How to connect your email account to AMS+

Overview

Connect your email accounts to take advantage of our email management features in AMS+. Easily view, organize, and save emails and attachments to records from one centralized location. In addition, sync your Google and Microsoft calendars with Appointment Schedulers to prevent double-bookings. Learn how to connect your email account in this article.

Note: If you’re using Outlook Email Sync, we recommend disabling the Add-In from your desktop-version of Microsoft Outlook to help prevent duplicate emails and Activities.

IN THIS ARTICLE

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Video overview (2:30)

Video recorded on December 12, 2024.

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How to connect your email account

Follow these steps to link your email account. Just a heads up, these steps apply every time you add a new one.

If the Phone Dialer is open, close it before attempting to add your email account. Leaving it open can cause issues during setup.

Note: Setting up Google and Microsoft Outlook accounts requires additional calendar permissions. These permissions are necessary to connect the account and sync its calendar with Appointment Schedulers.

To get started:

Go to My Account > Email & Calendar > Email & Calendar Integration.

You can also access the email integration page using the email icon in the AMS+ header.

Enter the email address of your email account.

You can add email accounts for popular email providers, such as Gmail, iCloud, Microsoft (see special considerations for Microsoft email accounts), and Yahoo. You can also use IMAP for other email providers

Give your email account a nickname.

This name will help you identify and organize your email accounts in AMS+.

Select the "Continue..." button.

Another screen will appear where you will be prompted to sign in with Google or Microsoft. Select Microsoft if you have an Outlook account.

If you have a Microsoft Exchange, AOL Mail, iCloud, or IMAP or account, select the ‘View all providers link’ to view them and choose your email service provider.

If you’re integrating an email account using IMAP, you will use an app password. If your email account doesn’t have an app password, you will create one during this process.

After signing in, you will be presented with a disclosure about what data your email service provider will share with AgencyBloc's Email Sync. Review the disclosure and continue.

You’ll be prompted to allow "AgencyBloc Email Sync" to read, compose, and send emails from your account. These permissions are necessary to sync emails with your AMS+ account. Review and accept the request to complete the setup.

When connecting a Google or Outlook account, it also requests calendar access. This is necessary to sync your calendar with Appointment Schedulers. Events marked as "busy" on Google or Outlook will be blocked off in all schedulers assigned to you.

Note: When authenticating an email account’s login credentials for the first time, you might see a message saying that your email account is disconnected. Do not attempt to reconnect. It’s just taking a little while to connect and load all of your emails.

Once your email account is connected, you will be taken to the Mailbox View. In this view, you can pick and choose emails to save to your AMS+ account and take other actions.

If a Google or Outlook account is connected, events marked as "busy" in Google or Outlook will be blocked off in all Appointment Schedulers assigned to you. Learn more about Appointment Schedulers.

Special considerations for Microsoft email accounts

When connecting a Microsoft email account, you will have two email provider options: Microsoft and Microsoft Exchange.

A Microsoft account is one you create for personal use, like Outlook.com, Xbox, or Skype. A Microsoft Exchange account, on the other hand, is set up by your work for business purposes. Most users will select Microsoft, but some work or school accounts use Microsoft Exchange.

If you select the wrong option, you’ll see a message saying your email account’s password is incorrect. Do not reset your password—it’s fine! You just need to choose the correct Microsoft email provider.

To confirm which provider your agency is using, contact your agency’s IT department or support team.

Connecting via app password

An app password is different from the password you use to log in to your email account. It is typically a randomly-generated password that you create from within your email account.

Some email providers require an app password to connect your email account to other apps. See below for a list. If you have an email account with one of these providers, you will need an app password to connect it to AMS+.

Email providers that use app passwords:

• Yahoo!
• AOL

Example: Yahoo

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How to disconnect an email account

You have a few options to disconnect your email account.

To disconnect your email account, you can:

• Inactivate - Your email account will be hidden from your Mailbox View. Your email account login credentials are saved in AMS+, which allows you to reactivate the email account at any time.
• Remove - Your email account will be removed from your Mailbox View. You can reconnect the email account at any time, but you will need to re-authenticate the account.
  • The save history for every email in your Mailbox View will also be reset. Thus, you could create duplicates.
  • Unless you’re retiring the email account with your email provider, we recommend deactivating it over removing it from AMS+. That way, you retain all of your email save history.

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Email account status

Once you’ve connected an email account to AMS+, you can view its details and access its integration settings on the My Account > Email & Calendar > Email & Calendar Integration page.

On this page, you may notice a status next to your email account(s). Here’s what they mean:

• Active - Your email account is successfully connected to AMS+, and its emails/folders will appear in your Mailbox View.
• Inactive - You went in and purposefully inactivated your email account. You can reactivate it at any time.While inactive, the email account and its emails/folders will be hidden from your Mailbox View.
• Disconnected - There was likely a disruption on your email provider’s side. You can reconnect it at any time. While disconnected, the email account and its emails/folders will be hidden from your Mailbox View.

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Common questions

Which email providers can I integrate with?

• Gmail
• Microsoft 365/Outlook/Exchange
• IMAP

Who can see my emails in AMS+?
If you save emails to AMS+ records as emails or Activities, anyone with access to those records will be able to see the emails and Activities.

• If someone else has connected your email account, they will also be able to see your emails in the Mailbox View.
• You can delete saved emails from records but not Activities.

How do I sync my calendar to Appointment Schedulers if my email account is already connected to AMS+?
If your Google/Microsoft Outlook account is already connected, you'll need to remove it first, then re-add it. This allows AMS+ to sync its events to your Appointment Schedulers.

To get started:

1. Go to the My Account > Email & Calendar > Email & Calendar Integration tab.
2. In the list of integrated email accounts, select the account’s nickname or the ‘Edit Account Settings’ button.
   
3. In account settings, select the ‘Remove’ button.
   
4. A confirmation message will appear stating, "This email account will be removed from your Mailbox View and its integration settings will be cleared." If you accept, proceed to remove the account.
5. Follow the steps in the How to connect your email account section of this article to re-add the account.

Once complete, events marked as ‘busy’ on your Google/Outlook calendar will be blocked off in your Appointment Schedulers.

I connected my email account, but why aren't my calendar events showing up as busy in my Appointment Schedulers?
Calendar to Appointment Scheduler syncing is available for Google and Microsoft Outlook accounts only.

Why can't I see events from other calendars after connecting my email?
This integration shows events marked as 'busy' or 'out of office' from one calendar for each connected Google or Microsoft Outlook email account. If you want to view events from other calendars, you'll need to connect those calendars using their own email accounts.

Will this integration sync my meeting Activities to my Google/Outlook calendar?
No. However, you can add your AMS+ Activities to a calendar by using an iCal feed. Learn more.

My email account became disconnected. What happened?
Likely, there was a disruption with the connection between your email provider (e.g., Gmail, Microsoft 365, Yahoo, etc.) and AMS+. To fix this, simply reconnect your account. If that doesn’t work, there may be an issue with your email provider. You can also try removing your email account and re-integrating it with AMS+. We recommend trying that last because it would delete your integration settings.

What will happen if I’m currently using Outlook Email Sync?
You can use both at the same time BUT we don’t recommend it. If you’re using the same email account for Outlook Email Sync and this email integration, you could end up saving duplicate emails and Activities.

We recommend uninstalling Outlook Email Sync from your desktop-based version of Microsoft Outlook. This will prevent further emails from syncing to AMS+.