Published at: 2025-10-31
Email Binding Guide
1. Mailbox Binding Guide
In Web, Windows/Mac desktop, and mobile clients, users can initiate mailbox binding by clicking the Mail entry.
1.1 Web Interface Binding
- Entry path: Log in to ShareCRM Web, click the main navigation More, find Mail, then click Bind Mailbox.
Employee mailbox account binding prompt
- Mail account configuration
1) Select mailbox type
Mailbox account settings — choose mailbox type
If the system administrator enables “Employees use corporate mail” in Admin Console > Mail Management > Employee Mailbox (recommended) and has preconfigured mail server information, employees do not need to select a mailbox type and proceed directly to the next step:
Employee mailbox account verification (before enabling)
Employee mailbox account verification (after enabling and server configured)
- Enter the email address and password, then click Verify. After the mail server validates the credentials, binding completes. Once binding succeeds, open Mail to view, send, and manage email.
Note: For common mail servers, the system auto-populates incoming (IMAP/POP) and SMTP server addresses and SSL ports; you normally do not need to modify them.
Mailbox binding complete — Mail home
Note: After binding, it may take a few minutes to fetch messages from the mail server. If the inbox appears empty immediately after binding, please wait a few minutes and refresh.
1.2 Windows/Mac Desktop and Mobile Binding
You can also initiate binding from the Mail entry in the Windows/Mac desktop or mobile clients. The steps mirror the Web interface; follow the Web binding procedure.
2. Microsoft Office 365 Mailbox Binding
ShareCRM Mail supports Microsoft 365 OAuth 2.0 Authorization Code flow. Employees can complete binding by signing in with their Microsoft 365 mailbox account.
Select Microsoft 365 mailbox type
picture coming soon: Microsoft 365 mailbox sign-in window
picture coming soon: Microsoft 365 OAuth2.0 authorization (Accept)
picture coming soon: Stay signed in (Select Yes)
3. Common Mail Server Configuration
1) Tencent corporate mailbox client configuration guide
Please refer to: https://open.work.weixin.qq.com/help2/pc/19880
2) Alibaba corporate mailbox client configuration guide
Please refer to: https://www.alibabacloud.com/help/zh/alibaba-mail/latest/foxmail-imap-pop3-configuration-process
3) NetEase corporate mailbox client configuration guide
Please refer to: https://office.163.com/helpCenter/mail/d/1892515196109991937.html
4) Feishu mailbox client configuration guide
Please refer to: https://www.feishu.cn/hc/zh-CN/articles/902478147400-%E5%9C%A8%E7%AC%AC%E4%B8%89%E6%96%B9%E9%82%AE%E7%AE%B1%E5%AE%A2%E6%88%B7%E7%AB%AF%E7%99%BB%E5%BD%95%E9%A3%9E%E4%B9%A6%E9%82%AE%E7%AE%B1
5) Gmail mailbox client configuration guide
Please refer to: https://support.google.com/accounts/answer/185833?sjid=11270373492335617149-NC
4. Common Mailbox Binding Errors and Solutions
1) Tencent corporate mailbox: cannot connect to server during binding
Verify the incoming server type, server address, and port parameters. Please refer to: https://open.work.weixin.qq.com/help2/pc/19880
Incoming: IMAP, server imap.email.qq.com, SSL port 993. SMTP server: smtp.email.qq.com, SSL port 465.
2) Newly created mailbox reports incorrect account or password during binding
If the mailbox was just created and the administrator requires “change password at first login,” ask the user to log in to the webmail, change the initial password, then bind using the new password.
3) Tencent corporate mailbox binding fails with incorrect account or password
- Confirm the same credentials can successfully log in to the corporate webmail or Foxmail.
- Log in to exmail.qq.com and check settings: (1) Disable WeChat notifications (2) Enable IMAP and POP3 receiving
4) QQ Mail binding fails reporting incorrect account or password
Problem: The binding page shows “incorrect account or password” when using QQ account, while web login works.
