Email Integration (15)

Why use SpinOffice for sending emails?

✅Access all your CRM-associated email exchanges in one place, right inside your Inbox. All messages are, on entry, automatically linked to the proper contact. If the recipient is unknown, you can add the contact to your database as new or link it to an existing contact, and SpinOffice will pick up all former communication and add it to the contact’s archive. Building up your database has never been easier! ✅Your team will become more efficient. Each user will get their inbox with many options as internal forwarding, folder linking, converting to task, and more. ✅SpinOffice uses IMAP protocol to retrieve email messages from your mailbox. The inbox folder, sent items, and trash folder are in sync. All your emails remain in your current mailbox, but every day, we make a backup of your data on our highly secured servers.

How to add a Microsoft Outlook account with App password?

There are three ways to connect your Microsoft Outlook account to SpinOffice CRM. In all cases, SpinOffice uses the IMAP protocol. Connect your Microsoft Outlook with: Username and password: instant access to your account without any security layer. OAuth 2.0: instead of storing the username and password of your account, we use an access token and refresh token provided by Microsoft. These tokens are given to us as a third party, not the actual login data. Follow these steps for configuration with OAuth2.0. App password: instead of storing the username and password of your Outlook account, SpinOffice uses an App password that you create in your Outlook account. On this support page, we will show you how to add a Microsoft Outlook account with an App password. Create a new App password for SpinOffice, and take the following steps: First, turn on two-step verification for your Microsoft Outlook account. This is required. Two-step verification helps protect you by making it more difficult for someone else to sign in to your Outlook account. It uses two different forms of identity: your password and a contact method like your phone. When done, go to the Security Basics page and sign in to your Outlook account. Select Advanced security options. The following screen will appear⬇️: Under App passwords, select Create a new App password. A new App password is generated and appears on your screen. Copy this password to your clipboard. Go to SpinOffice and enter the App password in the password field of the email configuration wizard. Choose Connect, and SpinOffice will use this App password to connect to your Microsoft account. If you have problems going through the above steps, please contact us.

How to add an Office 365 account with App password?

There are three ways to connect your Office 365 account to SpinOffice CRM. In all cases, SpinOffice uses the IMAP protocol. Connect your Office 365 with: Username and password: instant access to your account without any security layer. OAuth 2.0: instead of storing the username and password of your account, we use an access token and refresh token provided by Microsoft. These tokens are given to us as a third party, not the actual login data. Follow these steps for configuration with OAuth2.0. App password: instead of storing the username and password of your Office 365 account, SpinOffice uses an App password that you create in your Office 365 account. On this support page, we will show you how to add an Office 365 account with an App password. To create a new App password for SpinOffice, take the following steps: First, turn on Multifactor authentication for your Office 365 account. This is required. Multifactor authentication helps protect you by making it more difficult for someone else to sign in to your Office 365 account. It uses two different forms of identity: your password, and a contact method like your phone. When done, go to the Security basics page. Click on the '+ Add method'. The following pop-up screen will appear⬇️: Important: If the App password option is not available as a security method, your administrator may not allow you to use it. Please contact your administrator first. Select the option 'App password' and click on 'Add'. Follow the steps to create an App password for SpinOffice CRM. Copy this password to your clipboard. Go to SpinOffice and enter the App password in the password field of the email configuration wizard. Choose Connect and SpinOffice will use this App password to connect to your Office 365 account. If you have problems going through the above steps, please contact us.

How to add a Google or Gmail account with App Password?

SpinOffice complies with Google's security standards but is not a Google product. As a result, it is classified as a "third-party app" and will require the use of an App Password starting from September 2024. Watch the instruction video in which we show the steps These steps apply to both new and existing email configurations: Go to your Google account. Select Security on the left side of your screen. Go to the 'Signing in to Google' part and choose App Passwords. You may need to sign in. Not given the App Passwords option? Then, first, make sure that 2-Step Verification is set up for your account: Click on 2-Step Verification. You may need to sign in. Follow the steps by entering your phone number and choosing a way you want to receive a verification code (voice or text message). Enter the code and choose Turn on. Return to your Google Account home screen and choose App Passwords. On the App Passwords page, at the bottom click on Select app and select Other (Custom name). Fill in SpinOffice and click on Generate. A unique App Password is generated. The App Password is a sixteen-character code in the yellow bar. Copy this password to your clipboard. Open SpinOffice CRM. Go to the Inbox. Is the email configuration wizard displayed? Then choose Gmail, enter the generated App Password, and go to step 13. (If the wizard is not shown, click the gear icon in the top right corner of your Inbox.) Choose Email Accounts. Click on the Google or Gmail account to open the settings and choose Enter password. Enter the generated App Password in the password field. Choose Connect, and SpinOffice will then use this App Password to connect to your Google / Gmail account. If you have problems going through the above steps, please contact us.

