Capture emails from your Outlook or Hotmail Inbox

Learn how to forward emails from your Outlook, Hotmail, or any email inbox to your BIGContacts custom email address. By capturing emails in BIGContacts, you can ensure all important client communications are accurately stored and easily accessible.

Example

Imagine you work in sales and want to keep track of all communication with your clients. Forwarding emails to your BIGContacts inbox helps you maintain a comprehensive record of your interactions.

Benefits

Efficiency: Streamline the process of storing emails in BIGContacts for future reference.
Accuracy: Ensure all incoming emails are stored correctly in your contact records.
Organization: Keep all client communication in one place, making it easier to manage and access historical records.

In this help article, you'll learn:

To Capture Emails From Outlook or Hotmail Inbox

Step 1: Open Outlook and click the gear icon on the top-right in the navigation pane to open Settings.

Step 2: Go to Rule > +Add new rule.

Outlook settings

Step 3: Give your rule a name in the 1st step and proceed to the 2nd, where you will select a condition for forwarding emails.

select condition

Step 4: Select “Forward to” as the action and enter the custom BIGContacts email address in the box. Once done, click Save.

add action

To Capture Incoming Email From ANY Email Inbox (Custom Email)

Step 1: Locate your "Custom Email" address in BIGContacts

Go to Admin on the left navigation pane in your BIGContacts account
Click Add/Edit Users in the Manage Users module.
Scroll down to locate the Custom Email column and click the Request Custom Email link to generate an email address for yourself.

Step 2: Forward a copy of incoming emails to the "Custom Email"

Go to your inbox settings
Here, you will want to find the section pertaining to "Incoming email".
Finally, you will locate the field where you can enter your custom email address so that you can forward a COPY of your incoming emails, too.

Step 3: Test your "Custom Email"

Follow the steps listed in Step 1 and click the custom email address to access the inbox.
You will find emails forwarded from your email inbox here.

Important Notes:

The Custom Email feature is designed to keep a copy of an email for historical purposes for the primary contact. If you have your email provider forwarding a copy of incoming email to your Custom Email, when they send you an email, it will still be delivered to your regular email inbox, and a COPY will be stored in the Contact's history folder in BIGContacts. Custom Email will only store an email if it finds a match in the home email or office field of the primary contact, not the spouse or family extensions of the contact.
The Custom Email DOES NOT store emails if they are coming from an email address that matches a user on your system. This means if you are testing your Custom Email set up you will need to send an email FROM an outside email address (one that does not match your BIGContacts username/email address) and TO a contact in your BIGContacts system that you know has a matching email address in your BIGContacts database.
Please allow approximately 5 minutes for the email to be sorted and stored within the system. When the email is stored, you should see it in the "Contact History" Folder in the Contact Record.
Make sure that you have a contact record in your system with an exact matching email address before you test your Custom Email. If you do not have a contact record with a matching email address, the email will not be stored.

That's all about capturing emails. If you encounter any issues or have any questions, feel free to contact our support team.