on.
  5. Choose what to do with your messages after your POP client or device receives them.
  6. 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
  1. Log in to Zoho CRM account.
  2. Click Setup > Channels > Email > POP (Zoho Mail).
  3. In the Zoho Mail Add-on page, click Configure Now.
  4. In the Zoho Mail Add-on page, click the Add Mail Account link.
  5. In the Zoho Mail POP3 Settings page, click Add POP3 Account.
  6. In the Add POP3 Account, specify the required details to configure POP service for your email account. Refer to the table given above.
  7. Click Test Account to authenticate the email account details are provided and check the incoming server.
  8. Click Create Account.
    The email account will be configured. You can enable this account as your default mail account.
  9. Click Save.
Notes
Note
  1. If you do not use any POP clients other than Zoho Mail, your Username can just be username@gmail.com.
  2. 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.

Configure Zoho Mail Add-on  

To configure mailbox
  1. Click Settings > Setup > Channels > Email > POP (Zoho Mail).
  2. In the Zoho Mail Add-on page, do the following
    1. Choose the Mailbox that you want to configure with CRM.
      The POP accounts that you have set up will be available in the list.
    2. Choose the any one of the sharing option.
      See Also >> Email Sharing Options
    3. Under Advanced Settings, click the Consolidate all my customers emails in a single place inside Zoho mail check box, if required. If you select this option, all the emails you recieve from your customers (leads and contacts) will be listed in one folder. You can select this folder, or choose to flag the emails by choosing a label in the next step.
      See Also >> MailMagnet
  3. Click Save.

  

Zoho Mail Add-on - Error Messages 

The error messages you may view while configuring the Zoho Mail Add-on are:
  1. Mail Box (your mail ID) you have configured earlier is not reachable. Please select a new "Mail Box".
    One of the instances why this message will display is when you change the Default Email ID in your Zoho Mail settings (Settings > Custom Settings > My Preferences).
Notes
Note: In Zoho Mail, the default email ID should be the same as the one in Zoho CRM's Mail Add-on.
  1. The Zoho Mail server is currently unavailable. Please try after a while.
    Emails will not be displayed if the mail servers are not accessible. In the event of this scenario please wait for a couple of minutes before you try accessing your email.
  1. Your account status in Zoho is still not confirmed.
    If your account status has not been confirmed/verified in Zoho, then mail will not be displayed. Please do the following to confirm your status:
    1. Select http://accounts.zoho.com/ and click on My Email IDs.
    2. Click on the Resend Confirmation icon.
    3. Access your mail and click on the confirmation link.
    4. Visit mail.zoho.com to activate the mail account.
    5. Configure mail in Zoho CRM.
  1. Your email is queued in Zoho Mail - Outbox
    The Outbox option keeps your Emails in queue for a specified time interval before sending from the Zoho Mail. If you enabled this option, sent Emails will be listed under the Emails section after a few minutes.

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