I don't succeed to integrate my Google or Gmail account. What should I do?

Since September 2024, Google no longer allows "third-party apps" (such as SpinOffice CRM) that use your username and password only to log in to your Google account. Google does this to protect your account. From that date, it is a requirement that third-party apps connect to your Google account via a so-called App Password.  Read more about the change here. SpinOffice meets Google's security standards, but it is not a "Google" product, so SpinOffice is considered a "third-party app" and therefore requires the use of an App Password from May 30, 2022. To add a Google or Gmail account in SpinOffice with an App Password, follow the steps below⬇️: Go to your Google account. Select Security on the left side of your screen. Go to the 'Signing in to Google' part and choose App Passwords. You may need to sign in.  Not given the App Passwords option? Then first make sure that 2-Step Verification is set up for your account. That is a requirement: Click on 2-Step Verification. You may need to sign in. Follow the steps by entering your phone number and choosing a way you want to receive a verification code (voice or text message). Enter the code and choose Turn on. Return to your Google Account home screen and choose App Passwords. On the App Passwords page, at the bottom click on Select app and select Other (Custom name). Fill in SpinOffice and click on Generate. A unique App Password is generated. The App Password is a sixteen-character code in the yellow bar. Copy this password to your clipboard. Go to SpinOffice and enter the App Password in the password field of the email configuration wizard. Choose Connect and SpinOffice will then use this App Password to connect to your Google / Gmail account. Also, watch the instruction video in which we show the steps⬇️: If you have problems going through the above steps, please contact us.

Does my email sync with my mobile devices?

✅ Yes, with IMAP it does! IMAP (Internet Message Access Protocol) is the best way to make sure you can see all your mail at any time on all of your devices. SpinOffice will sync the incoming mail, sent items, and the trash folder of your mail account.

How to enable notifications for new emails?

The ability to get notifications with every new email message without opening the inbox is a very smart feature that is greatly appreciated by many of our customers. It works both on Mac (appearing in the Notification Center) and Windows PC (appearing as a slider inside the application window). How do you enable the slider notifications? Go to the menu option Administration -> User settings -> Notifications and change the notification style into a Slider - message. Mac users should still allow notifications on their local Mac. Go to -> System Preferences; Notifications, scroll to SpinOffice, and allow notifications there.

How to create my own email template?

In SpinOffice, it is possible to create your templates.  Go to the menu item Administration -> Email -> Email templates.  The following screen appears⬇️ ➡️Choose 'New' to build your template from scratch with the editor or HTML.  ➡️Or go to the option 'Open' to select an existing email template.  ➡️ To create a duplicate of the default email template, open the default one and click on 'Save as' to save it as a new version and to continue from there. This is the default template available in your database⬇️ The <> salutation works as follows. It is dependent on the gender/salutation field on the contact card: formal or informal saturation that defines if it will become, for instance, "Dear Hugo," or "Dear Mr. Van der Horst". Add merge fields, e.g., «My Email», «My first name», «My last name», or «My Job title» from -My list- to customize the template. All the merge fields that are mentioned will automatically be filled with the contact information that you have filled in under Administration -> User settings -> User profile. The company logo is picked from Administration -> CRM preferences -> Company, where the default logo can be added. If you want to have a new email template as default for sending emails. Click on 'Action type' and select your template. When finished, please close the template builder section and click on the 'Refresh' button to update the database. Your newly added template is now available as an email template.

How do I personalize my email signature?

