Email is a huge important part of our busy daily lives. It allows us to easily connect with our colleagues and clients. Having all of your customer information inside of a CRM allows businesses to easily keep track of the sales progress and relationships with their customers, but it also has the ability for others within your company to look up that information, as well.

SugarCRM easily integrates with both modern desktop and web-based email clients to easily synchronize messages and customer contact information. This not only makes it useful for others to look up that information, but it also saves time by being able to see what has already been discussed with your customers without having to write up a separate email or meeting invitation to one of your colleagues to get a status update regarding a new lead or an account.

To configure your Sugar instance with email connectivity, you must be logged in as a Sugar administrator. Once you are logged in as an administrator, head on over to the Admin page that’s located in the top-right corner within the user drop-down menu and select Email Settings under the Email category.

Right out of the box Sugar includes several default email server configurations to get your business up and running with email notifications and workflow alerts. These options include Gmail (Google Apps), Yahoo! Mail, Microsoft Exchange, and Other in the event that none of your email hosting providers are listed.

Email Settings Configuration Screen

In most cases you would use a generalized email address inside of your business for all outgoing email messages such as support@companyname.com or hello@companyname.com.

Once you have typed in all of the required details on this page, you then have the option to send out a test email message to ensure that everything is set up correctly.

Now that you have Sugar set up with your email hosting provider, you now have the ability to send out email notifications regarding any status updates associated to records and create new workflow definitions that will tell Sugar to send out an email message to a recipient based on a set of criteria.

To synchronize messages, contacts, and calendar events between your email client and SugarCRM, you have a series of options available:

If you are using Microsoft Outlook within your working environment, Sugar includes a downloadable plugin to get you started which can be found inside of your user profile page.

To access this page, simply click on your profile picture that can be found in the top-right corner of every page, and then select the Profile link within the drop-down menu list.

User Profile Drop-Down List
You will then be brought to your User Profile where you have a series of tabs near the top of the page.

User Profile Page
Click on the tab that’s labelled “Downloads” and that will then display all of the plugins that are available to install.

User Profile Downloads Page
Download and install the plugin for your version of Microsoft Outlook that you currently have on your system. The installation process is simply a series of agreeing with the licensing terms and the location of where you would like the plugin to be installed.

Once the plugin has installed successfully, open up Microsoft Outlook on your computer and you should now find a few new options available related to SugarCRM.

The main SugarCRM Settings screen is where you will input all of your Sugar details such as your username, password, and the URL of your Sugar instance.

Microsoft Outlook SugarCRM Settings

You also have a series of other options available such as how frequent you would like Microsoft Outlook and Sugar to automatically synchronize with each other, the ability to ignore private flagged meeting events within Outlook such as when to pick up the kids or what time you’re meeting up with a friend, and to even enable auto-archiving within Sugar.

Another option that is available to synchronize between your email client and SugarCRM is Collabspot, which works directly with Google Apps accounts. If your environment solely uses the Gmail web-based email client, we would then recommend using this plugin. Collabspot is created by a third-party provider, so it is an additional purchase on top of your existing SugarCRM license.

Lastly, a final alternative option is built right in to SugarCRM. Every Sugar instance includes a web-based email client that synchronizes directly with all of the other built-in modules. It is up to your Sugar administrator within your business to enable this email client module, however everything that is sent and received using this client will be synchronized directly within Sugar.

Whichever option you end up deciding on to use will be beneficial to your business as it will help keep track of what’s already been discussed with your customers and is all synchronized directly within Sugar to allow others to easily look up that information which will in the end save time and money for your business.

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