Linking your Email address with FreeAgent CRM allows you to organize your email communications more efficiently in one single place.
It will also enable you to keep track of all the sent and received emails from the 'Activity' section on your Contacts app. If you pair with Google or Office 365 you will also have access to your Calendar.
In this tutorial, we will cover the following topics:
- Access Level Needed to Pair Email
- Navigate to Pair Email
- Pairing Options
- Successful Email Pairing
- Unpairing your Email
Access Level Needed to Pair Email
This feature is available for all users in FreeAgent CRM.
Navigate to Pair Email
Open the menu and scroll down until you find Settings and there click on it to display the available options, then click 'Pair Email'. Alternatively, you can use the search feature and type 'Pair Email' to get there faster.
Here you are given the option to pair with either Gmail, Office 365, Exchange, and IMAP (Other Email) based servers. The easiest way to know which option is right for you is to select the option that corresponds to your current method to check your email.
Pairing with Google
This will take you to the Gmail sign-in process. Just enter the email address you would like to link to FreeAgent CRM, then click the 'Next' button. Enter the password for your email account and click the 'Next' button one more time.
You will then see the list of necessary permissions to link your account. Once you click 'Allow' your email will be connected to FreeAgent CRM.
Pairing with Office 365
Click on 'Pair with Office 365'; this will take you to the Microsoft sign-in process. Just enter the email address you would like to link to FreeAgent CRM, then click next. Enter the password for your email account and click the 'Sign in' button.
You will then see the list of necessary permissions to link your account. If you agree, then click 'Yes. Remember that you can change the permissions at any time in your Outlook account settings.
Pairing with Exchange
Click on 'Pair with Exchange'; this will open up a modal window, where you will need to input your email address, your username, your password, and finally the Email Server URL. Once you have entered all the required information click the 'Connect' button.
IMPORTANT! Please note that FreeAgent CRM doesn't provide support for the Exchange versions that are no longer supported by Microsoft. You can learn more about them in Microsoft's Exchange Server supportability matrix.
Pairing Other Email (IMAP)
Click on 'Pair Other Email'; this will display the IMAP Account Settings form.
Under the Personal Information section, enter your email address, username* and password.
*For most accounts, the username is the email address.
On the Server Information section, add the incoming and outgoing servers. The ports are defaulted but can be overwritten by clicking 'Override Default Port'.
Below you will find some of the most used servers. If you are unsure about your email account details, contact your IT department or check your email settings.
Incoming Mail (IMAP) Server Outgoing Mail (SMTP) Server
Server - imap.mail.yahoo.com Server - smtp.mail.yahoo.com
Port - 993 Port - 465 or 587
Requires SSL - Yes Requires SSL - Yes
Requires authentication - Yes
IMAP Server (Incoming Messages) SMTP Server (Outgoing Messages)
Server - imap-mail.outlook.com Server - smtp-mail.outlook.com
Port - 993 Port - 587
Click 'Connect' to save your account settings.
IMPORTANT! In order to have safe communication with IMAP servers, the requirement is to have TLS 1.3 (Transport Layer Security). If your IMAP server has a previous version, then the pairing process will use no secure interfaces.
Successful Email Pairing
You will know that your email was paired correctly when you see the below image, showing the status as 'Connected' and shows the pairing option of your choice.
Unpairing your Email
If you want to stop getting your emails synchronized with FreeAgent CRM we provide the option to unpair. Just click the 'Unpair' button located at the bottom of the screen.
You will be prompted to confirm the process, by clicking the 'unpair' button. Once you do your email address will be unpaired from FreeAgent CRM. Please note that all the emails that have already been associated with your Contacts won't be deleted when the email is unpaired. Only the emails received from that point forward are not going to be available.