Sync emails

Syncing emails in BoldSales CRM automatically imports all incoming and outgoing messages from your external email account like Gmail, Outlook, or any IMAP-compatible provider into the CRM. This ensures every conversation is logged on the right record, linked without manual effort, and shared with relevant team members based on your visibility settings. With a one-time setup, you get a centralized view of all email activity across your sales workflow.

Use cases

Connecting personal and work email accounts

Users can link both individual and work-based Gmail or Outlook accounts and sync their inbox with BoldSales.

Centralizing communication across teams

Multiple users working on the same deal can view relevant synced emails in one place, minimizing confusion and ensuring continuity.

Managing conversations with contacts

BoldSales helps users organize and access email conversations associated with their CRM contacts and deals.

How to connect your email account

Use one of the available options to connect your personal email with BoldSales:

• Go to Setup > My Profile > Email Setup
• Click your profile icon, select View profile & settings then go to the Email tab.
• Choose Connect Gmail, Connect Outlook, or Connect Other Email Services.

Once connected, synced emails will appear in Activities > Emails.

Connect Gmail

Connect your Gmail account to send and receive emails from BoldSales. This also allows your email threads to appear in contact, company, and deal timelines.

1. Go to Setup > My Profile > Email Setup.
2. Select Connect Gmail.
3. A Google login screen will appear. Choose your Gmail account and grant the required permissions to complete the connection.

Once connected, synced emails will appear in Activities > Emails.

Connect Outlook

Use this to sync your Microsoft Outlook inbox with BoldSales. It supports both personal and work-based Outlook accounts.

1. Go to Setup > My Profile > Email Setup.
2. Select Connect Outlook.
3. A Microsoft login screen will appear. Sign in to complete the connection.

Once connected, synced emails will appear in Activities > Emails.

Connect other email providers

If you’re using a provider like Yahoo, Zoho, or a custom domain, use the manual setup option to configure with IMAP/SMTP.

1. Go to Setup > My Profile > Email Setup.

2. Select Connect Other Email Services.

3. In the Connect Email Account form, enter:

   • Email address – Your full email to be synced.
   • Display name – The name shown on outgoing emails.

Incoming mail settings

• IMAP server name – Your provider’s IMAP hostname.
• IMAP port – Default is 993.
• Username – Usually your full email address.
• Password – Email or app-specific password.
• Use SSL for IMAP – Enable for secure connection.
• Authentication type – Select from Plain, Login, or Cram-MD5.

Outgoing mail settings

• SMTP server name – Your provider’s SMTP hostname.
• SMTP port – Default is 587.
• Username.
• Password.
• Use SSL for SMTP – Enable SSL encryption.
• Authentication type – Select from Plain, Login, or Cram-MD5.

4. Click Connect to complete setup.

Once connected, synced emails will appear in Activities > Emails.

Pause or resume sync

Temporarily stop or restart syncing of a connected email account.

• Go to Setup > My Profile > Email Setup.
• Find the connected email account.
• Click Pause or Resume.

Email folders

When you connect an email account to the CRM, all email folders are enabled for syncing by default. This means emails from every folder will be synced into the CRM.

You can choose which folders to sync by selecting them from the list. Only the selected folders will sync, while all others will be excluded.

Note: At least one folder must remain selected. The system does not allow all folders to be deselected.

Email forwarding address

You can use a system-generated forwarding address to sync emails to BoldSales CRM. When an email is sent to this address, it will appear under your Inbox in the CRM.

1. Go to Setup > My Profile > Email Setup.
2. Locate the Email Forwarding address section.
3. Copy the forwarding address provided.
4. Use this address to manually forward emails to BoldSales.

Note: The forwarding address is unique to each user.

Email visibility settings

Control who can see your synced email conversations.

• Private – Only you can view emails.
• Shared – Visible to users with access to the associated record.
• Use organization settings – Applies admin-level default.

Linking emails to contacts and companies

Allow BoldSales to auto-link synced emails to matching contacts and companies in your account.

• Go to Setup > My Profile > Email Setup.
• Enable or disable linking based on your preference.

Excluded domains and emails

Exclude specific senders or domains from being synced.

• Go to Setup > My Profile > Email > Manage Exclusions.
• Click Add value to enter a single email or domain.
• Click Add multiple values to bulk add items (one per line).
• Emails from these entries will not sync or appear in record timelines.

Email signature management

Create or update the signature that appears in your outgoing emails.

• Go to Setup > My Profile > Email Setup.
• Click Edit in the Email signature section.
• Use the editor to add and format your signature.

For detailed steps, see: Email signatures.

Article suggestions

• Sending emails
• Restricting the visibility of email conversations
• Setting up email follow ups-automatically

Frequently asked questions (FAQs)

Can I reply to emails directly inside BoldSales?

Yes. You can compose, reply, and forward from the message view.

Does syncing affect my external inbox?

No. BoldSales pulls data but doesn’t modify your inbox.

How do I remove or pause sync?

Go to Setup > Profile > Email Setup and use the Pause or Remove option.

Can I manually log an email using a forwarding address?

Yes. Use the provided forwarding address.

Can I hide certain emails from being synced?

Yes, you can exclude specific senders or domains under Manage Exclusions.

Who controls the visibility of my emails?

You can set it personally or follow admin-defined settings.

What happens if sync fails?

A Sync failed message will appear. Re-authorize under Email Setup.

Can I limit sync to emails with known CRM contacts only?

Yes. This setting is controlled by admins.

Can I customize my email signature?

Yes. Go to Email Setup in your profile and edit your signature.