Enabling and Configuring Mail Sync for Microsoft Office365 and Outlook

Mail Sync 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.

Tip: Are you looking for information about Constant Contact’s Email and Digital Marketing product? This article is for Constant Contact’s Lead Gen & CRM product. Head on over to the Email and Digital Marketing articles by clicking here. Not sure what the difference is? Read this article.

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:

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

    

3. Click Sign in with Microsoft.
   
   

    

4. Enter your Microsoft Office365 email address and password. Click Next.
   
   

    

5. Click Accept.
   
   

    

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:

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

    

3. Click Disable Sync.
   
   

    

4. Select one of the following options:
   
      •   Keep all previously synced email
           communication
   
      •   Remove all previously synced email
           communication
5. Click Disable Sync.
   
   

    

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: 

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.

Refer to Troubleshooting IMAP Sync Errors for more information on troubleshooting Mail Sync errors.

Questions?