How to Integrate Zoho CRM with Your 📧 Email Server (Step-by-Step Guide)

Jun 12, 2025

Email communication is at the heart of every customer relationship. Whether you’re nurturing leads, closing deals, or supporting customers, you need your emails in sync with your CRM.

That’s where email integration in Zoho CRM comes in.

We will walk you through how to connect your email server to Zoho CRM — so you can send, receive, and track emails directly within the CRM, keeping your communication centralized and your sales team more productive.

🔍 Why Integrate Your Email with Zoho CRM?

Here are a few key benefits:

  • 📬 Two-way email sync — View and reply to client emails from within CRM

  • 📅 Email templates and automation — Send consistent, timely communication

  • 📊 Email insights — Track opens, clicks, replies, and engagement

  • 👥 Better collaboration — Sales reps see the full conversation history

  • 🔒 Centralized record-keeping — No more scattered inboxes or missed messages

🛠️ Integration Options

Zoho CRM offers multiple email integration options, depending on your setup:

  1. POP/IMAP Integration (for any email server like Gmail, Outlook, Zoho Mail, custom domains)

  2. Zoho Mail Add-on

  3. Email Parser (for structured email automation)

This guide focuses on the standard IMAP/SMTP integration, which works with most major providers and custom mail servers.

✅ Prerequisites

Before you begin, make sure you have:

  • A Zoho CRM account with Admin access

  • Your email credentials (email address, password or app password)

  • IMAP/SMTP server details (host, port, security settings)

💡 Tip: If you’re using Gmail, Outlook, or Microsoft 365, you’ll need to enable IMAP and may need to create an app-specific password if 2FA is enabled.

🔧 How to Integrate Your Email Server with Zoho CRM

Step 1: Go to Email Settings in Zoho CRM

  • Log in to Zoho CRM

  • Click the Tools (wrench) icon → Channels → Email

  • Select Email Integration

Step 2: Choose Email Integration Type

  • Under Email Configuration, click IMAP or POP (IMAP is recommended)

  • Select Custom Email if you’re not using Zoho Mail or Gmail/Outlook presets

Step 3: Enter Your Email Server Details

Fill in the following details:

  • Email Address: yourname@yourcompany.com

  • Incoming Server: (e.g., imap.gmail.com or imap.yourdomain.com)

  • Port: 993 for IMAP SSL (or as provided by your email host)

  • Username: usually your email address

  • Password: your email or app-specific password

  • Outgoing Server (SMTP): (e.g., smtp.gmail.com)

  • SMTP Port: 465 or 587 (SSL/TLS)

  • Enable SSL/TLS if required

Step 4: Choose Folders to Sync

Select which email folders to sync with Zoho CRM. For example:

  • Inbox

  • Sent

  • Custom folders (e.g., “Leads”)

Step 5: Test & Authenticate

Click Test Connection to verify the credentials. If successful, click Save and Continue.

You can now choose whether to:

  • Sync all past emails

  • Sync only from a specific date

📬 Sending and Receiving Emails in Zoho CRM

Once the integration is live, you can:

  • Send emails directly from the Emails section inside a Lead or Contact

  • Use pre-built templates

  • Track email opens, replies, and clicks

  • Use workflow rules to send automated emails

🔄 Optional: Add Email Sharing Settings

You can set up email sharing preferences to control visibility:

  • Private: Only the sender sees emails

  • Public: All users with permission see emails on records

  • Custom: Share based on roles or modules

To configure this, go to:
Setup → Channels → Email → Email Sharing Settings

🧠 Best Practices

  • 🧪 Use app passwords for Gmail/Outlook with 2FA

  • ✅ Verify IMAP/SMTP access with your IT/admin

  • 🧹 Set retention limits if syncing thousands of old emails

  • 🔐 Use secure ports and encryption (SSL/TLS)

  • 📈 Use templates and automation for consistent customer follow-ups

🏁 Final Thoughts

Integrating your email server with Zoho CRM ensures every customer conversation is visible, trackable, and tied to the right contact or deal.

Whether you’re using Google Workspace, Microsoft 365, Zoho Mail, or your own domain, this simple setup can transform your CRM into a communication hub — giving your sales team the context they need to close more deals.

Need help configuring your email integration?
As a certified Zoho consultant, I help businesses implement and optimize Zoho CRM — including secure, custom email setups that keep your team connected and productive.

#ZohoCRM #EmailIntegration #ZohoTips #CRMSetup #ZohoConsultant #SmallBusinessTools #CRMStrategy #SalesAutomation #Zoho #ZohoPartner #NavigateCRM