SugarCRM SupportKnowledge BaseEmailConfiguring Personal Email for Common Providers

Configuring Personal Email for Common Providers

Overview

Sugar® allows users to easily configure one or more personal mail accounts (e.g. Gmail, Yahoo, and Microsoft Exchange) to view and send emails from within the application. Emails received by the mail accounts can be imported into Sugar and related to various existing records (e.g contacts, accounts, or leads). This article will cover the process of setting up personal email accounts via the Emails module for the most common email providers, Gmail, Yahoo, and Microsoft Exchange.

Note: This article pertains to Sugar versions 7.9.x and earlier.

Steps to Complete

Configuring Mail Accounts

  1. Navigate to the Emails module.
  2. Click on the Settings button in the upper left of the screen. 
    EmailsModule_Settings
  3. Click on the Mail Accounts tab and then click "Add" to open the Mail Account Properties window. This is where an inbound account can be added.
    MailAccounts_Add

From this point, you can then configure the inbound email according to your email provider. The following sections cover configuring Google, Yahoo, and Microsoft Exchange personal mail accounts.

Google Mail

Use the following steps to configure your personal mail account for Gmail:

  1. Click "Prefill Gmail™ Defaults" to populate certain fields (e.g. Mail Server Address and Mail Server Port) with Gmail's default values.
  2. Complete the remaining fields in the Incoming Emails section as follows:
    • Mail Account Name : Enter a descriptive name of your choosing (e.g. Gmail Account).
    • User Name : Enter the username used to access your Gmail account.
    • Password : Enter the password used to access your Gmail account.
      Gmail_AccountProperties
  3. Click the Select button next to "Monitored Folders", "Trash Folder", and "Sent Folder" and set appropriate folders as follows:
    • Monitored Folders : Select the folder(s) where Sugar should look for new emails. Hold the Shift key to select the "[Gmail]" folder in addition to the "INBOX" folder. Click "Done".
      Gmail_MonitoredFolder
    • Trash Folder : Select the folder where emails deleted from Sugar should be placed, typically called "[Gmail]/Trash". Click "Done".
    • Sent Folder : Select the folder where emails sent from Sugar should be placed, typically called "[Gmail]/Sent Mail". Click "Done".
  4. Click the Test Settings button to verify your inbound email settings. If the test is successful, the message "Connection completed successfully" will appear.
    TestSettings_Successful
  5. Configure outbound email for this account by providing appropriate values for the following fields in the Outgoing Email section:
    • From Name : The name that the outgoing email will come from. This field defaults to the first and last name in your user profile.
    • From Address : The email address that the outgoing email will come from. This field defaults to the email address listed in your user profile, if defined.
    • Reply to Address : The designated email address that will receive any replies from your email. If left blank, replies will be sent to the From address.
    • Outgoing SMTP Mail Server : Select an existing SMTP server from the dropdown list or select "Add" to specify a new SMTP server. For more information on adding an outgoing SMTP mail server, please refer to the Emails documentation.
  6. Click "Done" to preserve all the mail configuration settings. 
    OutgoingMailAccount
  7. The Checking for New Email window will appear to indicate new emails are being downloaded to Sugar. Once this process is complete, click "Done" in the Settings window.
    CheckingNewEmails

Yahoo

Follow the steps below to configure your personal mail account for Yahoo:

  1. Complete the fields in the Incoming Email section as follows:
    • Mail Account Name : Enter a descriptive name of your choosing (e.g. Yahoo Account).
    • User Name : Enter the username used to access your Yahoo account.
    • Password : Enter the password used to access your Yahoo account.
    • Mail Server Address : Enter "imap.mail.yahoo.com".
    • Mail Server Protocol : Select "IMAP".
    • Use SSL : Check this box.
    • Mail Server Port : Enter "993".
      Yahoo_AccountProperties1
  2. Click the Select button next to "Monitored Folders", "Trash Folder", and "Sent Folder" and set appropriate folders as follows:
    • Monitored Folders : Select the folder(s) where Sugar should look for new emails, typically called called "Inbox". Click "Done".
      Yahoo_MonitoredFolder
    • Trash Folder : Select the folder where emails deleted from Sugar should be placed, typically called "Trash". Click "Done".
    • Sent Folder : Select the folder where emails sent from Sugar should be placed, typically called "Sent". Click "Done".
  3. Click the Test Settings button to verify your inbound email settings. If the test is successful, the message "Connection completed successfully" will appear.
    TestSettings_Successful
    • Note: If the test fails, please check your inbound email settings to ensure you have entered the correct information, then test again. For assistance on troubleshooting your inbound mail settings, please refer to the Introduction to Email Functionality in Sugar article or consult the IT department of your organization for further assistance.
  4. Configure outbound email for this account by providing appropriate values for the fields in the Outgoing Email section:
    • From Name : The name that the outgoing email will come from in Sugar. This field defaults to the first and last name in your user profile.
    • From Address : The email address that the outgoing email will come from in Sugar. This field defaults to the email address listed in your user profile, if defined.
    • Reply to Address : The designated email address that will receive any replies from your email. If left blank, replies will be sent to the From address.
    • Outgoing SMTP Mail Server : Select an existing SMTP server from the dropdown list or select "Add" to specify a new SMTP server. For more information on adding an outgoing SMTP mail server, please refer to the Emails documentation.
    OutgoingMailAccount
  5. Click "Done" to preserve all the mail configuration settings.
  6. The Checking for New Email pop-up will appear to indicate new emails are being downloaded to Sugar. Once this process is complete, click "Done" in the Settings window.
    CheckingNewEmails_Yahoo

