Email Sync in Pipedrive

Pipedrive offers two methods for managing email conversations with your customers: email sync and Smart Bcc.

Whichever method you use, Pipedrive intelligently links your email conversations to the appropriate contacts, leads, and deals based on the recipient's email address. This allows you to view all email conversations from the detail view of both the person and the linked deal.

You also have a dedicated Pipedrive inbox where you can see all of your emails, control the linking and sharing of those emails, and compose new ones by clicking the green pencil icon.

You can customise your newly composed emails to fit your needs, including text formatting, inline images, and smart fields that can pull information from your Pipedrive deals and contacts.

For further customisation, learn more about the email templates and email signature functions within the email sync feature.

Setting Up Your Email Sync

This feature syncs your email inbox to your Pipedrive account, allowing you to access your emails without leaving Pipedrive.

To enable the email sync feature, go to Personal Preferences > Email Sync and click the “Add New Account” button.

Provide the login information for the email account you wish to sync to Pipedrive, and you can start sending emails.

The email sync feature is compatible with all major email providers, including:

• Gmail and Google Apps
• Yahoo! Mail
• Office365/Microsoft365
• Microsoft Exchange (ActiveSync)
• Outlook.com (Hotmail)
• iCloud (MobileMe or DotMac)
• AOL Mail
• FastMail
• GandiMail
• GMX
• Mail.ru
• Yandex.Mail
• GoDaddy Mail
• Hover.com
• Namecheap
• Bluehost
• Soverin
• Zimbra
• 123-reg
• 126
• QQ Mail
• Aliyun (Alibaba Group)
• Netease 163 (China)
• Yeah.net
• 139.com (China)
• Any custom account syncing through generic IMAP via an SSL connection

All incoming and outgoing mail is synced to your Pipedrive account and is associated with the corresponding contacts and deals.

You can adjust the settings of your email functions by going to Personal Preferences > Email Sync. Learn more about setting up the email sync feature in this article.

Email Labels

When establishing a sync to your native email provider, you can choose whether to sync over all emails in your inbox or only the emails that exist in specific folders or labels.

• All Emails: Select “All emails will be synced with Pipedrive” to sync all incoming emails.
• Specific Labels: Choose “Sync emails with specific labels” and select the labels you want to sync.

Archiving and Tracking

You can choose whether to have emails archived or deleted in your synced email account when they’re archived or deleted in Pipedrive.

You can also access Pipedrive’s email tracking functions, which allow users to see when the recipient has opened your sent email or any of its included links.

Learn more about our email tracking feature in this article.

Email Links

You can choose which email application you would like to use to compose new email messages.

• Pipedrive Mail: “Open email links in Pipedrive” will take you to the Mail tab of your Pipedrive account to compose an email after clicking email address links in Pipedrive.
• Default Email App: “Use the default email app on my computer to open email links” will open your default email client (like Gmail) to send an email after clicking address links.

Blocked Addresses

If the email address you’ve synced receives emails you don’t want in Pipedrive, you can register a specific email address (example@domain.com) or a broad domain (@domain.com) as emails that should be ignored in Pipedrive.

Any address or domain that is ignored won’t appear in the Mail tab of your Pipedrive account.

Alternative Email Address for Smart Bcc

By default in Pipedrive, only the email address used to log in to Pipedrive will be authorised to use the Smart Bcc address associated with your account. However, if you send your emails from an email other than the one used to log in to Pipedrive, you can add that email address as an alternative email address.

Adding an email to the accepted list sends a confirmation email to the added address, which must be validated before use.

Email Sharing

This setting configures the default sharing of all future emails in Pipedrive:

• Private: Keep all email conversations private. Emails won't be visible to any other users in the account – even admin users.
• Shared: Share all linked email conversations with others in your company. Other users in your Pipedrive account can see emails associated with any contacts or deals they can access.

Automatic Linking Feature

Pipedrive will automatically associate emails with the appropriate person contact by recognizing the email address associated with that received email. Selecting "Automatically" will also allow Pipedrive to associate that email with an open deal linked to the email’s recipient if an open deal exists in your Pipedrive account.

If you have many open deals with the same email recipient in Pipedrive, it may be more efficient to choose "Manually" to prevent any confusion.

It is also possible to link projects or leads from your Leads Inbox to your emails using Pipedrive's email sync. Learn more about emailing your leads in this article.

If you’re having issues with your email sync connection, follow our email sync troubleshooting guide for tips on resolving common issues.