What this feature does and when to use it?
Recruit CRM integrates with Outlook and Office 365 through Nylas.com, allowing you to access your native mailbox directly within Recruit CRM. Once connected, your mailbox mirrors your Outlook mailbox, enabling you to send, receive, and manage emails without leaving the platform.
This feature is useful when you want to:
Connect your Outlook or Office 365 mailbox to Recruit CRM.
Send and receive emails directly from Recruit CRM.
Connect up to two email accounts (Business plan and above).
Switch between connected mailboxes.
Sync your Outlook mailbox with Recruit CRM.
Connect your Outlook/Office 365 email
It will take up to 2-3 hours for your initial folders to sync with Recruit CRM and it may take up to 24 hours for your older emails to sync completely. This is just a one-time activity when you connect your email to Recruit CRM using Nylas for the first time.
Navigate to Profile Settings > Email Settings.
Please note: You can connect up to two email accounts on the Business Plan and above, and you can switch between connected mailboxes at any time.
If only one email is connected, it will automatically be used as your default sending address.
Click Connect, then, on the Nylas page, select Continue with Microsoft.
Enter the Outlook or Office 365 email address you want to connect.
Please note: If you're connecting an Office 365 email account, you'll be automatically redirected to the Microsoft sign-in page. Simply sign in to your account, review and grant the requested permissions, and you'll be good to go 👍
Sign in to your Microsoft account, grant the requested permissions, and click Continue.
Once your account is verified, your mailbox will be connected to Recruit CRM.
Open Mailbox from the left navigation menu to access your synced emails.
Your Recruit CRM mailbox mirrors your Outlook mailbox, so your existing folders and emails will begin syncing automatically.
Note: Currently we don’t have the ability to organize the folders in the same way they appear in Outlook. The arrangement is entirely dependent on the responses we receive from Nylas, our third-party email service provider.
If you have multiple connected email accounts, you can switch between mailboxes from within the Mailbox using the Dropdown.
Important Note
Since Recruit CRM is a verified Microsoft app, most of the users will not need the Admin approval to connect their email. However, if your organization has strict security settings, you might still see a 'Need Admin Approval' message. If this happens, ask your Microsoft Admin to follow the steps below to grant access.
If your Admin Approval is still required, your Microsoft/Office 365 administrator will need to log in and approve the connection for users under the same domain/account. Once this is done, other users under the same domain can connect their email to Recruit CRM without any further issues.
Connecting Microsoft Office 365 accounts using IMAP settings
If you are using any one of the following types of Microsoft Office 365 accounts:
Office 365 family
Office 365 personal
Office 365 free
Connect your mailbox using the Custom IMAP Settings option by selecting View all Providers on the email connection page.
You can choose to expand or collapse the Folders & Labels section in the Mailbox. The selected state is also persisted, so it remains the same when you return.
Configure your email settings to align with email protection policies
For a seamless and secure email experience, please adhere to the enhanced security measures implemented by Google and Yahoo. Follow this quick walkthrough to make necessary adjustments in your email settings according to the updated policies:
These measures, including email authentication (SPF, DKIM, DMARC), easy unsubscription, and maintaining a low spam rate, are essential to align with the latest security protocols and ensure optimal email communication.
Email data security
Recruit CRM's mailbox acts as a mirror of your real email provider. When you connect your email using our integration, Nylas stores this information on their servers.
Nylas is GDPR compliant, helping ensure your email data is handled securely and in accordance with industry standards.
For more information, you can review Nylas' GDPR Policy here:
How to retain the emails of deactivated users?
Here are two ways through which you can retain the emails of the deactivated users:
1. Move/transfer the emails of the deactivated users to a folder within the mailbox of an active user:
You can move/transfer the emails of the deactivated users to a folder within the mailbox of an active user on G Suite/Outlook. The Recruit CRM's mailbox operates as a mirror of your real email provider, so all the emails in the respective folder will be synced and will be visible in Recruit CRM as well.
2. Create a new email ID and connect it in Recruit CRM:
You can create a new common email ID specifically to backup emails and as Recruit CRM allows users to connect 2 email accounts (available on the Business plan and above) any one of the users on your team can connect this common email to their Recruit CRM account as their 2nd email.
Whenever someone leaves your team, you can transfer their emails to this common email account before deleting the email ID of the ex-employee. This will ensure emails are retained once someone leaves without transferring emails into any specific individual's email account.
Troubleshooting
Problem: My emails haven't finished syncing.
Problem: My emails haven't finished syncing.
Likely Cause: The initial mailbox synchronization is still in progress.
What to Check: Check how long ago you connected your mailbox.
Resolution: Allow up to 2–3 hours for folders to sync and up to 24 hours for older emails to appear.
FAQs
Which email account is used to send emails?
Which email account is used to send emails?
If only one email account is connected, it will automatically be set as the default. If multiple accounts are connected, you can choose which email account to send from.
Conclusion
Connecting your Outlook or Office 365 mailbox to Recruit CRM allows you to manage your email communication directly from the platform.