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.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: All users in FreeAgent CRM can pair their email address.
In this tutorial, we will cover the following topics:
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.
Pairing Options
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.
Yahoo Mail
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
Outlook.com
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.
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.
Note: The first email you pair will be your Primary, meaning that it will be the one used as a 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 below image, showing the status as 'Connected' and shows the pairing option of your choice.
Unpair 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. Once you do your email address will be unpaired from FreeAgent CRM.
Note: 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.
IMPORTANT! The information saved in Email logs will be lost after the unpair process.
Troubleshooting
If you are having troubles pairing your email address with Exchange or IMAP, then please visit the below tutorials for further information:
Exchange
Pair Using "Other" Option