Email Inbox Syncing helps to streamline your email communication within Insightly CRM. With this feature, any email sent from Insightly is automatically synced with your connected inbox (e.g., Gmail, O365 or Outlook). When someone replies to that email, their response is logged in Insightly as a new email record and will appear under "My Sent Emails" or "My Received Emails", depending on the direction of the communication. This feature is available across all pricing plans and helps ensure no message is missed, while reducing manual effort and improving data accuracy.
Please note that Email Inbox Sync applies only when the first email is sent from Insightly CRM. All subsequent replies from your inbox related to that conversation will be automatically tracked and synced.
Email Sync: Your Complete Guide
With real-time syncing, emails from connected inboxes are automatically captured—no manual forwarding or logging required. Each email is automatically linked to the appropriate CRM record based on the sender or recipient’s email address. For example, if an email is from a recognized contact, it will be automatically associated with that Contact’s record in Insightly. Please see this video for more information.
To ensure both incoming and outgoing emails are logged and matched to the correct records in Insightly, follow these steps:
To activate this feature, click your Profile icon in the top-right corner and navigate to User Settings.
From the left-hand menu, select Email Inbox Sync, then click Add Account.
Enter the email address you would like to sync.
You will then be redirected to the authentication page associated with your email provider: Google, Microsoft, or Outlook
After authentication, your email will appear in the Email Inbox Sync list with a verification checkmark.
- Once connected, your email account will be linked to Insightly, and you’ll see a confirmation message: "Email Account Synced."
If you deactivate a synced email account, any replies to emails sent through Insightly will no longer sync automatically from that point forward. However, all previously synced emails will remain stored in Insightly.
Email Sync: What You Need To Know
- Send Emails Directly from Insightly: Using the Insightly email interface, you can send emails to existing Contacts or Leads directly from your synced email account (as outlined in the steps above).
- Automatic Reply Logging: When a Contact or Lead replies, their response will automatically be logged in the Emails list and in any related record where email activity is tracked—such as the Activity tab of a Contact or Lead profile.
- Seamless Continuation of Conversations: After sending an email from Insightly, you can continue the conversation in your regular email platform (e.g., Gmail, Outlook, or Office 365), and all replies in that thread will automatically sync back to Insightly.
- Automatic Attachment Sync: Attachments from synced emails are automatically saved to the Related > Files section of the corresponding record, complete with file type and size details—making them easy to access and download.
- Real-Time Email Notifications: Receive instant notifications for new emails, including key information and direct links to associated Contacts, Leads, or Opportunities—so you never miss a critical update.
- Inactive Account Policy: Email sync will be automatically disabled for accounts that remain inactive for more than 30 days. Upon your next login, you'll be prompted to reauthorize your email account to resume syncing.