Email Sync is available on the following plans:
Legacy plans: Advanced, Professional, Power, and Enterprise
New plans: Growth, Premium, and Ultimate
On the Growth plan, you can sync only one email account at a time. To sync multiple accounts, consider upgrading the plan.
How do I set up my email sync? To enable the email sync feature, please follow the guide below:
If you need to replace an existing email account, remove the current connection and add your new email account. The sync process may take some time to complete.
Navigate to your Personal preferences > Email sync and click the “Add new account” button.
Provide the login information for the email account you wish to sync to Pipedrive and you can start sending emails.
All incoming and outgoing mail is synced to your Pipedrive account and is associated with the corresponding contacts and deals.
You can adjust the settings of your email functions by going to Personal Preferences> Email Sync. Learn more about setting up the email sync feature in this article.
Note: If you’re just getting started with Pipedrive, check out our “Get started with the basics” Pipedrive Academy course.
Switching Email Providers
If your organization switches email providers (e.g., from Gmail to Microsoft 365/Outlook):
Fully remove the existing email sync connection from Pipedrive.
Add the new email account using the credentials for your new provider.
This ensures the provider mapping in Pipedrive is updated and prevents send errors. Removing the old connection will not delete emails, as it only affects the sync.
Note: If you change the login information for the email account you have synced to Pipedrive, you will need to re-authenticate those new email credentials in Pipedrive in order to continue using the email sync without interruption.
How can I connect my email and calendar sync with Microsoft Exchange?
You're able to connect your email sync and calendar sync via Exchange using your email address and password. If you have two-factor authentication enabled on your account, you will need to generate an app password. To learn how to do this, you can follow Microsoft's instructions on this page.
By default, as soon as you enter your email credentials, we perform an autodiscovery to determine what the best server settings are.
If the autodiscovery does not work automatically, you may need to manually input advanced settings to authenticate your account when authenticating through the authentication flow.
If your Exchange username is different than your email address, you should enter it in the Advanced settings options. This can be in the format username@domain.com or DOMAIN\username and is usually the same as your Windows login.
In the Exchange Server, you would need to enter the address of your Exchange server (e.g. mail.yourExchangeServer.com). You can find this in the address bar when logging into the Outlook Web App.
Note: If you're using an Office365 account, authenticate by selecting the Microsoft Office 365 option.
I don’t know if my Exchange email credentials are correct. What should I do?
If you don't know if your Exchange email credentials are correct, you might need to reach out to your Exchange or IT admin for the correct connection settings. They should be able to provide the proper connection information for this step.
Here is a quick video example showing how your users can log in using advanced Exchange server information.
My credentials are correct but I am unable to log in. What should I do?
If you're sure the email credentials are correct but your login is still failing, this may be due to connection issues. Please make sure you have not entered a server name that requires VPN access.
Sometimes the username and server details are all correct but syncing an account still fails. This is rare and we recommend that you first contact your exchange admin in your company.
If the problem persists, then you can reach out to our support team with a detailed description of the issue you are experiencing.
How can I choose which emails I want to sync?
Before connecting your account you can choose which emails you want to sync, with the option "Synced folders" – Select whether to sync emails from all folders or only specific ones.
If you select "Sync emails from all folders", all emails from the provider will be synced to Pipedrive, including the "Sent" folder.
With "Select folders to sync emails from", you'll see a dropdown with all folders from the provider and you will be able to select the ones you want to sync emails over to Pipedrive.
Verifying Email Sync Status
To confirm if your email is connected and sync is active:
Open Personal Preferences in your Pipedrive account.
Check the email sync status. If you see "Sync Active," your email is successfully connected.
Activating the Default Email Account
Setting a "Default email account" applies only to your user. Other users cannot send emails on your behalf unless the email is explicitly configured as a team account.