Email

Send personal email through your connected Gmail/Outlook, run org-level campaigns over SMTP, and track every conversation alongside your CRM records.

RevOrbit handles email through two complementary transports. Personal email (one-to-one prospect communication) goes out via your connected Gmail or Outlook account using OAuth, so replies land in your real inbox and your sent items show up in Gmail/Outlook. Org-level email (campaigns, bulk sends, system notifications) goes through SMTP configured by your administrator. The Email page gives you a unified inbox and merged activity view across both.

Personal Email Requires a Connected Mailbox

To send a personal email from RevOrbit (e.g. from a deal, contact, or lead) from your own address, connect a mailbox — Gmail or Outlook via one-click OAuth, or any IMAP provider (with SMTP settings for sending). Without one, sends fall back to the via RevOrbit identity with replies routed to your inbox.

1
Connect Gmail, Outlook, or an IMAP mailbox in Profile → Email Accounts.
2
When you click Send Email on a record, the compose modal opens with your OAuth account selected.
3
If you have multiple mailboxes connected, the From dropdown lets you pick which one to send from.
4
Replies come back to your real inbox — RevOrbit syncs them every 5 minutes and re-attaches the thread to the same record.

IMAP Mailboxes (Zoho, Fastmail, iCloud & others)

Not on Gmail or Microsoft? Connect any standard IMAP mailbox and RevOrbit syncs your inbox the same way — incoming emails from your leads and contacts are matched to their records, logged as activity, and replies to emails you sent from the CRM are captured automatically.

1
Go to Profile → Email Accounts and click Connect IMAP (Zoho & others).
2
Pick your provider — Zoho, Zoho (Canada), Fastmail, and iCloud presets fill in the server settings; choose Other for anything else. Zoho accounts live on regional data centers: if you sign in at accounts.zoho.eu, .in, or zohocloud.ca, use that region's hosts (the standard zoho.com servers will reject your login as invalid credentials).
3
Enter your email address and password. Providers with two-factor auth (including Zoho) require an app-specific password — the form's help text links where to create one.
4
Click Test Connection, then Connect. The first sync (last 30 days of your inbox) starts within 5 minutes.
5
For Zoho specifically: IMAP access must be enabled first under Zoho Mail Settings → Mail Accounts → IMAP.
IMAP connections require an encrypted connection (SSL or STARTTLS) and store your password encrypted. Both your Inbox and Sent folder sync — emails you send to a lead or contact from your provider's webmail or apps (outside the CRM) also show up on their record and count as activity. Attachments download on demand from your mailbox. With outgoing (SMTP) settings configured, your IMAP address also appears in the compose From picker — emails send from your real address, replies land in your normal inbox thread, and the sync captures them onto the CRM record automatically.

Unified Inbox

View synced emails from all connected accounts (Gmail, Outlook, and IMAP) in one place. Email sync runs automatically every 5 minutes, keeping your inbox up to date without manual intervention. The Email tab on a contact or lead — and the Timeline tab on a deal — shows both your personal synced emails and any SMTP-sent campaigns to that recipient, with a Via column tagging each row.

Composing Emails

Write and send emails directly from RevOrbit with a full rich text editor.

1
Click Send Email on a record (deal, contact, lead, company) or Compose on the Email page.
2
If you have multiple connected mailboxes, pick the From account.
3
Enter the recipient's email in the To field. Your display name (e.g. \"Herb Tarlick <herb@…>\") is included automatically.
4
Add a Subject line.
5
Write your message using the rich text editor (TinyMCE) — format text, insert links, and add tables.
6
Optionally insert an Email Template to pre-fill the body with merge tags.
7
Attach files if needed (local uploads, deal files, quote PDFs, or contract Word docs — 25MB total).
8
Click Send — RevOrbit delivers via your selected OAuth account and writes the message to its Sent folder, plus links it to the relevant CRM record.

Threaded Conversations

Personal emails open as a full threaded view, so you can see the entire back-and-forth in one place.

1
On a contact or lead, open the Email tab (or the Timeline tab on a deal) and click any synced personal email.
2
The full thread appears with each message in chronological order.
3
Click Reply to compose a response inside the thread — your signature is added above the quoted text.

Unsubscribe Handling

RevOrbit honors recipients who have opted out of your communication.

1
When composing to a recipient who has previously unsubscribed, the compose modal shows a pre-send warning with a clear override option, so you don't accidentally re-engage someone who has opted out.
2
Personal sends include a List-Unsubscribe one-click header so Gmail/Outlook clients can show a one-tap unsubscribe button.
3
An opt-out banner appears at the top of the entity's Email tab (the Timeline tab on deals) whenever the recipient is currently unsubscribed.

Automatic Email Linking

RevOrbit automatically links synced emails to your CRM records based on email-address matching. Emails are linked to contacts and leads by matching the sender or recipient address, and to deals through their associated contacts. Linked emails appear on a contact's or lead's Email tab and on a deal's Timeline tab, and contribute to the deal's activity (resetting the No activity risk timer).

Manual Email Linking

If an email is not automatically linked, you can manually link or unlink it.

1
Open the email you want to link.
2
Click Link to Contact or Link to Lead.
3
Search for and select the contact or lead.
4
The email will now appear on that record's Email tab.

Email Templates & Merge Tags

Use email templates to speed up repetitive messages. Templates support merge tags (e.g., {{Contact.first_name}}, {{Deal.value}}) that are replaced with real data when you send the email.

Email Signatures

Each user can configure a personal email signature in Profile → Email. Signatures are automatically inserted into new emails and replies based on your preference (new messages only, replies only, both, or none). On replies, the signature is placed above the quoted thread.

File Attachments

Attach files to outgoing emails from multiple sources: upload a local file, attach a file from a deal, include a quote PDF, or attach a contract Word document. Total attachment size limit is 25MB.

Connect your Gmail or Outlook account under Profile → Email Accounts to enable personal-email sending. Org-level SMTP (configured by an admin in Settings → Email) is for campaigns and bulk sends — it's no longer the fallback for one-to-one emails.
Email sync requires an active OAuth connection. If your account is disconnected or the token expires, sync will pause until you reconnect from Profile → Email Accounts.
Email sync runs every 5 minutes via a server cron job. There may be a short delay between an email being received and appearing in RevOrbit. System notification emails (deal alerts, task reminders, interview invites) are sent independently via Resend from noreply@revorbit.com — those don't require any per-org SMTP configuration.

Frequently Asked Questions

Personal email uses Gmail or Outlook via OAuth. Org-level campaigns use any SMTP server your admin configures in Settings → Email. System notifications go out through Resend from noreply@revorbit.com.

Yes. As of v2026.99, personal sends require a connected Gmail or Outlook account so replies route back to your real inbox. Connect one in Profile → Email Accounts.

When emails are synced, RevOrbit matches the sender and recipient addresses against your contacts and leads. If a match is found the email is linked to that record. Emails are also linked to deals through their associated contacts.

Yes — add multiple recipients in the To field when composing.

Local files, deal files, quote PDFs, and contract Word documents. Total size of all attachments must be under 25MB.

Open your Profile (click your name in the top-right) and switch to the Email tab. The connected accounts and signature settings live on the same page.

Related Articles

Deals & Pipeline

Track sales opportunities through customizable pipeline stages with drag-and-drop management, party slots, risk scoring, and configuration-driven quotes.
Contacts

Manage individual people, their company associations, and communication history.
Leads

Capture, qualify, and convert sales leads into contacts and deals.
Email & SMTP

Configure organization-level email settings
Email Accounts

Connect your Gmail or Outlook account to send and receive emails directly in RevOrbit.