Mail Sync is a powerful tool that allows you to connect your inbox to SharpSpring. Once enabled, any email you send through that inbox—and any Smart Mail that you send out of SharpSpring will be recorded. This way, you can keep track of you and your team’s emails with your leads.
This article will provide details and information on how to sync your mailbox with Microsoft Outlook.
Regarding Multi-Factor Authentication
Mail Sync is not compatible with Microsoft Outlook multi-factor authentication. If your Microsoft Outlook account has multi-factor authentication enabled, you will be unable to use Mail Sync’s name and password connection features. In order to connect and use Mail Sync with Microsoft Outlook, you will need to disable multi-factor authentication.
This also means that you will need to use an application password in order to enable Mail Sync. Be aware that Microsoft Outlook application passwords require that two-step verification is enabled.
Refer to Microsoft’s external documentation for information on disabling multi-factor authentication and using application passwords.
Configuring Outlook Settings
Your Outlook settings will need to be configured to properly connect to SharpSpring.
To configure Microsoft Outlook settings, do the following:
Log in to Outlook.
Click cog.png Settings > View All Outlook Settings.
Click Mail in the left panel.
Click Sync email in the middle panel.
Click Yes in the POP and IMAP section, located under POP Options.
Click the Don’t allow… option.
Click Save.
Configuring Two-Step Verification Settings
You can configure two-step verification settings as necessary.
To configure and turn off two-step verification settings, do the following:
Open a new tab in your web browser.
Log in to Live.com in that browser tab.
Click your user icon in the top-right corner of the page.
Click View Account.
Click Security in the Account toolbar.
Click More Security Options.
Turn off Two-Step Verification.
Click Yes.
Connecting Outlook in SharpSpring
Once your Outlook settings have been configured, you can connect your Outlook account to SharpSpring.
To connect your Outlook account with SharpSpring, do the following:
Open a tab in your web browser.
Log in to SharpSpring.
Click 13personas.png User Menu > Settings in SharpSpring’s top toolbar.
Click User Email Settings, located under My Account in the left panel.
Select Outlook in the Provider drop-down menu.
Enter the Outlook email address that will be synced in the Username field.
Enter the password used to log in to the Outlook email address in the Password field.
Select Inbox in the Inbox drop-down menu.
Select Sent in the Outbox drop-down menu.
Click Connect.
Click Close.
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:
Click 13personas.png User Menu > Settings in SharpSpring’s top toolbar.
Click User Email Settings, located under My Account in the left panel.
Click Disable Syncing.
Select one of the following options:
• Keep all previously synced email
communication
• Remove all previously synced email
communication
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 13personas.png 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:
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 13personas.png 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:
