Outgoing Email Setup
Last updated
Last updated
This guide covers the steps required to configure outbound email functionality in your CRM using GMail, Office 365 (Microsoft Exchange), and SendGrid. With this setup, users can send emails directly from the CRM for efficient communication with customers, prospects, and team members.
Before starting the setup, ensure you have:
CRM admin access.
Access to your GMail, Microsoft Exchange, or SendGrid account.
SMTP details, App Passwords, or API keys as required.
Go to Email Settings in CRM:
Navigate to Admin > Channels > Email.
Enter Gmail SMTP Details:
Email Provider: Select SMTP.
SMTP Mail Server: Enter smtp.gmail.com.
Port: Use 587 (TLS).
From Email: Enter your Gmail address.
SMTP Password: Generate and use a Gmail App Password (steps below).
Enable 2-Step Verification:
Log in to your Google account.
Go to Security and enable 2-Step Verification.
Generate App Password:
After enabling 2-Step Verification, go to App Passwords under Security.
Choose Mail for the app, and select Other for the device (name it “CRM”).
Copy the generated App Password and use it in the CRM Password field.
Test the Configuration:
Use the Send Test Mail option to verify the setup.
Go to Email Settings in CRM:
Navigate to Admin > Channels > Email.
Enter Office 365 Details:
Email Provider: Select SMTP.
SMTP Mail Server: Enter smtp.office365.com
Port: Use 587 (TLS).
From Email: Enter your Office 365 email address.
SMTP Password: If Multi-Factor Authentication (MFA) is enabled, generate an App Password (explained below).
Generate Office 365 App Password (If MFA is enabled):
To generate an App Password if MFA is enabled, follow these steps:
Log in to your Office 365 account.
Go to the Microsoft 365 Admin Center:
Navigate to Users > Active Users.
Select the User:
In the flyout that appears, select Mail.
Manage Email Apps:
Under the Email Apps section, select Manage Email Apps.
Verify the Authenticated SMTP setting:
Unchecked = Disabled.
Checked = Enabled.
Save changes.
Test the Configuration:
Use the Send Test Mail option to ensure everything is working correctly If You Cannot See the Option to Generate an App Password
Admin Login:
Log in to the Microsoft 365 Admin Center.
Navigate to:
Users > Active Users.
Select the User you need to configure.
Go to Multi-Factor Authentication Settings:
Set Multi-Factor Auth Status to Enforce.
Logout the User:
Ensure the user logs out of all active sessions.
Wait for the Changes to Propagate:
After enforcing MFA, it may take 3 to 4 hours for the changes to fully propagate and update the user’s roles and permissions. Wait for at least 4 hours before retrying to generate an App Password.
Generate a New App Password:
After the waiting period, go back to the Microsoft account security settings and attempt to generate the App Password again.
Copy the App Password:
Once generated, copy the App Password.
Paste the App Password:
Paste the App Password into the SMTP Password field in your CRM settings.
SendGrid is primarily used for sending bulk marketing emails. Here’s how to integrate SendGrid with your CRM.
Go to Email Settings in CRM:
Navigate to Admin > Channels > Email.
Enter SendGrid API Details:
Email Provider: Select SendGrid.
From Name: Enter your preferred sender name (e.g., “CRM”).
API Key: Enter the API Key generated in SendGrid (steps below).
Generate SendGrid API Key:
Log in to your SendGrid account.
Go to Settings > API Keys.
Create a new API key, name it, and provide Full Access.
Copy the API key and paste it into the CRM.
Test the Configuration:
Use the Send Test Mail option to ensure the setup works properly.
Cause: Users may be entering their regular Gmail password instead of the App Password.
Solution: Verify that 2-Step Verification is enabled and an App Password has been generated for the CRM.
Cause: This can occur if Multi-Factor Authentication (MFA) is enabled but an App Password is not used.
Solution: Generate an App Password under Security & Privacy in Office 365 and use that in the CRM configuration.
Cause: Incorrect API key configuration or invalid domain settings.
Solution: Verify the API key in SendGrid and ensure that the CRM’s IP addresses are whitelisted in SendGrid.
Keep App Passwords and API Keys Secure: Store these credentials in a secure location and avoid sharing them unnecessarily.
Test Email Settings Regularly: Periodically use the Send Test Mail feature to ensure configurations remain valid.
Monitor Mail Flow Rules in Exchange: Regularly review and update mail flow rules to adapt to changing email routing needs.
