Sync Your Mailbox and Manage Email Settings

Email integration allows users to connect their email account to the system, enabling seamless synchronization of communication in one place. Once configured, emails can be linked to relevant records such as contacts, their companies, and pipeline records, ensuring that important interactions are stored in one centralized location. This helps maintain a complete communication history, supports timely follow-ups, improves visibility across the records, and reduces the need to switch between different platforms while working. This article explains how to do this.

We recommend reading the Managing organization email settings first to know how the organization email settings work.

Supported email providers

You can access your email setting under Setup > My Profile > Email Setup.

The available email providers shown in your setup depend on your organization’s configuration under Setup > Organization Profile > Email. Only the providers enabled under Email integration options will appear in your personal email setup.

You can connect to any of the following available email providers based on the above setting:

• Click Connect Gmail to sync your Google account.
• Click Connect Outlook to sync your Microsoft account.
• Click Connect Other Email Service to configure other supported providers. BoldSales supports most email providers that use IMAP for receiving and SMTP for sending email, including, Yahoo Mail, Zoho Mail, Yandex Mail and AOL Mail.

Alternatively, if Calendar or Video Conferencing has not been connected yet, you will have an option to choose to connect your Google or Microsoft platform. Again, the available providers for these integrations depend on the organization setting.

• For calendar connection, click Connect Google or Connect Outlook.
• For video conferencing connection, connect Google Meet or Microsoft Teams.

For more details, visit: Setting up your organization profile

Email folders

You can create custom folders in your external email account, and when you connect that account to BoldSales, all folders including your custom folders or labels become available for selection. You must confirm the folders to sync before completing the connection. You can choose which folders to sync by selecting or deselecting them from the list. Only the folders you select will sync with BoldSales.

System folders such as Spam, Trash, and Junk are excluded automatically and cannot be synced. At least one folder must always remain selected; you cannot deselect all folders.

You can also update the folder selections after completing the connection. To remove folders from syncing, go to Setup > My Profile > Email Setup > Email and click Edit under Select folders to sync, uncheck the folders you no longer want to sync, and then click Apply. If you uncheck a folder, new emails from that folder will no longer sync, but any emails that were previously synced will continue to remain visible in BoldSales.

Pause email syncing

To pause the syncing, go to Setup > My Profile > Email Setup > Email, click . If syncing is paused, no new emails are synced during that time. Once syncing is resumed, all emails received during the paused period will sync normally.

Remove email syncing

To remove a synced account, go to Setup > My Profile > Email Setup > Email, click , and then click Disconnect to confirm. After removal, the account will stop syncing, but the emails that were already synced will remain visible in the system. If you later sync a different email account, the emails from that new account will sync normally without affecting the old data.

Email forwarding address

BoldSales provides an automatically generated forwarding address for each user. You can use this address to log emails that are sent or received outside BoldSales.

You can add this forwarding address to Bcc when sending emails from your external mailbox, or you can forward received emails to it. The forwarded email will be captured in BoldSales and linked to the appropriate records when a matching contact exists.

Email visibility

Email visibility option controls the default visibility setting of your emails. It determines whether emails remain confidential to the sender and participants or become accessible to team members working on related customer records.

Use organization settings

This option applies the default visibility configured by your organization’s administrator. It ensures that all users follow a consistent visibility policy, which is especially useful when a company enforces strict compliance.

If an organization sets a default such as Shared or Private, selecting this option will automatically apply that value.

Private

When email visibility is marked as Private, it is visible only to the people directly involved in the email, the sender and the email recipients. No other users in the organization can view the message, even if they have access to the related contact, company, and pipeline records.

Shared

A Shared email visibility allows users to view the emails who have access to related BoldSales records such as contacts, companies, and pipeline records.

Though the default state is based on the above setting, a user can change this while composing an email. The visibility setting will be displayed at the bottom of the New Email drawer. Click the Visibility button and select the desired visibility setting. There is no specific permission needed for this.