- Obtain a QQ Mail authorization code. Sign in to webmail (http://mail.qq.com), go to Settings > Accounts to enable IMAP/SMTP, then verify identity by scanning the WeChat QR code bound to the mailbox account to get a 16-character authorization code. See: https://service.mail.qq.com/detail/128/53?expand=14
picture coming soon:
- Bind QQ Mail in ShareCRM using the QQ authorization code (not the original password). Binding as a third-party client allows mail retrieval.
5) 163 Mail binding fails reporting incorrect account or password
Problem: Binding shows “incorrect account or password” while web login works.
- Obtain a 163 Mail authorization code: Sign in to https://email.163.com, go to Settings > POP/SMTP/IMAP, enable IMAP/SMTP or POP3/SMTP services. In the pop-up, continue to enable and choose SMS verification or manual SMS to get a 16-character authorization code. One code can configure multiple clients. See: https://help.mail.163.com/faqDetail.do?code=d7a5dc8471cd0c0e8b4b8f4f8e49998b374173cfe9171305fa1ce630d7f67ac2a5feb28b66796d3b
picture coming soon:
- Bind 163 Mail in ShareCRM using the 163 authorization code (not the original password).
6) Other binding failures / errors
1. Automatic binding failure causes and solutions
a. Incorrect account or password: the most common cause. Verify credentials and retry binding.
b. Password expired: log in to webmail, reset the password, then rebind.
c. Initial password not changed: some corporate mailboxes require changing the initial password before allowing client binding. Follow the webmail prompts to change the password, then rebind.
d. Must use client-specific password (authorization code): services like QQ Mail or 163 may require a client-specific authorization code. Obtain the code in webmail and bind using email + authorization code.
2. Advanced configuration binding failure causes and solutions
For self-hosted corporate mail servers requiring advanced configuration, you must fill in incoming/outgoing protocol servers and ports as shown:
Mailbox server configuration — expand Advanced Configuration
a. Mailbox has not enabled required mail protocols
Some corporate mailboxes disable client protocols by default, blocking third-party client binding. Enable the required incoming/outgoing protocols, then rebind. Example for Tencent corporate mail (other providers have similar settings):
① Log in to the Tencent corporate mailbox admin portal: https://exmail.qq.com/
② Check whether client protocols are enabled
Mailbox server — enable client protocols
③ Turn on the appropriate client protocol toggles and save server-sent settings
④ Use the provider’s incoming/outgoing server addresses and ports in ShareCRM mailbox settings and rebind
b. Credentials and protocol details are correct but binding still fails
Possible causes: expired password, security login enabled but not using an authorization code, or using an expired authorization code. Log in to webmail to verify password status and authorization code validity.
Authorization code configuration example (Tencent corporate mail):
Mailbox server — secure login / authorization code configuration
c. Customer’s corporate mailbox only allows non-encrypted client protocol (non-SSL) ports
Some self-hosted mail services expose only non-encrypted client protocol ports. ShareCRM Mail binding defaults to encrypted (SSL) ports; this mismatch causes failure. Contact ShareCRM Mail technical support with the corporate account to request enabling non-encrypted client protocol binding. After approval, rebind.
d. Customer’s corporate mailbox only allows intranet access
If the mailbox server restricts access to the internal network, ShareCRM cannot reach it. Ask the mailbox administrator to add ShareCRM IPs to the whitelist to allow access, then rebind.
e. Customer’s corporate mailbox enforces secondary authentication
Some corporate mailboxes require secondary authentication (e.g., SMS). ShareCRM Mail does not support secondary authentication. Disable secondary authentication in the corporate mailbox, then rebind.
f. Customer’s corporate mailbox only supports Exchange username (non-email) + password login
If the Exchange server requires a username (not the full email) + password, binding may fail. Two solutions:
① Ask the mailbox administrator to enable standard client protocols on their Exchange server (IMAP + SMTP), then bind in ShareCRM.
② Contact ShareCRM Mail technical support, provide the mailbox account and Exchange username for a special mapping, then bind in ShareCRM.
7) Other: Why are there emails yet I don’t receive them in ShareCRM?
Email retrieval can be delayed. Pull-to-refresh the inbox to fetch the latest messages. If certain providers block third-party retrieval and you cannot receive emails or notifications in ShareCRM, submit the affected email addresses to ShareCRM Online Support; we will investigate and assist.