Full Email Inbox Syncing simplifies your communication within Insightly CRM by enabling seamless, bidirectional email integration. With this feature, any email sent to or from Insightly is automatically synced with your connected email account (such as Gmail, Office 365, or Outlook), provided the recipient is already saved as a Contact or Lead in Insightly.
Replies to those emails are automatically captured and logged as new email records within Insightly, appearing under either My Sent Emails or My Received Emails, depending on the direction of the conversation. This ensures every interaction is tracked without the need for manual entry.
Available across all Insightly pricing plans, Email Inbox Syncing helps reduce administrative effort, improve data accuracy, and ensure that no message is ever missed.
Once syncing is enabled, all outgoing emails and responses are reflected both in Insightly and in the connected third-party email client, keeping communication consistent and up-to-date across platforms.
Email Sync: Your Complete Guide
With real-time syncing, emails from and to 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 Settings, and in the Email Accounts section, click Add Account. You can choose between a Synced Email Account, or a Classic Email 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 Accounts list with a verification checkmark. If you would like to make the email your primary (default) email, feel free to select the Primary option.
- 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 and Receive Emails in Insightly: Using the Insightly email interface, you can send and receive emails with 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. If a user replies back, that response is also captured.
- 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.