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Enabling Email Syncing and Tracking

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Lauren Vogeli
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Email syncing 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.

The following user roles have access to enable syncing and tracking: 

  • Administrators
  • Company Managers
  • Marketing Managers
  • Sales Managers
  • Salespersons
  • Jr. Salespersons


Article Contents


New Users: Mail Sync and SMTP

For information on setting up email syncing for Gmail, Office365, and Outlook for SMTP, for new users refer to SMTP Overview.

For additional information on setting up email syncing with providers that are not preset in SharpSpring, refer to Setting Up Custom Email Syncing.


Regarding Email Syncing

When Email Syncing is enabled, the feature looks through the enabled client's inbox/outbox and finds matches for the email addresses currently in SharpSpring. All conversations will be pulled in at the time of setup. 

If a lead exists in SharpSpring, and the sync is enabled, historical emails between you and that lead will be pulled as long as there are emails to that lead in your email's Sent folder. If you enable the sync and then add a lead, no historical emails between you and that lead will be pulled. In that case, only all emails moving forward will show up in the Life of the Lead.

Once a user has a synced mailbox, any Smart Mail will be sent through their synced mailbox. This allows for better email delivery and personal, one-to-one communication. For example, if you are sending Smart Mail, and your synced email is emailuser2000@gmail.com, then the recipient will receive the email from your synced account—Gmail, in this case—and not a SharpSpring domain.
 


Setting Up Email Syncing with Gmail, Outlook, or Office 365

To set up email syncing and tracking for preset providers, 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. Click the Email Syncing tab.
  4. In the Account Setup section, click the Provider drop-down menu.
  5. Select one of the following:

       •   Gmail
       •   Office365
       •   Outlook
  6. In the Username text box, enter the username for the email provider you selected.
  7. In the Password text box, enter the password for the email provider you selected.
  8. Click Save Changes.
  


Click to enlarge.

Once you save your account settings, SharpSpring will immediately start to sync your mailbox. Depending on the number of emails in it, this could take some time.

For additional information on setting up email syncing, refer to the following articles:

   •   Setting Up Email Syncing with Gmail
   •   Syncing Email with Microsoft Exchange


Setting Up Custom Email Syncing

SharpSpring also allows you to monitor IMAP-enabled accounts. To set up email syncing and tracking for providers not preset in SharpSpring, 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. Click the Email Syncing tab.
  4. In the Account Setup section, click the Provider drop-down menu.
  5. Select Custom.
  6. In the Username text box, enter the username for the email provider you are using.
  7. In the Password text box, enter the password for the email provider you are using.
  8. In the Hostname text box, enter the hostname for the email provider you are using.
  9. In the Port text box, enter the port number for the email provider you are using.
  10. If necessary, click the Use SSL? checkbox.
  11. Click Save Changes. 
    



Click to enlarge.
 
Important: When using a custom IMAP account, make sure the account is enabled for IMAP to be compatible for syncing. Additionally, confirm that your email information is accurate. Failure to do so may result in the inability to integrate your account.


Disabling Syncing

To disable syncing, 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. In the Email Syncing tab, under Account Setup, click Disable Syncing.

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.

  


Click to enlarge.

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


Adjusting Mailbox Limits

The number of allotted IMAP mailboxes set to your account can be found in your User Email Settings page in the Settings menu. You will be charged $12 per month for each additional mailbox beyond your allotted IMAP mailboxes.

Administrators can adjust how many mailboxes they would like to allow syncing for in their account. To set mailbox limits, 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. Click the Email Syncing tab.
  4. In the How many mailboxes... text box, enter the maximum number of mailboxes you would like synced for your company.
  5. Click Save Changes.
  


Click to enlarge.

Agencies can limit the number of client synced mailboxes. For more information, refer to Managing Client Services and Allowances.


Blacklisting Lead Histories

If you do not want specific contacts or companies to show their lead history, 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. Click the Email Blacklist tab.
  4. Add the contact or company email or domain.
  5. Click the corresponding +Add button.
  6. Click Save Changes.
  



Click to enlarge.

By default, your own company's email domain is already blacklisted. If you would like to disable this setting (which is not recommended), on the bottom, click Company Profile.
 


SharpSpring IP Addresses

Email syncing in SharpSpring allows for you to view and track all personal email conversations with your leads. If you are syncing with an IMAP-enabled email client, you may need access to the IPs that SharpSpring uses for the email sync in order to connect with certain email servers. These are static IPs dedicated explicitly for IMAP syncing, and they will not change.

Below is a listing of the IMAP sync IP addresses SharpSpring uses:

  • 104.197.128.1
  • 104.197.144.255
  • 104.196.23.163
  • 104.196.55.155
  • 104.196.134.176
  • 104.196.24.90


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