By utilizing 2-Way Sync for Outlook, individuals have the ability to connect their Outlook account with the CRM system, allowing for the synchronization of emails between the two platforms. When an email is initially sent from the CRM, both platforms establish a connection. As a result, all subsequent emails within the conversation will remain synchronized across both platforms.
Guidelines for Establishing Two-Way Email Synchronization in Outlook (GoHighLevel)
To establish the connection, follow these steps:
- Access the Settings page.
- Navigate to the My Profile tab and then proceed to the General tab.
- Scroll down to find the Email (2-way sync) section.
Choose Outlook as your email service provider and click on the Connect option.
Conclude the authorization process by granting the requested permissions for LeadConnector approval.
Navigate to the profile page and scroll down to the Email (2-way sync) section to check your email’s connection status.
How does the synchronization between the CRM and your email account work in 2-way sync?
To establish synchronization between both platforms, you must initiate the process by emailing a contact from the CRM. It is important to note that the first outbound email must be initiated from the CRM for the sync to be established.
All subsequent messages in the email thread initiated from the CRM will be synchronized between both platforms. This means that outbound emails sent from your email account will be reflected in the CRM and vice versa. The email communication will remain in sync across both platforms.
Email conversations initiated from your email account will not be synchronized with the CRM system. Only email threads that originated from the CRM will be kept in sync.
If an outbound email is sent while the synchronization is active, but the sync connection is later disconnected from the CRM, the subsequent messages within that email thread will no longer be synchronized. This will also prevent new outbound emails sent from the CRM from being synchronized.
Please be aware that attachments with a size of up to 3 MB will be supported in this synchronization. However, any attachments exceeding this size limit will not be synchronized.
Additional features and functionalities of Outlook Two-way sync
Email Update: This feature allows users to change their connected email ID to a different one without disconnecting the previous connection. It provides flexibility and convenience for users who may need to switch their primary email addresses while maintaining the synchronization between the CRM and their email accounts.
When a new outbound email is sent from the CRM using the newly added email address, it will begin syncing with that specific email account. However, it’s important to note that any upcoming messages within the same email thread that were previously connected to the old email address will no longer synchronize between the CRM and the personal email. The synchronization will be limited to the new email address in the future.
Email Disconnection: The “Disconnect Email” feature allows users to sever the connection between their email account and the CRM, effectively stopping the synchronization between the two platforms. Once the disconnection is made, emails and messages will no longer synchronize between the CRM and the personal email account.
Does Two-Way Sync Support Individual Emails, Bulk Emails, and Workflows?
How Sender Domain Mapping Works for Different Types of Emails:
Individual Email: When connecting a personal email account (Gmail), the Gmail email ID will be used as the sender domain for individual emails the user sends.
Bulk Email: If the user enters their email ID (after setting up two-way sync) in the “From Field” for bulk emails, their email ID will serve as the sender domain. If the field is left blank, the sender domain will be determined based on the sub-account level provider.
Bulk Email: If the user enters an email ID different from their connected email ID (Gmail), the sub-account level provider will be used as the sender domain.
Workflow & Automation: Emails sent through workflows and automation will continue to use the sub-account level provider as the sender domain.