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For how long my database will be stored?
Limited version After registration, we keep your free Limited database active for a minimum of 120 days. After a period of 120 days of not logging in, we delete the database and all data you have stored in it. Your email address can still be used for email purposes unless you have unsubscribed from our newsletter. Do you want to prevent the database from being deleted? Very simple, log in and the database will remain active for another 120 days. Do you want to delete the database before the 120 days has expired? Read this support article on how to do it yourself. Pro and Enterprise version Paid accounts will not be deleted as long as at least one Pro or Enterprise license is active. When all licenses have expired, the 120-day no-login period, as stated above, applies. All Limited, Pro, and Enterprise databases that have been deleted will be retained on one of our servers within Amazon Web Services for 30 days. After 30 days we will permanently delete your database and all data you have stored in it.
Modified on 16 December 2022
'Undelivered Mail Returned to Sender' failure for sending emails.
When you receive following 'Undelivered Mail Returned to Sender' failure in your inbox when sending an e-mail it can have several causes, including your mail from being marked as SPAM by the receiving mail server. Please sent the entire message to us so we can take a close look at it and inform you what to do. In general, to prevent your outgoing email sent from out of SpinOffice to be marked as SPAM, we advise you to have our mail server added to the SPF records of your domain. Your domain hosting provider will be able to to this in the portal area of your domain. Add our mail server to the DNS-zone of your domain in order to have email traffic from our servers to be accepted by your mail provider. The record that should be added is: include:spf.spinoffice-crm.com The SPF records will look as follow: v=spf1 include:spf.spinoffice-crm.com -all When this is done, your sent email will no longer be marked as SPAM.
Modified on 28 November 2022
My outgoing email ends up in my recipient's SPAM folder. How do I make sure they are shipped securely?
All outgoing mail sent from SpinOffice is sent via our SMTP mail server. When retrieving mail, mail clients increasingly check whether the sender is the rightful owner of the domain. When they can't check this, they mark the mail as SPAM. There is a good chance that this is the reason why your mail ends up in SPAM. How can you prevent this? By adding our mail server as so-called 'SPF records' in the DNS settings of your domain. This indicates that our mail server is a 'secure sender' of your mail messages. Set the SPF records If you can log in to your domain data yourself, go to the DNS settings. Do you have an external domain administrator? They know exactly how and where to adjust it. SPF records are set in the DNS zone of the domain name. There are two possible options: 1. Your domain does not have a SPF record yet Create a new TXT record for your domain and paste the following line in the text box: v=spf1 include:spf.spinoffice-crm.com -all 2. Your domain already has an SPF record Add following text to the existing TXT record for your domain: include:spf.spinoffice-crm.com After you've made the required SPF changes, please wait 24 hours for the changes to propagate. From that moment, your outgoing mail from SpinOffice will be considered as 'safe'. Doesn't this resolve the problem? If your outgoing mail continues to be sent as SPAM, then something else is going on. Please contact us. We will do an analysis based on a SPAM report from a recipient.
We are planning to launch a full sync of your Office 365 Contacts in December 2022.
Modified on 18 October 2022
How do tags work?
Tags are the successor to the current keywords option in SpinOffice. Use tags to distinguish and group your business contacts. Decide for yourself which tags you want to use for your contacts. For example, make a distinguish between certain products or services, categories, a certain status or customer characteristics. Then give the correct tag(s) to any contact in your CRM. This way you can search, categorize and filter your contacts even more efficiently. How do you tag your contacts? When you add or edit a contact in SpinOffice, you will find the tags as a tab on the left side of the Add contact / Edit contact details screen. Add new or predefined tags here for this specific contact. It is also possible to add tags directly from the Contact list screen. To do that, go through these steps: Go to the Contact list screen. Find the desired contact for which you want to add tags. You will find the tags option under the CONTACT DETAILS widget on the right. Add tags as you want by entering them manually. Or choose previously selected tags from a drop-down list. AAll added tags are immediately shown. Go through your contacts to add your tags. You have an unlimited number of tags at your disposal. Manage all tags As mentioned, you can determine and manage all your tags yourself. Go to the main menu and choose option Administration -> Tags. Here you can add and remove an unlimited number of tags. See an example below. All tags that you have manually used for contacts are also shown in this screen. Important: In the Pro and Enterprise versions you have access to tag groups. This offers the possibility to create categories and use different colors. Search and filter contacts based on tags Searching by tags is very easy. Start the search with a hashtag "#" and then enter the tag. Below is an example where we filter on the tag "hot prospect". Pressing #hot will show the tag. Click on the tag in search list and all contacts with the tag "hot prospect" will be filtered and displayed. Another way to make a filter of your contact based on a filter is to create a filter on an existing tag at a contact. First, go to a contact that has the tag you want to filter on. Then click on the 'tag' icon next to the tag shown. Choose Apply filter. All contact with this tag are filtered and shown. Removing tags Of course you can easily remove the tags from an individual contact by clicking on the 'tag' icon next to the displayed tag and choosing Delete. Do you want to delete an entire tag? Then go to menu option Administration -> Tags and remove the tag itself. The tag will be removed for all contacts.
Modified on 27 September 2022
How do I add a new email account?
SpinOffice will help you via a wizard where you can enter the proper account credentials and incoming mail server settings (IMAP) of your mail account. Start the configuration from various places in the software; on the Home Dashboard, in your Inbox or from main menu option Administration -> Email -> Email accounts and than '+' for a new account. In all cases, SpinOffice will show you the following popup: Select the email account of your choice. If it is not an Office 365, Outlook or Gmail/Google account, select the IMAP option. Enter the email address and click on 'Start'. Enter the account password. Office 365: We recommend to select OAuth2.O as authentication method. Follow these steps and SpinOffice will connect with your Office 365 account. Outlook: Also for Outlook, we recommend to select OAuth2.O as authentication method. Follow this steps and SpinOffice will connect with your Outlook account. Gmail: It will automatically connect. It might block SpinOffice to connect. Having problems? Here's a checklist to solve that. IMAP: SpinOffice will try to find the right IMAP settings. Click on 'Show server settings' to manually enter the right account credentials. Is it a me.com, iCloud.com or mac.com account? Then it requires an 'app-specific password' for IMAP. Click here how to create that for SpinOffice within your iCloud account. Click on 'Connect' to make connection. After a few minutes SpinOffice shows you the result: If connection is made successfully, the setup wizard is closed and your emails will come in. If not, please adjust the server settings; your account name, password and incoming email server. Tip: check how the account is configured on your phone, the same IMAP settings are used there. When SpinOffice keeps saying that we cannot connect, please contact us for free support to solve the issue. When the connection is successful, go to Inbox to see all incoming messages. In the free Limited version, you can connect 1 email account. And all messages over the last 30 days will be brought into your inbox. With a Pro license, for 5 email accounts all incoming messages, sent items and trash items will be in sync.
Modified on 21 September 2022