Automatically create new contacts

When checked, a new contact is automatically created when the sender or recipients are not saved contacts in BoldSales during email exchanges. Suppose you receive an email from [email protected], and Jane is not a saved contact. BoldSales will create a new contact record for Jane and link the email to that contact. You can then update the contact details later. This also applies to outgoing emails.

This option will only be available when Automatically create new contacts is checked in the Organization Profile.

Use organization settings

Applies the contact creation rules defined by your organization either Enabled or Disabled.

Enabled

Automatically creates a new contact when the sender or recipients of an email does not already exist in BoldSales.

Disabled

Prevents new contacts from being created from emails.

Exclude domains from contact creation

You can exclude specific domains or email addresses to prevent them from being added as contacts. It’s useful for avoiding unnecessary contacts that are not relevant to BoldSales.

For example, you might want to exclude domains like @newsletter.com or @noreply.com to prevent marketing or automated emails from creating contacts in BoldSales.

1. Click
2. Enter the domain in the text box and click Add value.
3. To add multiple domains at once, click Add multiple values, then enter each domain on a new line in the text box.
4. Click Add, then Save your updates.

Domains excluded in the organization setting are automatically added to the excluded list.

Link email conversations with contacts and companies

When this setting is checked, BoldSales automatically links incoming and outgoing emails to the contacts involved in the email communications and their associated companies, unless manually unlinked.

When receiving an email
When an email is received from a saved contact, BoldSales automatically attaches it to the contact’s Emails tab and to the Emails tab of every company record associated with that contact.

Example:
If John Smith is saved as a contact and linked to ABC Corp, any email received from John is automatically visible in John’s contact record and in ABC Corp’s company record, in their respective Emails tabs.

When sending an email
When you send an email to saved contacts, BoldSales links the message to each recipient contact record, their associated companies.

Example:
You send an email to John Smith (ABC Corp) and Jane Osborne (Treehouse Inc). The sent email appears in John’s contact record, Jane’s contact record, ABC Corp’s company record, and Treehouse Inc’s company record, within each record’s Emails tab.

Use organization settings

This option applies your organization’s default linking behavior either Enabled or Disabled.

Enabled

When enabled, emails automatically link to the respective contacts and their associated companies.

Disabled

When disabled, emails do not automatically link to any contacts or companies.

Though the default value of linking is based on the above setting, a user can change this while composing an email irrespective of the above setting. There is no specific permission needed for this.

1. In the New Email drawer, click the button at the bottom
2. Check/Uncheck the Link the email with all recipient contacts and their associated companies as needed.
3. Click Update to apply the changes.

Manage excluded domains and emails

Manage the domains and email addresses to be excluded from email communications across the organization. Excluded domains and email addresses will not be synced or linked to any contacts, companies, or records in the system.

1. Click under Manage excluded domains and emails.
2. To add domains one by one, click inside the input space and type the domain name, then click Add value to include additional domains individually.
3. To add multiple domains at once, click Add multiple values. In the dialog, type each domain on a new line in the text box, and click Add.
4. You can also use wildcard patterns (e.g., *.skyreachglobal.com) to exclude all subdomains of a domain so that you do not need to list each subdomain separately.
5. Click Save to apply your changes.

The image below shows the Excluded Domains and Emails drawer in My Profile section.

For example, if you want to exclude all emails from @example.org, add example.org to the exclusion list. This ensures emails like [email protected] will not sync or link to any records. Adding *.example.org will also exclude emails from subdomains such as [email protected].

Domains excluded in the organization setting are automatically added to the excluded list.

Email signature

Customize your email signature for outgoing emails:

1. Click Edit next to the signature box.
2. Use the formatting tools to customize your signature.
3. Click Save to apply changes. Your signature will automatically appear in all manually sent emails. You can also edit your signature while composing an email.

You do not need any permissions to add, edit, or remove your email signature.