This guide explains how to connect your email to ATZ CRM using custom IMAP settings, powered by our partner Nylas for robust email integration. Your ATZ CRM mailbox will mirror your email provider’s mailbox, syncing all existing emails and folders.

Steps to Connect IMAP Email to ATZ CRM

1. Navigate to Email Settings

• Navigate to your Email Settings in ATZ CRM.

• Select the option to connect your email accounts.

• Note: You can connect up to two email accounts, but this feature is an addon. 

• Set one email as the default for sending emails. If only one email is connected, it will automatically be the default. You can switch between connected emails as needed.

2. Select Your Email Provider

• Choose your email provider from the list by clicking “See all providers.”

• For Office365 Family, Personal, or Free accounts, or other non-standard providers, select “Custom IMAP settings.”

3. Enter IMAP Server Settings

• If you select “IMAP,” you’ll be redirected to a page to enter your server information (e.g., IMAP host, port, and credentials).

• For Office365 users, find your server settings in Outlook:

  1. Sign in to Outlook on the web with your Microsoft 365 email and password.

  2. Click the gear icon in the upper-right corner, then select Settings > View all Outlook settings.

  3. Go to Mail > Sync email to view your IMAP server settings (e.g., imap-mail.outlook.com, port 993).

4. Log In

• Enter the correct IMAP details and click “Log in” to connect your email.

• Once verified, your email will be connected to ATZ CRM.

5. Access Your Mailbox

• Your mailbox is accessible from the left menu bar in ATZ CRM.

• It mirrors your email provider’s mailbox, including all existing folders and emails.

• Note: Initial folder sync takes up to 2–3 hours, and older emails may take up to 24 hours to fully sync. This is a one-time process.

6. Switch Between Mailboxes

• If you have multiple emails connected , you can switch between them within ATZ CRM.

Guide to Accessing Email Port Settings in Outlook

This guide explains how to locate your email server settings in Outlook on the web for Office 365 users, which is useful for configuring IMAP or other email connections (e.g., for ATZ CRM).

Steps to Find Email Port Settings

1. Sign In to Outlook on the Web

   • Open your browser and go to Outlook on the web.

   • Log in using your Microsoft 365 email address and password.

2. Access Settings

   • In the upper-right corner, click the gear icon.

   • Select View all Outlook settings from the dropdown menu.

3. Locate Server Settings

   • Navigate to Mail > Sync email.

   • Your server settings will be displayed, including:

     • IMAP Server: Typically imap-mail.outlook.com (Port: 993, SSL/TLS).

     • SMTP Server: Typically smtp-mail.outlook.com (Port: 587, STARTTLS).

   • Note these details for use in configuring your email client or third-party apps like ATZ CRM.

Example Use Case

These settings are required when connecting your Office 365 email to ATZ CRM via “Custom IMAP settings” in Nylas. Enter the IMAP and SMTP server details, along with your email and password, to establish the connection.

Comply with Email Protection Policies

To ensure secure and reliable email delivery, configure your email settings to align with Google and Yahoo’s updated policies. Key requirements include:

• Email Authentication: Set up SPF, DKIM, and DMARC to verify sender identity.

• Easy Unsubscription: Include one-click unsubscribe options in marketing emails.

• Low Spam Rate: Maintain a spam rate below 0.1% to avoid delivery issues.

For detailed setup instructions, refer to Adhering to Google & Yahoo's Email Protection Policy.

Data Security with Nylas

Your ATZ CRM mailbox mirrors your Gmail account, and Nylas securely stores this data on its servers. Nylas is fully compliant with GDPR, ensuring your email data is protected. Learn more at Nylas GDPR Policy. 

Retaining Emails of Deactivated Users

To preserve emails from deactivated users, use one of these methods:

1. Transfer Emails to an Active User’s Mailbox

   • Move the deactivated user’s emails to a folder within an active user’s Gmail account (via Google Workspace).
     
     

   • Since ATZ CRM mirrors your email provider, these emails will sync and appear in ATZ CRM.
     
     

2. Create a Shared Email Account

   • Set up a new common email ID for archiving purposes.

   • Connect this email as a second account in ATZ CRM (Addon).

   • Transfer emails from departing team members to this account before deleting their individual email ID. This ensures email retention without relying on a specific user’s account.

Support

If you encounter issues or have questions, contact your Email Administrator or ATZ CRM support. For further details, visit ATZ CRM Help Center.

Hope this helps :)