Vishal Ma 
How to Link Email with Zoho CRM
Managing client communication is one of the most important parts of running a successful business, and Zoho CRM makes it easier than ever. But to get the most out of your CRM, you need to connect your email account with it. In this guide, we’ll explain how to link email with Zoho CRM step by step, so you can send, receive, and track messages directly inside your CRM dashboard. Whether you use Gmail, Outlook, or a business domain email, this article will help you integrate everything smoothly for better sales and communication management. out look crm visit a new blogs
🔹 Step 1: Log in to Zoho CRM
Go to 👉 click
Log in with your Zoho account credentials.
🔹 Step 2: Go to “Setup”
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Click the ⚙️ (Setup icon) in the top-right corner.
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Under Channels, click on Email → then choose Email Configuration.
🔹 Step 3: Choose Email Integration Type
You’ll get two main options:
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Email Integration (IMAP/POP)
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Zoho Mail Add-on
✅ For full two-way email sync (recommended), use IMAP integration.
🔹 Step 4: Select Your Email Provider
Choose your email service:
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Gmail
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Outlook
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Zoho Mail
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Other (Custom IMAP)
If you’re using Gmail or Outlook, Zoho CRM will ask for authentication permissions.
Click Allow when prompted.
🔹 Step 5: Configure IMAP (if using custom email)
If your email is not Gmail/Outlook:
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Enter your IMAP Server (e.g.,
imap.yourdomain.com) -
Enter your SMTP Server (e.g.,
smtp.yourdomain.com) -
Fill in your port numbers, username, and password.
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Click Save and Authorize.
🔹 Step 6: Test the Connection
Zoho will test the connection.
If successful → you’ll see a confirmation message.
🔹 Step 7: Choose Email Sharing Settings
Zoho will ask how you want to share emails with your team:
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Private – only you can see
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Public – everyone can see
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Custom – define sharing rules
Select one and click Save.
🔹 Step 8: Access Emails in CRM
Once linked:
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Go to Emails tab in Leads, Contacts, or Deals.
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You’ll see your emails synced there.
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You can send/receive directly inside Zoho CRM.
✅ Bonus Tip:
You can also install the Zoho CRM Email Add-on for Gmail/Outlook to link directly from your inbox:
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Gmail add-on: Zoho CRM for Gmail
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Outlook add-in: Available in Microsoft AppSource.
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How to Link Email with Zoho CRM – Step-by-Step Guide (2025 Update)
In today’s business world, managing customer communication efficiently is the key to success. Zoho CRM helps businesses organize leads, manage sales, and track every customer interaction in one place. But to make it even more powerful, you should connect your email account with Zoho CRM.
In this article, we’ll explain how to link email with Zoho CRM step by step.
🔹 Why You Should Link Your Email with Zoho CRM – what is crm email marketing
Before we start the setup process, let’s understand why connecting your email is important:
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Centralized communication: View all customer emails directly inside the CRM.
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Time-saving: No need to switch between your email inbox and CRM.
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Better tracking: Automatically log emails with leads and contacts.
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Team transparency: Share or restrict email visibility with team members.
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Improved follow-ups: Send and receive emails without leaving the CRM dashboard.
🔹 Step 1: Log in to Your Zoho CRM Account
Visit https://crm.zoho.com and log in with your Zoho credentials.
If you don’t have an account, sign up for a free trial or a paid plan.
🔹 Step 2: Go to Email Settings
Once you’re inside Zoho CRM:
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Click on the Setup (⚙️) icon at the top-right corner.
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Under the Channels section, click Email, then choose Email Configuration.
This is where you’ll find options to connect your email account.
🔹 Step 3: Choose Your Email Integration Type – how to send email in microsoft dynamics crm
Zoho CRM offers two main ways to link your email:
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Zoho Mail Add-on – Best if you’re using Zoho Mail.
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IMAP Integration – Recommended if you’re using Gmail, Outlook, or any other custom domain email.
For most users, IMAP Integration is the ideal option because it supports two-way synchronization.
🔹 Step 4: Select Your Email Provider
You’ll now see options like:
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Gmail
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Outlook
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Zoho Mail
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Other (for custom IMAP)
Click your email provider and authorize Zoho CRM to access your mailbox.
For Gmail and Outlook, simply click Allow when prompted for permissions.
🔹 Step 5: Configure IMAP (For Custom Domains)
If you’re using a custom business email (like info@yourcompany.com), follow these steps:
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IMAP Server: (e.g.,
imap.yourdomain.com) -
SMTP Server: (e.g.,
smtp.yourdomain.com) -
Port Numbers: IMAP (993), SMTP (465 or 587)
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Username: Your full email address
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Password: Your email password or app password
After entering these details, click Save and Authorize.
🔹 Step 6: Test Your Connection
Zoho CRM will automatically verify your IMAP/SMTP connection.
If everything is correct, you’ll see a confirmation message that your email has been successfully linked.
🔹 Step 7: Set Up Email Sharing Settings
Zoho will ask how you want to share emails with your team:
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Private: Only you can view your emails.
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Public: All users in your organization can see.
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Custom: You can define who can view your emails.
Choose according to your privacy needs and click Save.
🔹 Step 8: Start Sending & Receiving Emails
Congratulations! 🎉
Your email is now connected with Zoho CRM. You can:
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Send emails to leads or contacts directly from CRM.
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View incoming messages inside the Emails tab.
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Track email opens and responses.
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Automate email follow-ups using Zoho workflows.
🔹 Bonus Tip: Use Zoho CRM Email Add-ons – step-by-step guide 2025
If you want to manage CRM tasks directly from your inbox, you can install:
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Zoho CRM for Gmail: Get it from Google Workspace Marketplace
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Zoho CRM for Outlook: Available in Microsoft AppSource.
These add-ons allow you to add leads, notes, and deals directly from your inbox without opening Zoho CRM.
🔹 Troubleshooting Email Integration Issues- how to send mass email in zoho crm
If you face any issues while linking your email:
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Make sure IMAP access is enabled in your email provider settings.
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Double-check your server names and ports.
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If you’re using Gmail, ensure you’ve allowed “Less Secure Apps” or used an App Password for enhanced security.
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Contact your email hosting provider if connection errors persist.
🔹 Final Thoughts- can i set up zoho crm to automatically email
Linking your email with Zoho CRM is one of the smartest ways to simplify your communication process. Whether you’re using Gmail, Outlook, or a business email, Zoho CRM lets you handle everything from one dashboard — saving you time and improving productivity.