In SpinOffice, it is possible to create unlimited templates, including a default template that you can use for all outbound emails. Here are the steps to personalize your template. Go to the menu item Administration -> Email -> Email templates. Choose one of the two options: New: create new templates based on the default template. What's the default template?  See below⬇️Add merge fields, e.g., «My Email», «My first name», «My last name», or «My Job title» from -My list- to customize the template. When finished, click on 'Save'. Open: open an existing template to adjust the content of it. When finished, click on 'Save'.  Choose 'Edit’ to set the subject, some preferences to add attachments, and determine the template tab that the template should be saved under. Click on ‘Save’ when finished and close this template builder section. Personal information for your email signature Go to the menu item Administration -> User Settings to complete your contact information. Most of the information can be used as a mail merge field in the email template builder (Administration -> Email -> Email templates). So make sure you fill in your profile. If you upload your company logo, it will be automatically added to the default email template.

How do I send a scheduled email?

Send your emails when it suits you. Scheduled emails are great for sending out certain emails that are still being worked on during weekends or evenings at an ideal time, such as Monday at 9:00 AM. How does it work? Create a new email message. Click on the arrow next to Send. Choose a suggested option or choose Send later to determine your preferred date and time. All scheduled e-mail messages are ready in the Outbox folder and are automatically sent at the time you schedule. It's that simple! Use this smart feature and work even more efficiently with SpinOffice.

What is the difference between POP3 and IMAP4?

POP3 and IMAP4 are two different protocols (methods) used to access email. ➡️ Of the two, IMAP4 is the better option – and the recommended option – when you need to check your emails from multiple devices, such as a work laptop, a home computer, or a tablet, smartphone, or other mobile device. Tap into your synced (updated) account from any device with IMAP. ➡️ POP3 downloads email from a server to a single computer and then deletes it from the server. Because your messages get downloaded to a single computer or device and then deleted from the server, it can appear that mail is missing or disappearing from your Inbox if you try to check your mail from a different computer. SpinOffice CRM supports IMAP4.

Setting up iCloud mail in SpinOffice with 2-step authentication or App password

With an app-specific password, you can use iCloud Mail through IMAP, even with 2-step authentication enabled. Security and convenience for your iCloud Mail account 2-step authentication is the way to lock your iCloud Mail account for good—and that does include the good email programs on your computers and devices that you set up to access iCloud Mail through IMAP. The password you used in the past will be rejected, and the email client will be without new mail. That does not mean you have to do without IMAP access and your favorite email program, though: you can have iCloud Mail create a safe and random password for each program or service you use to access the account. The password will ideally only be stored in the program you created it for and can be easily revoked at any time when you stop using that program or service or when you fear the password may have been stolen. How to create an iCloud application password for SpinOffice CRM To set up a password that allows an email program to access an iCloud Mail account (for which you have enabled 2-step authentication) through IMAP, for example, to set up iCloud Mail on Android: Make sure 2-step authentication is enabled for your iCloud Mail account. See at the bottom of this page how to enable 2-step authentication. Go to https://appleid.apple.com and Sign in to your Apple account. Use your Touch ID to log in or select an iOS device or phone number to receive a verification code for logging in with 2-step authentication under Verify Your Identity. Type the verification code received under Enter Verification Code. Click Edit in the Security section. Select Generate Password… under APP-SPECIFIC PASSWORDS. Enter the email program for use (SpinOffice CRM) in which you create the password under Label. Example: For a password to set up iCloud Mail in SpinOffice CRM on your Mac using IMAP, for instance, you could use "SpinOffice CRM." Click Create. Save the App password to your clipboard. Enter the password immediately in SpinOffice CRM. Important: Case and punctuation matter for the app-specific password to work. Do not save the password anywhere but in SpinOffice CRM; you can always go back to revoke it (see below) and create a new password. Click Done. How to enable 2-step authentication for iCloud Mail To turn on 2-step authentication for maximum security for your iCloud Mail account: Go to https://appleid.apple.com Click Sign in. Type your iCloud Mail email address over Apple ID under Sign In. Enter your iCloud Mail password over Password. Click Sign In. Select Password and Security. If prompted, enter your answers to the security questions under Please answer your security questions, then click Continue. Follow the Get Started… link under Two-Step Verification. Click Continue under Two-step verification for Apple ID. Click Continue again. Now click Get Started. Click Add a phone number… under Step 1 of 4: Set up your trusted devices. Make sure your country code is selected under Country. Enter a phone number where you can receive SMS messages under Phone Number. Click Next. Type the verification code received at the phone number under the Verification Code. Click Verify. Optionally, click Add another phone number…, repeatedly perhaps, to add additional phone numbers for trusted devices. Click Continue. Click Print Key and print a copy of your Apple ID recovery key. Type the key from a printout under Enter your Recovery Key. Click Confirm. Make sure I understand the conditions above. Is checked. Click Enable two-step Verification. Now click Done. How to revoke an app-specific password To delete a password you created for an application in iCloud Mail: Open My Apple ID. Click Manage your Apple ID. Type your iCloud Mail email address over Apple ID under Sign In... Enter your iCloud Mail password over Password, also under Sign In... Click Sign In. Select an iOS device or phone number to receive a verification code for logging in with 2-step authentication under Send a verification code to: Click Send. Type the verification code received under Verification Code. Click Continue. Open the Password and Security category. Click View History under Generate an app-specific password. Now click Revoke next to the password you want to delete. Click Revoke. Now click Done.

