Email Accounts
Email Accounts configuration allows you to connect email services to the CRM for sending and tracking customer communications.
Overview
Email Accounts enable you to:
- Connect email providers
- Send emails from CRM
- Track email opens and clicks
- Sync email conversations
- Manage email templates
- Configure signatures
Accessing Email Accounts
Navigate to CRM → Email Accounts or Settings → Email Accounts from the main menu.
Email Account List
Viewing Accounts
Email Accounts
┌────────────────────────────────────────────────────────────────┐
│ Account │ Provider │ User │ Status │ Action │
├────────────────────────────────────────────────────────────────┤
│ [email protected] │ Gmail │ Team │ Active │ [Edit] │
│ [email protected] │ Gmail │ John Smith │ Active │ [Edit] │
│ [email protected] │ Outlook │ Sarah Johnson│ Active │ [Edit] │
│ [email protected]│ SMTP │ Team │ Active │ [Edit] │
└────────────────────────────────────────────────────────────────┘
Connected Accounts: 4
Emails Sent Today: 156
[+ Connect Email Account]Connecting Accounts
Provider Selection
Connect Email Account
Select Email Provider:
┌─────────────────────┐ ┌─────────────────────┐ ┌─────────────────┐
│ [Google Logo] │ │ [Microsoft Logo] │ │ [SMTP Icon] │
│ │ │ │ │ │
│ Gmail / Google │ │ Outlook / Office365 │ │ Custom SMTP │
│ Workspace │ │ │ │ │
│ │ │ │ │ │
│ [Connect] │ │ [Connect] │ │ [Configure] │
└─────────────────────┘ └─────────────────────┘ └─────────────────┘
┌─────────────────────┐ ┌─────────────────────┐ ┌─────────────────┐
│ [Yahoo Logo] │ │ [iCloud Logo] │ │ [Other Icon] │
│ │ │ │ │ │
│ Yahoo Mail │ │ Apple iCloud │ │ Other IMAP │
│ │ │ │ │ │
│ [Connect] │ │ [Connect] │ │ [Configure] │
└─────────────────────┘ └─────────────────────┘ └─────────────────┘Gmail/Google Workspace
Connect Gmail Account
Google Account Authorization
1. Click "Connect with Google"
2. Select your Google account
3. Grant required permissions
4. Return to complete setup
Permissions Required:
├─ Send email on your behalf
├─ Read and modify email labels
├─ View email messages and settings
└─ Manage drafts and sent mail
[Connect with Google]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
After Authorization:
Account: [email protected]
Status: Connected ✓
Settings:
├─ Sync Frequency: [Every 5 minutes ▼]
├─ Sync Folders: [Inbox, Sent ▼]
├─ Track Opens: [x]
└─ Track Clicks: [x]
[Test Connection] [Save Settings]Outlook/Office 365
Connect Outlook Account
Microsoft Account Authorization
1. Click "Connect with Microsoft"
2. Sign in to your Microsoft account
3. Grant required permissions
4. Complete the setup
Permissions Required:
├─ Access your mailbox
├─ Send mail as you
├─ Read and write mail
└─ Access calendar (optional)
[Connect with Microsoft]Custom SMTP
Configure SMTP Account
SMTP Settings:
├─ Email Address: [_________________________]
├─ Display Name: [_________________________]
├─ SMTP Server: [_________________________]
├─ SMTP Port: [587 ▼]
├─ Username: [_________________________]
├─ Password: [_________________________]
└─ Encryption: [TLS ▼]
IMAP Settings (for receiving):
├─ IMAP Server: [_________________________]
├─ IMAP Port: [993 ▼]
├─ Username: [_________________________]
├─ Password: [_________________________]
└─ Encryption: [SSL ▼]
[Test Connection] [Save Account]Account Settings
General Settings
Email Account Settings: [email protected]
General:
├─ Display Name: [John Smith]
├─ Reply-To: [[email protected]]
├─ Default Account: [x]
└─ Status: [Active ▼]
Sync Settings:
├─ Sync Frequency: [Every 5 minutes ▼]
├─ Sync Direction: [Both Ways ▼]
├─ Historical Sync: [Last 30 days ▼]
└─ Auto-link to CRM records: [x]
Tracking:
├─ Track Email Opens: [x]
├─ Track Link Clicks: [x]
├─ Add Tracking Pixel: [x]
└─ Rewrite Links: [x]
[Save Settings]Signature Configuration
Email Signature
Signature Editor:
┌────────────────────────────────────────────────────────────────┐
│ [B] [I] [U] [Link] [Image] [HTML] │
├────────────────────────────────────────────────────────────────┤
│ │
│ Best regards, │
│ │
│ John Smith │
│ Senior Sales Representative │
│ Acme Corporation │
│ │
│ 📞 (555) 123-4567 │
│ 📧 [email protected] │
│ 🌐 www.company.com │
│ │
│ [Company Logo] │
│ │
└────────────────────────────────────────────────────────────────┘
Variables:
├─ {user.name} - Your name
├─ {user.title} - Your title
├─ {user.phone} - Your phone
└─ {company.name} - Company name
[Preview] [Save Signature]Email Sync
Sync Status
Email Sync Status: [email protected]
Last Sync: 2 minutes ago
Status: Active ✓
Sync Statistics:
├─ Emails Synced: 1,234
├─ Linked to CRM: 456
├─ Today's Sends: 23
└─ Today's Receives: 45
Sync History:
┌────────────────────────────────────────────────────────────────┐
│ Time │ Direction │ Count │ Status │
├────────────────────────────────────────────────────────────────┤
│ 2:15 PM │ Both │ 5 │ ✓ Success │
│ 2:10 PM │ Both │ 3 │ ✓ Success │
