Linking email account (14)

How do I add a new email account?

SpinOffice will help you via a wizard that allows you to enter the proper account credentials and incoming mail server settings (IMAP) for your mail account.  Start the configuration from various places in the software: on the Home Dashboard, in your Inbox, or from the main menu option:  Administration -> Email -> Email accounts  and then '+' 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 selecting OAuth2.O as the authentication method. Follow these steps, and SpinOffice will connect with your Office 365 account. Outlook: Also, for Outlook, we recommend selecting OAuth2.O as the authentication method. Follow these steps, and SpinOffice will connect with your Outlook account. Gmail: It will automatically connect. It might block SpinOffice from connecting. 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 to learn how to create that for SpinOffice within your iCloud account. Click on 'Connect' to make the connection. After a few minutes, SpinOffice shows you the result: If the connection is made successfully, the setup wizard is closed, and your emails will come in. If it is 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 the Inbox to see all incoming messages.

How do I add my Office 365 email account?

We advise you to configure your Office 365 account in SpinOffice with OAuth 2.0. With OAuth 2.0, instead of storing the username and password of your account, we use an access token and a refresh token provided by Microsoft. These tokens are given to us as a third party, not the actual login data. Follow the steps to add your Office 365 email account: Before integrating your email account, make sure to sign out of your Office 365 account. This is to prevent us from connecting to an incorrect Microsoft account that is already signed in. Return to SpinOffice. On the Home dashboard or the Inbox. Click on Configure email. Add a new email account via '+'. Choose Office 365. Please input your email address and click on Start. SpinOffice will give "Settings found!". Click on Connect to continue. You will be redirected to the Microsoft login page within a new browser tab. If this page does not open, check if your web browser blocks the action and allows the pop-up. Log in to your Office 365 account with your login details. After you log in, you are requested to permit SpinOffice to access your mail. Click on Accept. You are done now, and you will be led to our website. Return to SpinOffice CRM, and your email account should be ready to use. Also, watch the video below where we show you the configuration steps. 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. 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. Watch the instruction video in which we show the steps

How to add my Microsoft Outlook email account?

We suggest that you configure your Outlook account in SpinOffice with OAuth 2.0. With 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 the steps to add your Outlook email account: Before integrating your email account, make sure to sign out of your Outlook account. This is to prevent us from connecting to an incorrect Microsoft account that is already signed in. Return to SpinOffice. On the Home dashboard or the Inbox, click on Configure email. Choose Outlook. Please input your email address and click on Start. SpinOffice will give "Settings found!". Click on Connect to continue. You will be redirected to the Microsoft login page within a new browser tab. If this page does not open, check if your web browser blocks the action and allows the pop-up. Log in to your Microsoft Outlook account with your login details. After you log in, you are requested to permit SpinOffice to access your mail. Click on Accept.  You are done now, and you will be led to our website. Return to SpinOffice CRM and your email account should be ready to use. You can also watch this video to follow those steps If you have problems going through the above steps, please contact us.

I get a 'Failed unknown error' when configuring an iCloud, me.com account. How to resolve?

That's a message we receive from Apple when we try to connect with your Apple account. Two reasons could cause this message: Incorrect account name and/or password: In the configuration wizard, enter the following: Server name: imap.mail.me.com SSL Required: Yes Account name: This is usually the name part of your iCloud email address (for example, emilyparker, not emilyparker@icloud.com). If SpinOffice can't connect to iCloud using just the name part of your iCloud email address, try using the full address. Password: your mail account password When this is not solved the issue, you have to generate an app-specific password for SpinOffice in order to connect. To set up a password that allows SpinOffice to access your iCloud or me.com account through IMAP, follow these steps. After you generate your app-specific password, enter or paste it into the password field of SpinOffice as you would normally.

I cannot configure my email account. What should I do?

The most important thing is that you have the correct account details at hand, because to integrate your email  SpinOffice needs your account name, the associated password and possibly the IMAP server (server for incoming email). So make sure you have that ready. Many mail accounts (e.g. Microsoft, Outlook, Google, iCloud) offer OAuth2.0 authentication for a secure connection to your email account. This means that SpinOffice connects with your email account without entering your account password. Instead of storing the username and password for your account, we use "access tokens" and "refresh tokens" from Microsoft. This means we do not have or store your account credentials. That's a safe thought, right! SpinOffice offers both email account + password configuration (IMAP_ and OAuth2.0 authentication. Here are some helpful articles for troubleshooting configuration issues with the most common types of email accounts: Outlook / Office 365 How to add a Microsoft Outlook / Office 365 account with OAuth 2.0? How to add an Office 365 account with App password? How to add a Microsoft Outlook account with App password? Google / Gmail How to add a Google / Gmail account? I don't succeed to integrate my Google or Gmail account. What should I do? iCloud I get a 'Failed unknown error' when configuring an Apple account (iCloud, me.com) account. How to resolve? How to add an iCloud account with App password? If this is not enough and for some reason you are unable to configure the account, or SpinOffice gives an unclear connection error, please contact us and we will help you solve the connection problem. To start configuring an email account again, follow the steps as described in the following article How to add a new email account.

How to add a Microsoft Outlook account with App password?

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?

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.

Which parts of Google Workspace can I connect?

SpinOffice works with both Microsoft and Google, but the available features differ per component. It's important to know this in advance, as it determines how SpinOffice fits into your existing workflow. Microsoft 365 / Outlook  This lets you connect: Email (incoming and outgoing) Calendar Contacts Google Workspace / Gmail  This lets you connect only: Email Calendar, contacts, and Google Drive currently cannot be connected to SpinOffice. What does this mean in practice?  If you work with Google Workspace and also want to sync your calendar and contacts in SpinOffice, you'll need a Microsoft 365 environment for that. We can put you in touch with a partner to explore what that would cost. To do so, please contact us at support@spinoffice-crm.com.

Does my email sync with my mobile devices?

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

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, a tablet, a 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 under 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 under 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.

Is my entire mailbox being retrieved in SpinOffice?

How much of my mailbox is imported into SpinOffice? This depends on your edition. Pro: we import the last 90 days of each connected email account. Pro+ and Enterprise: we import the complete email history of every connected email account.

Sent items on my iPhone/iPad do not sync with SpinOffice. How to resolve?

When your mail is integrated, all incoming messages, sent items, and the trash folder sync. Whether you read your mail on your mobile, tablet, laptop, or mail client (e.g., Outlook, Apple Mail), your mail synchronizes on every device on which IMAP is set. But what if the sent items from your phone do not end up in SpinOffice? Then there is a big chance that SpinOffice cannot find the correct 'Sent items' folder on the phone. How can you solve this? On your iOS (iPhone/iPad) device: Go to Settings -> Accounts & Passwords and select the mail account that concerns it. Click on Account to open the mail account settings. Click on Advanced Settings at the bottom.  Within the Mailbox Behaviours settings, you will find the Sent Mailbox. In the margin, the folder is mentioned where sent items will end up. Make sure that 'Sent items' is mentioned here. Isn't this the case? Then click Sent Mailbox to enter the folder structure of the mail account in order to find the 'Sent items' folder. It should not be the local 'Sent' folder of your iPhone/iPad. Go through the 'On the server' folders and select the 'Sent items' folder. When there is no 'Sent items' folder, then you will have to create this manually first within the Mail application of the device. Go to the Mail application, choose Mailboxes at the top left -> Edit at the top right, and add the 'Sent items' folder via New Mailbox in the bottom right corner. When done, you will have to go through the steps of this FAQ again to set up the folder. If you do not manage to set the correct sent items folder, please contact us.