What is DKIM and how does it work?

DKIM (DomainKeys Identified Mail) is a signature any sender can apply to their email messages. This signature makes clear that the message’s sender is the message’s sender and not a bad actor. You can use any domain as the signature. For example, a company called “Red Bananas” will sign their messages with the “redbananas.com” domain to confirm that the message was sent by “Red Bananas”. This is accomplished by inserting a hidden, cryptographic signature into your email header (SpinOffice will do this) and then placing a public key on your website’s DNS that verifies the authenticity of this signature. Essentially, when you set up a DKIM, you’re telling internet service providers (ISPs) that you are sending mail from an authorized system and that it is not spam or spoofing. Like other email authentication methods, DKIM lets senders associate a specific domain with their email messages. Records published on the DNS vouch for an email’s authenticity. However, DKIM has a unique way of doing this with an encrypted digital signature: A public key is published on the DNS text record. A private key is included in the email header. That private key is the encrypted digital signature, which should be unique to the sender and match what’s published on the DNS. When the two DKIM keys match, mailbox providers verify the identity of the sender and the message goes through to the inbox. If the key pair does not match, or if there is no DKIM signature detected by the email provider, it’s more likely that the email will be rejected or filtered into the spam folder.   DKIM itself does not filter emails, but it helps the receiving mail servers decide how to best filter incoming messages. A successful DKIM verification means a reduced spam score for a message, and that’s why setting up DKIM authentication is so important for email deliverability. DKIM will help prevent spoofing and phishing of your domain, and an added benefit is that it allows Mailbox Providers such as Gmail, Microsoft, Yahoo, and AOL to track the email reputation of your sending domain. With SpinOffice, we already offer SPF authentication. But since today, we also offer DKIM. Therefore, we highly recommend all customers set up both for their sending domains. How to implement DKIM for SpinOffice? To set up DKIM with SpinOffice, you need to add two CNAME records in the DNS settings of your domain. Follow the How to Set up Email Domain Authentication (SPF and DKIM) instructions to perform this. DKIM is instantly applicable to SpinOffice.

How to set up Email Domain Authentication (SPF and DKIM)