│ 2:05 PM │ Both │ 8 │ ✓ Success │
│ 2:00 PM │ Both │ 2 │ ⚠️ Partial (1 failed) │
└────────────────────────────────────────────────────────────────┘
[Sync Now] [View Errors]Sync Rules
Email Sync Rules
Auto-Link Rules:
├─ [x] Link by email address
├─ [x] Link by contact name
├─ [x] Link by company domain
└─ [ ] Link all emails (manual confirmation)
Exclude Patterns:
├─ noreply@*
├─ newsletter@*
├─ *@marketing.*
└─ [+ Add Pattern]
Folder Sync:
├─ [x] Inbox
├─ [x] Sent
├─ [ ] Drafts
├─ [ ] Archive
└─ [ ] All Mail
[Save Rules]Sending Emails
Compose Email
Compose Email
From: [[email protected] ▼]
To: [[email protected]] [+Cc] [+Bcc]
Subject: [Following up on our conversation]
┌────────────────────────────────────────────────────────────────┐
│ [B] [I] [U] [Link] [Image] [Template] [Variables] │
├────────────────────────────────────────────────────────────────┤
│ │
│ Hi {contact.first_name}, │
│ │
│ Thank you for taking the time to speak with me today. │
│ │
│ As discussed, I'm attaching the proposal for your review. │
│ │
│ Please let me know if you have any questions. │
│ │
│ {signature} │
│ │
└────────────────────────────────────────────────────────────────┘
Attachments: [+ Add Files]
├─ proposal.pdf (2.3 MB)
└─ pricing.xlsx (156 KB)
Options:
├─ [x] Track Opens
├─ [x] Track Clicks
├─ [ ] Request Read Receipt
└─ [ ] Schedule Send: [___________]
[Save Draft] [Send]Email Templates
Email Templates
My Templates:
├─ Introduction Email
├─ Follow-up Email
├─ Proposal Email
├─ Meeting Request
└─ Thank You Email
Shared Templates:
├─ Company Welcome
├─ Product Demo Request
├─ Quote Follow-up
└─ Renewal Notice
[+ New Template] [Manage Templates]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Template: Follow-up Email
Subject: Following up on {deal.name}
Body:
Hi {contact.first_name},
I wanted to follow up on our recent conversation about
{deal.name}.
Have you had a chance to review the materials I sent?
I'd be happy to schedule a call to discuss any questions.
Best regards,
{user.name}
[Use Template] [Edit]Email Tracking
Track Email Activity
Email Tracking Report
Email: Following up on our conversation
Sent: January 22, 2026 at 2:30 PM
To: [email protected]
Tracking Activity:
┌────────────────────────────────────────────────────────────────┐
│ Event │ Time │ Details │
├────────────────────────────────────────────────────────────────┤
│ 📧 Sent │ Jan 22, 2:30 PM │ Delivered successfully │
│ 👁️ Opened │ Jan 22, 2:45 PM │ First open │
│ 👁️ Opened │ Jan 22, 3:15 PM │ 2nd open │
│ 🔗 Clicked │ Jan 22, 3:16 PM │ Link: proposal.pdf │
│ 👁️ Opened │ Jan 22, 5:30 PM │ 3rd open │
└────────────────────────────────────────────────────────────────┘
Summary:
├─ Opens: 3 times
├─ Unique Opens: 1
├─ Link Clicks: 1
└─ Last Activity: 3 hours agoEngagement Analytics
Email Engagement Analytics
Period: Last 30 Days
Overall Stats:
├─ Emails Sent: 456
├─ Delivered: 452 (99.1%)
├─ Opened: 312 (69.0%)
├─ Clicked: 156 (34.5%)
└─ Replied: 89 (19.7%)
By Template:
┌────────────────────────────────────────────────────────────────┐
│ Template │ Sent │ Open Rate │ Click Rate │ Reply │
├────────────────────────────────────────────────────────────────┤
│ Follow-up Email │ 156 │ 72% │ 38% │ 25% │
│ Introduction │ 89 │ 65% │ 28% │ 18% │
│ Proposal Email │ 67 │ 78% │ 45% │ 32% │
│ Meeting Request │ 45 │ 82% │ 56% │ 45% │
└────────────────────────────────────────────────────────────────┘
[Export Report]Shared Mailboxes
Team Email Accounts
Shared Mailbox: [email protected]
Team Members with Access:
├─ John Smith (Full Access)
├─ Sarah Johnson (Full Access)
├─ Mike Wilson (Send Only)
└─ Lisa Chen (Read Only)
Assignment Rules:
├─ Round-robin: [x]
├─ Based on territory: [ ]
├─ Based on product: [ ]
└─ Manual assignment: [ ]
Notifications:
├─ [x] Notify on new email
├─ [x] Notify on assignment
└─ [ ] Daily digest
[Manage Access] [Configure Rules]Best Practices
Account Management
- Use OAuth when available
- Keep credentials secure
- Monitor sync status
- Review permissions regularly
Email Tracking
- Respect privacy regulations
- Use tracking selectively
- Review engagement data
- Optimize based on results
Team Collaboration
- Use shared mailboxes appropriately
- Define clear assignment rules
- Avoid duplicate responses
- Maintain consistent messaging
Troubleshooting
Common Issues
Account won't connect
- Verify credentials
- Check provider settings
- Enable less secure apps (if needed)
- Try OAuth authentication
Emails not syncing
- Check sync status
- Verify folder selection
- Review error logs
- Re-authenticate account
Tracking not working
- Verify tracking enabled
- Check recipient email client
- Images may be blocked
- Corporate firewalls
Send failures
- Check daily send limits
- Verify recipient address
- Review bounce messages
- Check spam reputation
Related Documentation
Learn about Activity Timeline to view email communications in context.