Email Management

Ambivo's email feature lets you connect your email inbox (Gmail, Outlook, or other providers) and manage your email communication directly within the CRM. This keeps all your customer interactions in one place alongside your leads, contacts, and deals.

What Is Email Management in Ambivo?

Instead of switching between your email app and your CRM, Ambivo brings your email into the platform. You can read, send, and reply to emails — and every message is automatically linked to the relevant contact or lead record, giving you a complete communication history.

Getting There

• Log in to Ambivo
• Click Emails in the left sidebar
• If you have not yet connected a mailbox, you will be prompted to do so

Connect Your Mailbox

Before you can use email in Ambivo, you need to connect your email account.

Connecting Gmail

1. 1

   Open mailbox setup

   Click Emails in the sidebar, then click Connect Mailbox or go to Account Settings > Mailbox.

2. 2

   Connect Google

   Select Google, sign in with your Google account, and grant the necessary permissions for Ambivo to read and send email on your behalf. Click Done.

Connecting Microsoft Outlook

1. 1

   Open mailbox setup

   Click Emails in the sidebar, then click Connect Mailbox.

2. 2

   Connect Microsoft

   Select Microsoft, sign in with your Microsoft account, grant the required permissions, and click Done.

What Happens Next

Ambivo begins syncing your inbox. This may take a few minutes depending on the number of emails. Once complete, your emails appear in the Emails section.

Reading Emails

1. 1

   Open your inbox

   Go to Emails in the sidebar.

2. 2

   Browse and read

   Browse your inbox — emails are listed with sender, subject, date, and a preview. Click any email to open and read the full message. Attachments, if any, appear at the bottom of the message.

Email Folders

Your email folders (Inbox, Sent, Drafts, etc.) are displayed on the left side of the email view. Click a folder to switch between them.

Creating Custom Folders

1. 1

   Open folder list

   In the Emails section, look for the folder list and click + New Folder or the folder creation icon.

2. 2

   Save folder

   Enter a folder name and click Save. You can move emails between folders to organize your communication.

Send a New Email

1. 1

   Compose

   In the Emails section, click Compose or the + New button.

2. 2

   Fill in details

   Enter the recipient's email address in the To field. Add CC or BCC recipients if needed. Enter a Subject line and write your message in the body.

3. 3

   Attach and send

   Attach files by clicking the Attachment icon, then click Send.

Sending from a Record Page

You can also send an email directly from a lead's, contact's, or account's detail page:

1. 1

   Open the record

   Open the lead, contact, or account record.

2. 2

   Send email

   Look for the Email action or the Send Email button. The recipient is automatically filled in from the record's email field. Compose your message and click Send.

Reply and Forward

Replying

1. 1

   Open and reply

   Open an email message and click Reply (or Reply All if responding to multiple recipients).

2. 2

   Send response

   Write your response and click Send.

Forwarding

1. 1

   Open and forward

   Open an email message and click Forward. Enter the new recipient's email address.

2. 2

   Send

   Add any additional notes above the forwarded message and click Send.

Email and CRM Integration

One of the biggest benefits of managing email in Ambivo is that messages are automatically linked to your CRM records.

How It Works

• When you receive an email from a known contact or lead, Ambivo links it to their record
• The email appears in the Activity Timeline on the contact or lead's detail page
• When you send an email from a record page, it is automatically linked

Viewing a Contact's Email History

1. 1

   Open the record

   Open a contact or lead's detail page.

2. 2

   Review history

   Scroll to the Activity Timeline or Emails section to see all email exchanges with this person in chronological order.

Moving Emails Between Folders

1. 1

   Select emails

   In your email list, select the email(s) you want to move.

2. 2

   Move to folder

   Click the Move option, select the destination folder, and confirm the move.

Common Questions

Tips and Best Practices

• Connect your mailbox as soon as you set up your account for seamless email tracking
• Send emails from record pages whenever possible so the link is automatically created
• Use folders to organize emails by project, deal, or priority
• Keep contact email addresses up to date so automatic linking works correctly
• Review the Activity Timeline on a contact's page before reaching out to see the latest communication

Related Guides

• CRM-002 — Contacts Management
• CRM-001 — Leads Management
• CRM-013 — Calendar
• CRM-015 — Integrations
• CRM-016 — AI Assistant