When you send emails, mailbox providers (such as Gmail, Outlook, AOL, and Yahoo) identify if emails are legitimate or are sent by a spammer or phisher. This includes emails sent from SpinOffice CRM. This is why setting up email authentication is important. There are three authentication standards used to verify a sender's identity. SPF, DKIM, and DMARC. Since February 2024, Gmail and Yahoo require DKIM and DMARC authentication to achieve delivery. Other mailbox providers already expect senders to authenticate their email traffic through SPF. With SpinOffice, we offer SPF and DKIM authentication. Therefore, we highly recommend all customers set up both for their sending domains. This is a one-time configuration step per domain name. SPF SPF (Sender Policy Framework) records are TXT records on your domain that authorize specific servers to send mail using your domain name. SPF is like a security guard for emails. It allows you (the sender) to publish a public record that lists what IPs can be sent from your domain. The record is created in the DNS as a TXT record for your domain. When a Mailbox Provider like Gmail receives a message using this domain, it can look at your public DNS record to see if the IP is permitted to send the campaign. In simple terms, SPF acts as a gatekeeper, ensuring only legitimate emails get through, keeping you and your subscribers safe from phishing scams. You can only create one SPF record for your domain name. If you have an existing SPF record, you will need to modify your current record instead of creating a new SPF record. To check if your domain has an SPF record, visit MX Toolbox. To set up SPF, please the option below that applies to your domain: 1. Your domain does not have an SPF record: Login to your DNS provider of your domain and locate your DNS record settings. Create a new TXT record and paste the following line in the text box: v=spf1 include:spf.spinoffice-crm.com -all Save the record. 2. Your domain already has an SPF record: Login to your DNS provider of your domain and locate your DNS record settings. Add the following text to the existing TXT record, before the closing -all tag: include:spf.spinoffice-crm.com Save the record. After you've made the required SPF changes, please wait 24 hours for the changes to propagate. DKIM DKIM (DomainKeys Identified Mail) is a signature any sender can apply to their email messages. This signature makes clear that the message's sender is the message's sender and not a bad actor. You can use any domain as the signature. For example, a company called "Red Bananas" will sign their messages with the "redbananas.com" domain to confirm that the message was sent by "Red Bananas." This is accomplished by inserting a hidden, cryptographic signature into your email header (SpinOffice will do this) and then placing a public key on your website's DNS that verifies the authenticity of this signature. DKIM will help prevent spoofing and phishing of your domain, and an added benefit is that it allows Mailbox Providers such as Gmail, Microsoft, Yahoo, and AOL to track the email reputation of your sending domain. If the reputation of your sending domain is stronger than the reputation of the sending IPs, Mailbox Providers may default to your sending domain reputation, which could improve your email performance. To set up DKIM with SpinOffice, follow the instructions for creating new CNAME records: Login to the DNS provider of your domain. Copy the following values and paste them into the appropriate fields for your domain: Type Naam Waarde CNAME mrsel1._domainkey mrsel1._domainkey.spinoffice-crm.com CNAME mrsel2._domainkey mrsel2._domainkey.spinoffice-crm.com CNAME mrsel3._domainkey mrsel3._domainkey.spinoffice-crm.com Save the CNAME records. Send a message to support@spinoffice-crm.com to indicate which domain(s) DKIM has been set up for. We route your email via the DKIM mail server that has been set up for this purpose. DKIM applies once your domain has been added to this DKIM mail server. Troubleshooting DKIM Issues General Issues If you get an error 'DKIM = did not pass' or 'DKIM_PermError' when sending emails, contact SpinOffice support at support@spinoffice-crm.com with a screenshot of the error. If you have added the DKIM CNAME records for new domains, contact support@spinoffice-crm.com with your request. If the DKIM records are unique and valid but not verified yet, contact your DNS provider's support or contact us at support@spinoffice-crm.com CCing them in the email. DKIM Verification issues Records not matching: There may be instances where certain characters are missing or extra characters are added in the DNS compared to what is configured in SpinOffice. In such cases, the DKIM verification may fail. Ensure that there are no spaces in the DNS. Avoid spaces in CNAME record: Ensure that there are no spaces before or after any of the characters in the CNAME record. Records not published: Even if the DKIM records are correctly added to the DNS, they may not be published. To verify if the records are published, perform a DKIM lookup by entering your domain:mrsel1 in MX Toolbox. For example, for sending domain spinware.nl enter as DKM lookup spinware.nl:mrsel1. A published CNAME record should look like this: When the test is positive/green, the record is found in your domain.

How to check the SPF records of my domain?

Go to mxtoolbox.com/spf.aspx Enter your domain name (without www) Click on the orange "SPF Record Lookup" button. The following page is shown. (For example, we use the records of our domain) The green shaded area shows the current structure of your domain's SPF records. This will differ from the above image, but you can see in our example that the required SPF record include:spf.spinoffice-crm.com is included. Add that to the DNS zone of your domain. Does your SPF check result also show this line? Perfect, then you have successfully added the record!