Email communication is no more the same within Zoho CRM. With the Zoho Mail Add-on, now you can send emails to your Leads, Contacts and Potentials from the particular module's details page. You need not go to your favorite email service to communicate with your contacts. With the Zoho Mail Add-on, you can integrate your favorite mail client with Zoho CRM and Zoho CRM becomes one-stop for all your business communication.
Sending Email
Through Leads, Contacts or Potentials module
Click on the [Module] tab.
In the Module Home page, select the [Record] under the [Modules] List View section.
In the Record Details page, go to Mails related list view and click the Send Mail button.
In the Compose Mail page, enter the email message, attach files, add additional email IDs in CC & BCC fields.
Click on Send. The email will be sent to the recipient with a copy of the mail stored under Mails related list view, in the sent folder of Zoho Mail and your configured mail client.
Through the Emails tab
Click on the Emails > Compose.
The rest is the regular email process. The compose window is similar to any mail compose editor with its set of editing and formatting options. If you have configured your outbox, then the mails will be sent after an interval of few minutes.
Through Gmail account
With just a few simple steps in the settings you can send mails from your Gmail account and view them as sent items in Zoho Mail as well as in Zoho CRM. To get this option working for your Gmail account, configure the Zoho Mail filter for Gmail POP account:
Log in to Zoho Mail, click on Settings > Personalize > Filters
In the Filters page, do the following:
Add a Filter name.
For the message criteria, select SenderIs with your Gmail account (...@gmail.com)
In the Move to Folder option, browse and select Sent.
Attaching files to your email is much easier when you have them stored in the Zoho Docs instead of your local system. Just upload the files from your local system to Zoho Docs and you can access them from any place.
To Attach documents from Zoho Docs
Click on the [Module] tab. In the [Module] homepage, Select a record from the List View section. In the record's details page, select Emails from the related list view. Click on the Send Mail > Attach from Zoho Docs (in the compose mail box). Select the files from Zoho Docs pop up window and click Ok.
Notes:
Attach form Zoho Docs is available only after you configure your Zoho Mail Add-on.
The total file size (all attachments) should not exceed 2 MB.
You can attach a maximum of 5 attachments from Zoho Docs in a single e-mail.
Receiving Email
When you receive an email, the Zoho Mail servers fetch it into the Zoho Mailbox. The same mail is then fetched into Zoho CRM. The received mails that are related to the particular lead, contact or potential will then get listed under the Emails section in that Lead's, Contact's or Potential's page respectively. Mails related to the primary contact are listed under the Email section in Potential page.
Important Notes:
After configuring your Zoho Mail Add-on as a shared account, you need to enable sharing option for each Lead, Contact or Potential.
Even while configuring your Zoho Mail as private account, you can view mails of other users provided they have enabled.
Any change in your Zoho password should be updated in the Zoho Mail configuration page, else you will not see the emails in Leads, Contacts, or Potentials modules.
Leads, Contacts and Potentials with no email address will not display any mails in their email section.
Changes made in the email address (for Leads or Contacts) will fetch only the mails linked to the new email address. Mails linked to the previous email address will no more be available in the CRM.
Change in the Mailbox (email address configured for Zoho CRM) will not display the emails of the previously configured Mailbox. These emails will however be available in Zoho mail.
Emails for the deactivated users will not get displayed in the Leads, Contacts or Potentials page. However, the emails can be viewed in the individual's mail account.
How do I find the email address of a contact to put it in the To field? I am expecting all of the Contacts to be listed automatically in my ZohoMail Address Book but I don't see them!
Thanks a lot
vidyapriya, 30 - days ago
Hi, I believe that you would like to have all your CRM contact in your Zoho mail. If so, sorry currently it is not possible. However, we do have plans to provide this in our future updates. Regards, Vidya
How do I find the email address of a contact to put it in the To field? I am expecting all of the Contacts to be listed automatically in my ZohoMail Address Book but I don't see them!
Thanks a lot
Hi, I believe that you would like to have all your CRM contact in your Zoho mail. If so, sorry currently it is not possible. However, we do have plans to provide this in our future updates. Regards, Vidya