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Enabling and Configuring Mail Sync for Gmail

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Nik Schultz
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Mail Sync is a powerful tool that allows you to connect your inbox to SharpSpring. Once enabled, any email you send through that inbox—and any Smart Mail that you send out of SharpSpring will be recorded. This way, you can keep track of you and your team’s emails with your leads. This article will provide details and information on how to sync your mailbox with Gmail.


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Enabling Gmail POP and IMAP Settings

To sync with SharpSpring, Gmail accounts must have POP and IMAP enabled.

To enable these settings, do the following:

  1. In a browser tab, log in to your Gmail account.
  2. Click  cog.png  Options > Settings.
  3. Click the Forwarding and POP/IMAP tab.
  4. In the POP Download section, click the Enable POP for all mail radio button.
  5. In the IMAP Access section, click the Enable IMAP radio button.
  6. Click Save Changes.

Once you have enabled POP and IMAP settings, you can begin the sync process in SharpSpring.

  
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Important: SharpSpring has no control over how Google grants application permission. Google may change how permission is obtained at any time and without warning. These procedures are constantly changing. The information in these procedures may be outdated.
 


Determining Authentication Status

When you have Mail Sync enabled, your Smart Mails will be sent through Simple Mail Transfer Protocol (SMTP). Smart Mails sent through Gmail will require certain authentication and verification. To determine authentication status for accounts that have not yet been synced, do the following:

  1. In SharpSpring's top toolbar, click
    user.png  User Settings > Settings    .
  2. In the left panel, under My Account, click Mail Sync.
  3. Under Choose your provider, click Gmail.
  4. Click Sign in with Google.
  5. Accept intermediary authorization requests. 
  


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If you have two-step verification or other parameters set, you will receive the following message:

          Authentication failed. Please try again.

Continue reading this article for information on how to resolve the authentication issue.


Determining Two-Step Verification Status

Two-step verification in Gmail adds an extra layer of security to an email account. While it is not necessary to have two-step verification set up to sync email, SharpSpring does recommend that clients consider adding this extra layer of security for their email accounts.

Two-step verification provides an additional layer of security for your account, which helps to reduce risks associated with your account being compromised.

  
Note: For Gmail accounts not using two-step verification, a recent change to the way in which Google allows third-party applications to access Gmail can potentially cause Mail Sync in SharpSpring to temporarily be unavailable.

By utilizing two-step verification, you make it much more difficult for unwanted parties to access your account. This goes a long way in ensuring your account data is protected.

Once the verification is enabled, you will still be prompted to enter your password when signing in. However, after signing in, you will be prompted to provide a second security token, which is typically a string of alphanumeric characters, to enter your account. This token is delivered to your mobile device via SMS text, a voice call, or by using Google’s mobile app.

To determine two-step verification status, do the following:

  1. Log in to your Google account.
  2. While logged into your Google account, navigate to the security settings. 
  3. Scroll to the Password and Sign-In Method section.
  4. Note the two-step verification status of On
    or Off.
  


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Security Settings

After confirming your two-step verification status, Gmail security settings must be opened so that SharpSpring can connect to Gmail. To do so, do the following:

  1. Log in to your Google account.
  2. While logged into your Google account, navigate to the connected application settings. 
  3. Scroll to the Allow less secure apps section.
  4. Click the toggle to turn this setting to On (from the default Off position).
  
Note: If you do not see an option to enable less secure apps, then you will need to contact your G Suite administrator for access. For more information, refer to this external Google help documentation.


Setting Up Two-Step Verification

One of the most common issues with Gmail syncing is verification. Two-step verification provides extra security. SharpSpring recommends that clients add this measure of security to their accounts. To set up two-step verification, do the following:

  1. While logged into your Google account, navigate to the security settings. 
  2. Under Password & sign-in method, click Two-Step Verification.
  3. Click Start Setup.
  4. Re-enter your account credentials.
  5. Choose to receive the code on your mobile device either by Text Message or Voice Call.
  6. Click Send code.
  7. Enter into the box the verification code that your mobile device received.
  8. Verify that you would like to trust the computer.
  9. Click Next.
  10. Click Confirm.
  
Important: You will need to have your mobile device on hand to complete this process.
 


Syncing Gmail and SharpSpring

To sync verified Gmail accounts with SharpSpring, do the following:

  1. In a new browser tab, log into your instance of SharpSpring.
  2. In SharpSpring's top toolbar, click
    user.png  User Settings > Settings    .
  3. In the left panel, under My Account, click Mail Sync.
  4. Under Choose your provider, click Gmail.
  5. Enter your Gmail username into the Username field.
  6. Enter your Gmail password into the Password field.
  7. Click Connect.
  8. Accept intermediary authorization requests. 
   

Click to enlarge. 
 
Important: SharpSpring Free CRM users are limited to 100 daily synced emails per user.
 


Disabling Mail Sync

To disable Mail Sync, do the following:

  1. In SharpSpring's top toolbar, click
    user.png  User Settings > Settings.
  2. In the left panel, under My Account, click Mail Sync.
  3. Click Disconnect.
  4. Click Yes.
  


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Once your email sync has been removed, you will need to enter new sync information in order for SMTP and other sync features to be enabled.

In addition, once you disable syncing, administrators will see the Your Mail Sync is not configured link eventually appear again in the top toolbar. You will need to configure future sync information in the User Email Settings page.


Syncing Non-English Accounts

To sync non-English accounts, do the following:

  1. In SharpSpring's top toolbar, click  
    user.png  User Settings > Settings.
  2. In the left panel, under My Account, click 
    User Email Settings.
  3. Under Account Setup, click 
    Provider > Custom.
  4. Enter your Gmail username into the Username field.
  5. Enter your Gmail password into the Password field.
  6. Enter imap.gmail.com in the Hostname field.
  7. Enter 993 in the Port Number field.
  8. Click the Use SSL? checkbox.
  9. Click Save Changes.
  10. Select the inbox to sync to in the Inbox drop-down menu that appears.
  11. Select the outbox to sync to in the Outbox drop-down menu that appears.
  12. Enter your Gmail password into the Password field.
  13. Click Save Changes.
  

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