{"id":15115,"date":"2024-12-19T08:12:05","date_gmt":"2024-12-19T08:12:05","guid":{"rendered":"https:\/\/learnsuite.pcrecruiter.net\/site\/?post_type=docs&p=15115"},"modified":"2025-06-13T16:09:52","modified_gmt":"2025-06-13T16:09:52","password":"","slug":"user-incoming-email-setup","status":"publish","type":"docs","link":"https:\/\/learnsuite.pcrecruiter.net\/site\/docs\/user-email\/user-incoming-email-setup\/","title":{"rendered":"User Incoming Email Setup"},"content":{"rendered":"\n

The standard email buttons on contact record screens and lists allow PCRecruiter users to send email out to any contact in the database. However, if you are using PCRecruiter\u2019s integrated email client or IMAP sync, you can receive email directly into your database as well, facilitating connections between your correspondence and name records. <\/p>\n\n\n\n

Using IMAP sync allows PCRecruiter to write Activity logs for your received correspondence which can be viewed from the relevant Name records.<\/p>\n\n\n\n

Configure PCRMail<\/h2>\n\n\n\n

Set Up Incoming IMAP Email<\/h3>\n\n\n\n
\"Email<\/figure>\n\n\n\n
    \n
  1. Click the PCR mail icon at the top right corner of your PCRecruiter screen.<\/li>\n\n\n\n
  2. Within the Email screen, two items are available in the Navigation menu: Email and Configure.<\/li>\n<\/ol>\n\n\n
    \n
    \"\"\/<\/figure><\/div>\n\n\n
      \n
    1. Select Configure<\/strong><\/li>\n\n\n\n
    2. Select Mail Servers<\/strong><\/li>\n\n\n\n
    3. Click the Add<\/strong> + icon in the Action menu.<\/li>\n\n\n\n
    4. In the window that appears, change the Server Type<\/strong> dropdown to IMAP SSL (if not already selected).<\/li>\n\n\n\n
    5. Enter a Description<\/strong> for the connection. This will not be visible outside of the system and is used solely to differentiate mail servers.<\/li>\n\n\n\n
    6. The Timeout<\/strong> will be automatically set to 300<\/li>\n\n\n\n
    7. The Active<\/strong> dropdown will automatically be set to Yes. You can use this option to disable the IMAP connection without deleting it at any time.<\/li>\n<\/ol>\n\n\n
      \n
      \"Mail
      The “Add Mail Server \/ Edit Mail Server” panel contains your email account connection for incoming mail.<\/figcaption><\/figure><\/div>\n\n\n

      Microsoft 365 Accounts<\/h3>\n\n\n\n

      Before using Microsoft 365 accounts with PCRecruiter, verify that the Authenticated SMTP and IMAP settings are enabled for the user:<\/p>\n\n\n\n

        \n
      1. Open the Microsoft 365 admin center<\/a><\/li>\n\n\n\n
      2. Open Users > Active users.<\/li>\n\n\n\n
      3. Select the desired user<\/li>\n\n\n\n
      4. In the flyout that appears, click Mail.<\/li>\n\n\n\n
      5. In the Email apps section, click Manage email apps.<\/li>\n\n\n\n
      6. Verify that the Authenticated SMTP setting is checked<\/em><\/li>\n\n\n\n
      7. Save<\/li>\n<\/ol>\n\n\n\n

        \"How<\/p>\n\n\n\n

        \"How<\/p>\n\n\n\n

        To use IMAP to access your Office 365 email, you’ll first need to enable access.<\/p>\n\n\n\n

          \n
        1. Select Settings<\/strong>  > Mail<\/strong> > Forwarding and IMAP<\/a>.<\/li>\n\n\n\n
        2. Under POP and IMAP<\/strong>, toggle the slider for Let devices and apps use IMAP<\/strong> to ON<\/strong> depending on the account you are enabling.<\/li>\n\n\n\n
        3. Select Save<\/strong>.<\/li>\n<\/ol>\n\n\n\n

          Sign In With Microsoft<\/h4>\n\n\n\n

          In the ‘Add Mail Server’ window:<\/p>\n\n\n\n

            \n
          1. Click the “Sign in with Microsoft” button and proceed through the screens presented. After authorizing PCRecruiter to connect with your account, the Server Name, User Name, Password and Port field (993) will be automatically populated.<\/li>\n\n\n\n
          2. Change the “Save sent email to Sent Items folder” dropdown to No<\/strong>. Microsoft will automatically store sent emails in the Sent Items folder, making this setting unnecessary. Leaving it set to ‘Yes’ will introduce duplicate sent items.<\/li>\n\n\n\n
          3. Click Save<\/strong><\/li>\n<\/ol>\n\n\n\n

            After you close and re-open the PCRMail, you will see folders appearing in the folder list on the PCRMail client, however it may take longer – sometimes up to 24 hours – to fully synchronize all emails. If this does not work please follow the instructions below to set up an app specific password<\/strong><\/p>\n\n\n\n

            Alternative Method: Office 365 App Specific Password<\/h5>\n\n\n\n

            Based on security settings or other factors the authentication for your office 365 account may require you to use an app specific password to connect your email to PCR. Follow the instructions below for this and CLICK HERE<\/a> to see an article from Microsoft with additional details.<\/p>\n\n\n\n

              \n
            1. Make sure 2 Factor Authentication<\/a> is turned on in your Office 365 account. This must be done by an Admin.\n
                \n
              1. Sign in and go to Advanced Security Options<\/strong><\/li>\n\n\n\n
              2. Navigate to Additional Security<\/strong> and Two-Step Verification<\/strong><\/li>\n\n\n\n
              3. Here you can Turn On<\/strong> the two factor settings.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
              4. Sign in to the Additional security verification page<\/a>, and then select App passwords<\/strong>.

                \"App<\/li>\n\n\n\n
              5. Select Create<\/strong>, type the name of the app that requires the app password, and then select Next<\/strong>.

                \"Create<\/li>\n\n\n\n
              6. Copy the password from the Your app password<\/strong> page, and then select Close<\/strong>.

                \"Your<\/li>\n\n\n\n
              7. On the App passwords<\/strong> page, make sure your app is listed.

                \"App<\/li>\n\n\n\n
              8. The App Password should be pasted into the Password field in addition to the following information.\n