Connect Your Email

This article explains how to connect your Gmail, Google Workspace, and Microsoft 365 Business email with RealOffice360® CRM. Connecting your Gmail, Google Workspace or Microsoft 365 for Business Outlook email with RealOffice360® CRM allows you to not only send and receive emails to/from your RealOffice360® CRM contacts, but also aggregates all the emails/conversations with a Contact under that Contact's Profile Page.

• How to connect your Gmail or Google Workspace email
• How to connect your Microsoft Outlook 365 for Business email 

Table of contents

• Overview
• Keywords
• Features
• Important Notes

Overview

Connecting your Gmail, Google Workspace or Microsoft 365 for Business Outlook email with RealOffice360® CRM allows you to not only send and receive emails to/from your RealOffice360® CRM contacts, but also aggregates all the emails/conversations with a Contact under that Contact's Profile Page. This helps you stay focused (without having to jump between your CRM and your email client) and also lets you:

• See at a glance what the last conversation with this Contact was
• Quickly refer to any previous conversations you had with this Contact
• Access file attachments of previous emails to/from this Contact
• Stay informed while communicating with this Contact (in the context of their needs) as all their information, important dates, deals, properties are right there on their Profile Page

Keywords

• Connected email - refers to your Gmail or Microsoft 365 Outlook email address that you connected to RealOffice360® CRM
• Email client - your web based Gmail inbox, your Microsoft 365 Outlook for the web, or any other email client you use for your email
• Profile page - the web page containing all the information of a RealOffice360® CRM Contact entry
• Sync - the process of synchronizing your email account with RealOffice360® CRM for both to contain the same email messages to/from your RealOffice360® CRM Contacts

Features

• Sending emails
  • you can send emails to a RealOffice360® CRM Contact from both the CRM and from your Gmail/Microsoft 365 Outlook email client
  • any email you send to a CRM Contact from RealOffice360® CRM will show in your Gmail/Microsoft 365 Outlook > Sent folder
  • any email you send to a CRM Contact from your connected Gmail/Microsoft 365 Outlook email client will show under that Contact's Profile Page > Activities and Emails tabs in RealOffice360® CRM
• Receiving emails
  • any email message you receive from one of your RealOffice360® CRM Contacts to your connected Gmail/Microsoft 365 Outlook email address will show:
    • in your Gmail/Microsoft 365 Outlook > Inbox
    • in RealOffice360® CRM under that Contact's Profile Page > Activities and Emails tabs
  • any emails you receive in your Gmail/Microsoft 365 Outlook email client from senders who are not your CRM contacts are ignored and will never show (i.e. sync) in RealOffice360® CRM
  • it can take a couple of minutes to see an email in RealOffice360® CRM after you sent it from or received in Gmail/Microsoft 365 Outlook
• Deleting emails
  • deleting an email message or conversation in your Gmail/Microsoft 365 Outlook email client does not remove it from RealOffice360® CRM
  • deleting an email message or conversation in RealOffice360® CRM does not remove it from your Gmail/Microsoft 365 Outlook email client
  • to remove an email or conversation permanently, you need to remove it from both your Gmail/Microsoft 365 Outlook email client AND RealOffice360® CRM. This approach prevents accidental loss of data.
• Tracking emails
  • if you want to track the number of opens and clicks for an email message, you need to send it out of RealOffice360® CRM
  • the open and clicks tracking information will show under a Contact's Profile Page > Activities and Emails tabs in RealOffice360® CRM
• Historical data
  • connecting your Gmail/Microsoft 365 Outlook email account to RealOffice360® CRM will fetch email messages sent or received in the last 3 months
  • when complete, you can see the conversation history with a RealOffice360 CRM contact in their Profile page, under the Activities tab
• What is synced
  • any messages sent to, or received from, any of your RealOffice360® CRM Contacts
  • if you send or receive an email for someone who is not currently a Contact in your CRM, that email will not be tracked
  • if you don't see the expected email messages for a Contact, confirm their email address is correct

Important Notes

• There is no global Inbox in RealOffice360®
• Email conversations are automatically organized by contact
• Only email conversations for your CRM contacts are synced to RealOffice360®
• You can only send and receive email from CRM contacts within RealOffice360®
• There is no Spam folder in RealOffice360®
• There is no Drafts folder or functionality in RealOffice360®