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 managing and accessing historical records easier.
   

In this help article, you'll learn:

1. Capturing emails from Outlook or Hotmail Inbox
2. Capturing emails from Any Email Inbox
    

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.

Step 3: In the first step, give your rule a name, then proceed to the second, where you will select a condition for forwarding emails.

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

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 to forward a copy of your incoming emails.

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 the incoming email to your Custom Email, when they email you, 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.
   

• 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 setup, 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 it is stored, you should see the email in the "Contact History" Folder in the Contact Record.
   

• Before you test your custom email, make sure that you have a contact record in your system with an exact matching email address. The email will not be stored if you do not have a contact record with a matching email address.

That's all about capturing emails. Please contact our support team if you encounter any issues or have any questions.