|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.
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 firstname.lastname@example.org, then the recipient will receive the email from your synced account—Gmail, in this case—and not a SharpSpring domain.
Accessing Mail Sync
To access the Mail Sync configuration window, do one of the following:
Accessing via the Dashboard
Setting Up Preset Email Syncing
To set up email syncing and tracking for preset providers, do the following:
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.
Important: SharpSpring Free CRM users are limited to 100 daily synced emails per user.
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:
Setting IMAP Syncing
Setting SMTP Syncing
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.
Note: For information on your provider's SMTP hostname and port parameters, contact your administrator.
To disable syncing, do the following:
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, 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:
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:
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: