Enabling and Configuring Mail Sync for Microsoft Office365 and Outlook

Mail Sync is a powerful tool that allows you to connect your inbox to Lead Gen & CRM.

Once enabled, any email you send through that inbox—and any Smart Mail that you send out of Lead Gen & CRM 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 Microsoft Office365.

Available With:

Trial	✓
Essential	✓
Advanced	✓
Ultimate	✓

Users:

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

Syncing via Microsoft Authentication

You can sync Office365 accounts with Lead Gen & CRM through Microsoft's secure authentication process. As this is Microsoft's main method of authenticating account information, Lead Gen & CRM recommends using this process.

To sync Office365 accounts with Lead Gen & CRM via Microsoft's authentication process, do the following:

Click User Menu > Settings in the top toolbar.
Click Mail Sync, located under My Account in the left panel.

Click to enlarge.
Click Sign in with Microsoft.

Click to enlarge.
Enter your Microsoft Office365 email address and password. Click Next.

Click to enlarge.
Click Accept.

Click to enlarge.

Important: Users of the Legacy SharpSpring Free CRM plan are limited to 100 daily synced emails per user.

Be aware that you will need to clear your internet browser's cache or log out of your Microsoft Office365 account before disabling Mail Sync or updating your Mail Sync account information.

Refer to Microsoft's external documentation for more information on Office365 accounts.

Disabling Mail Sync

When disabling Mail Sync, you can choose to either keep or remove all previous communication. This means that, if you so choose, you can remove all prior Mail Sync entries from relevant Life of the Lead entries, as well as relevant opportunities.

To disable Mail Sync, do the following:

Click User Menu > Settings in the top toolbar.
Click Mail Sync, located under My Account in the left panel.

Click to enlarge.
Click Disable Sync.

Click to enlarge.
Select one of the following options:

• Keep all previously synced email
communication

• Remove all previously synced email
communication
Click Disable Sync.

Click to enlarge.

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. Use the Mail Sync tool to re-sync as necessary.

Validating Mail Sync Status

There are many moving parts with Mail Sync, so the process might not connect or may otherwise result in error. However, you can tell if Mail Sync was successful with just a glance.

The Mail Sync settings page provides a running log of all recent errors. The page details the date and time that the error occurred, what the error was, and how best to fix the error.

Click User Menu > Settings > Mail Sync to access the log of all recent errors.

In addition, user accounts with Mail Sync enabled will display their current connection status, as well as any relevant issues.

Once you have enabled Mail Sync, the associated email address will update with one of the following colors and statuses:

Click to enlarge.

Status	Color	Description
Connection Issue		Unable to connect for two days due to errors. No longer trying to sync. Billing will not be enabled for the duration of this issue.
Error		An error occurred when attempting to sync the user account's email. Errors include, but are not limited to, using an invalid email address or certain email connectivity issues.
Pending		This user account is waiting for a raise in the company's mailbox sync limit, or waiting for someone else to disconnect from the company mailbox so that they are below the sync limit.
Enabled		Mail Sync was successfully enabled for this user account.