Microsoft Exchange

Follow the steps below to configure your personal mail account for Microsoft Exchange:

  1. Complete the fields in the Incoming Email section as follows:
    • Mail Account Name : Enter a descriptive name of your choosing (e.g. Exchange Account).
    • User Name : Enter the username used to access your Exchange account.
    • Password : Enter the password used to access your Exchange account.
    • Mail Server Address : Enter the address provided by your mail server administrator.
    • Mail Server Port : Enter the port number provided by your mail server administrator.
    • Use SSL : Check this box if instructed to do so by your mail server administrator.Exchange_AccountProperties1
  2. Click the Select button next to "Monitored Folders", "Trash Folder", and "Sent Folder" and set appropriate folders as follows:
    • Monitored Folders : Select the folder(s) where Sugar should look for new emails, typically called "INBOX". Click "Done".
      Exchange_MonitoredFolders
    • Trash Folder : Select the folder where emails deleted from Sugar should be placed, typically called "Deleted Items". Click "Done".
    • Sent Folder : Select the folder where emails sent from Sugar should be placed, typically called "Sent Items". Click "Done".
  3. Click the Test Settings button to verify your inbound email settings. If the test is successful, the message "Connection completed successfully" will appear.
    TestSettings_Successful
    Note: If the test fails, please check your inbound email settings to ensure you have entered the correct information, then test again. For assistance on troubleshooting your inbound mail settings, please refer to the Introduction to Email Functionality in Sugar article or consult the IT department of your organization for further assistance.
  4. Configure outbound email for this account by providing appropriate values for the following fields in the Outgoing Email section:
    • From Name : The name that the outgoing email will come from in Sugar. This field defaults to the first and last name in your user profile.
    • From Address : The email address that the outgoing email will come from in Sugar. This field defaults to the email address listed in your user profile, if defined.
    • Reply to Address : The designated email address that will receive any replies from your email. If left blank, replies will be sent to the From address.
    • Outgoing SMTP Mail Server : Select an existing SMTP server from the dropdown list or select "Add" to specify a new SMTP server. For more information on adding an outgoing SMTP mail server, please refer to the Emails documentation.
    OutgoingMailAccount
  5. Click "Done" to preserve all the mail configuration settings.
  6. The Checking for New Email pop-up will appear to indicate new emails are being downloaded to Sugar. Once this process is complete, click "Done" in the Settings window.
    CheckingNewEmails_Exchange

Application

After adding new accounts, you must reload the browser in order for the new inbound email settings to take effect. 
Email_GmailAccountInbox

Once the mail account(s) are configured accordingly, the monitored folders for each mail account will be displayed in the Folders pane of the Emails module. You can click the monitored folder for a specific mail account (e.g. Gmail) to view the downloaded emails in the Inbox pane.

There are various ways to import emails into Sugar, including selecting the specific email(s) you wish to import then right clicking and selecting "Import to Sugar" or opening the specific email then clicking "Import to Sugar". Please note that you will only be able to view imported emails as allowed by your team membership, user access type, and assigned roles. For more information on importing emails to Sugar, please refer to the Emails documentation.
ImportEmail

To check for new emails in all mail accounts, simply click the Check Mail button on the upper left of the Emails module. If you only wish to check email for a specific mail account (e.g. Gmail), right click on the mail account in the Folders pane and select "Check Email". 
CheckMail

For more information regarding inbound mail accounts, please refer to the Introduction to Email Functionality in Sugar article as well as the Emails documentation.

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Last modified: 2019-11-20 21:44:30