Linking your Email address with FreeAgent CRM allows you to send and receive emails within FreeAgent CRM and see all the details right in the Activity timeline. If you pair with Google or Office 365 you will also have access to your Calendar.
If Email Tracking is enabled, we will gather useful analytics for all the emails you send from FreeAgent CRM. To learn more about Email Tracking, please visit the following tutorial:
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: All users in FreeAgent CRM can pair their email addresses.
In this tutorial, we will cover the following topics:
- Navigate to Pair Email
- Pairing Options
- Pairing Multiple Emails
- Successful Email Pairing
Navigate to Pair Email
Go to Settings and 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, and proceed to enter your password.
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 enter the password to sign in.
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.
Pairing Multiple Emails
Prerequisites: This option is only available in Enterprise and Unlimited Editions.
You are able to pair up to 3 email accounts to your FreeAgent account. After your first email pairing, you will see the 'Add Email' button in the top right corner. Click on it, select your email provider, and follow the instructions listed above according to the type.
The 'Add Email' button will be active until you've successfully paired 3 email accounts. The first email you pair will be your Primary, meaning that it will be the one used as the default. You can switch between them in the 'From' section of an email when needed.
Successful Email Pairing
You will know that your email was paired correctly when you see the image below, showing the status as 'Connected' with the pairing option of your choice.
Note: If you change your email password with your email provider, this will automatically unpair your email in FreeAgent. Simply repeat the pairing steps after you change your password.
If you are having troubles pairing your email address with Exchange or IMAP, refer to these tutorials for further information: