Capture incoming Emails from your Outlook Office 365 Inbox

BigContacts offers a powerful tool known as a "custom email" that allows you to automatically capture incoming emails and store them in the appropriate contact records. This great feature works with any email account. Below are the steps to set this up. This requires a one-time setup for each user on your team, and after this setup is completed, it will work automatically for you in the background.

1) Locate your "Custom Email" address in BigContacts

Each user on your team will have a unique "custom email" address. Below are the steps to get your unique email address.

1. Click on the "Admin" Tab in your system.
2. Under the "Manage Users" section, you will select the "Add/Edit Users" link.
    

   

3. Here, you will see a row with your name and a link labeled "Request Custom Email."

    

4. When you click this link, it will create a unique email address just for you.

2) Set up a rule in Outlook Office365 to "RE-DIRECT" a copy of incoming emails to your BigContacts "Custom Email"

To automatically send a copy of each incoming email to BigContacts, you must create a redirect rule (not a forward one) in the Outlook Web App. This ensures the original sender's details are preserved for accurate CRM logging.

Steps to set up redirection in Outlook Web App:

1. Sign in to your account at outlook.office.com.

2. Click the Settings (⚙️) icon in the top right corner, then select View all Outlook settings at the bottom.

3. In the Settings panel, go to Mail > Rules.

4. Click Add new rule.

5. Give your rule a name, such as "Redirect to BigContacts".

6. Under Add a condition, choose Apply to all messages (or set specific conditions if you prefer).

7. Under Add an action, select Redirect to.

8. Enter your BigContacts custom email address (the one you generated earlier).

9. Click Save.

Once set, all matching emails will be copied to BigContacts and logged under the appropriate contacts.