Syncing Office 365

Notes: In October 2022, microsoft deprecated app passwords

If you were logging in with an App Password in the past, you will no longer be able to do so. This is because Microsoft deprecated "Basic Authentication", which is what App Password was part of. To sign in, you can instead use the "Sign in with Microsoft" button now, which uses OAuth 2.0. Follow the instructions "Syncing Office 365 and FunnelBud" just below here.

If you had app passwords and still can't sign in with the microsoft button, try logging out of your Microsoft Office 365 account, then clearing your internet browser's cache, and then disable and update your Mail Sync configuration.

Syncing Office365 and FunnelBUd

To connect your Office 365 email account with FunnelBud, do this:

  1. Click User Menu > Settings in FunnelBud's top-right toolbar.

  2. Click Mail Sync, located under My Account in the left panel.

  3. Click Office365 under Choose your provider. (If you are already connected, you will instead see the option to reauthenticate, click there.)

  4. Click the button "Sign in with Microsoft" (note: do not put in your username and password unless in special individual cases where we have recommended this to you, but click the button at the top).

  5. On the Microsoft popup that comes, fill in your username and password if required.

  6. Click "Yes" if it asks if you want to let SharpSpring Inc access your info.

Turn on IMAP for all or specific IPs

Please note that in the current version of the email sync, either IMAP must be open, or the following IP addresses must be whitelisted by your Office 365 administrator in order for IMAP syncing to work:

  • 104.196.23.163

  • 104.196.24.90

  • 104.196.55.155

  • 104.196.134.176

  • 104.197.128.1

  • 104.197.144.255

If they are not, you will get an error message when trying to connect.

If your Mail Sync Connection requires attention Error

If you want to sync SMTP as well (to be able to send Outlook emails from FunnelBud), your Office 365 admin needs to have turned on SMTP for your company for all IP address ranges. See here how that's done: https://docs.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/authenticated-client-smtp-submission

Note: If you haven't done this, you may get an error message shown in the screenshot below, but your emails will still sync, you just won't be able to use the full functionality of the "Smart Emails" feature - i.e. sending emails from FunnelBud via your own Outlook.

If you need to Reset Mail Sync

To be done by an Office 365 administrator:

1. Go to the user's settings, and click on Disconnect Mail Sync (this needs to be done by a FunnelBud administrator )

2. Ask an administrator in their Microsoft account to verify that SMTP is currently enabled:

  • Open the Microsoft 365 admin center and go to Users > Active users.

  • Select the user, and in the flyout that appears, click Mail.

  • In the Email apps section, click Manage email apps.

  • Verify the Authenticated SMTP setting: checked = enabled.

  • When you're finished, click Save changes.

More info:

https://docs.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/authenticated-client-smtp-submission

https://docs.microsoft.com/en-us/exchange/client-developer/legacy-protocols/how-to-authenticate-an-imap-pop-smtp-application-by-using-oauth

3. After disconnecting from Mail Sync, ask the users to connect again. This time they can log in with the feature "Sign In With Microsoft." button.

To be done by the user:

Please ask users to follow these steps when reconnecting:

  1. Log out of the Microsoft 365 Account and clear their browser's cache

  2. Click on Disconnect Mail Sync (on their user's settings)

  3. Click User Menu > Settings in SharpSpring's top toolbar.

  4. Click Mail Sync, located under My Account in the left panel.

  5. Click Sign in with Microsoft.

  6. Enter your Microsoft Office365 email address in the Email, phone, or Skype field.

  7. Click Next.

  8. Enter your Microsoft Office365 email password in the Password field.

  9. Click Sign in.

  10. Click either Yes or No to determine how Microsoft will keep you logged in to your Microsoft Office365 account.

Why was my email sync disconnected?

Most likely, it is due to a password change on your side. If so, please try to log in again using the above methods.