Odoo CRM Email Integration to Streamline Business Communication

Efficient communication is the backbone of any successful sales process. Integrating your email client with Odoo CRM can be a game-changer. Email is one of the most widely used tools for communication, organization, and marketing. Every minute, 240 million emails are exchanged globally. 

By connecting Odoo CRM to platforms like Gmail or Outlook, you can centralize your email exchanges. This Odoo CRM email integration helps automate lead tracking, manage contacts, and boost productivity. In addition, it enables you to track the activity of potential customers and create new records directly from your email communications.

Beyond the basic setup, there are many tips and tricks to unlock this integration’s full potential. This blog will explore practical strategies for optimizing your Odoo CRM email setup. For a deeper understanding of Odoo CRM’s power, be sure to check out our Odoo CRM guide. 

Whether you’re a small business or a growing enterprise, this write-up will help you take your sales process to the next level. Let’s dive into Odoo CRM integration for emails.

Introduction to Odoo CRM

Odoo CRM is a powerful tool designed to simplify and enhance customer relationship management for businesses of all sizes. It offers a wide range of Odoo CRM features that streamline processes such as lead tracking, opportunity management, and customer interaction. As part of the Odoo ecosystem, it seamlessly integrates with other modules, making it a versatile and comprehensive solution.

Due to its intuitive interface and user-friendly design, understanding how to use Odoo CRM is straightforward. Sales teams can efficiently manage their workflows by leveraging features like automated task assignments, communication tracking, and detailed reporting. 

It’s more than just software—it’s a strategic partner in achieving customer satisfaction and operational efficiency.

How to Integrate Odoo CRM to Gmail and Outlook

Integrating Odoo CRM with email clients allows for seamless communication, ensuring that customer interactions, leads, and sales activities are efficiently managed directly from your email platform.

Here’s a step-by-step guide on how to integrate Odoo CRM with Gmail and Microsoft Outlook.

1:- Integrate Gmail to Odoo CRM using Google OAuth

Odoo seamlessly integrates with Google’s OAuth for Gmail—all you need to do is configure a few settings with Google Workspace and Odoo’s backend. This configuration provides you the flexibility to use either a personal email or one linked to a custom domain for your communications.

To successfully perform this process, we have to follow the two-phase- Setup in Google and Setup in Odoo.

Phase 1: Setup in Google

The Google setup process is categorized into four parts: Creating a new project, creating an OAuth consent screen, Editing app registration, and Creating credentials.

1.1. Create a new project

Step 1: Navigate to Google API Console. Enter your Login Credentials for Google Workspace.

Note: You can use your personal Gmail account. (Make sure to keep the same email address in Odoo)

Step 2: After a successful login, click on Create Project, which is available in the Enabled APIs & Services interface.

Step 3: Now, you will find an interface for the New Project. Enter the Project name as Odoo and the Location as Google Workspace organization. 

Note: If you are using your personal Gmail account, enter No organization in the location field.

Step 4: Finally, click the Create button to complete the steps for creating a new project in Google Workspace.

1.2. OAuth consent screen

After successfully creating a project, you will be redirected to the OAuth consent screen. If you still need to do the redirection, follow the steps below.

Step 1: Navigate to Google API Console and click on the OAuth consent screen under the API & Services menu displayed in the left corner of the interface.

Step 2: Select the User Type (Internal or External) under the User Type option.
Note: Personal Gmail accounts are limited to the External User type and require Google approval. Google Workspace accounts can use the Internal User type. In External testing mode, no approval is needed, with a 100-user limit.

Step 3: Tap the Create button to finish the configuration. This will redirect you to the Edit App Registration page.

1.3. Edit app registration

In this step, we have to configure the app registration for the created project.

Step 1: Enter Odoo in the App Name field and click on the drop-down of the User Support email field to select the Organization’s Email Address. (Choose the option of Browse to add logo)

Step 2: Now, provide the links to the Application homepage, Privacy Policy, and Terms of Service.

Step 3: Under the Authorized Domain option, click on the +Add Domain button and enter Odoo.com.

Step 4: Enter the Organization’s Email Address in the Developer Contact Information section.

Note: Google uses this email address to update the organization about any changes to your project.  

Step 5: Click on the Save and Continue button. This will redirect you to the Scopes pages. Scroll down to the bottom of the page and again tap on Save and Continue.

Step 6: In the testing mode, add the Email address under Test Users, click Add Users, then Save and Continue to view the app summary.

1.4. Create credentials

After the project is successfully set up, create credentials that include the Client ID and Client Secret. To do so, follow the below steps.

Step 1: Navigate to Credentials from the left sidebar of Google API Console.

Step 2: Click on the Create Credentials from the menu bar. Now, choose the OAuth client ID option from the displayed drop-down.

Step 3: After that, click on the Application type field and select Web application. Enter Odoo in the name field.

Step 4: Now, navigate to the Authorized redirect URls label and click the Add URI. 

Step 5: In the URl 1 field, input the below by replacing yourdbname.

(https://yourdbname.odoo.com/google_gmail/confirm)

Step 6: At last, tap on the Create button to generate an OAuth Client ID and Client Secret.

Copt and keep the generated value; it will be used to configure Odoo. 

After completing all the above steps, you will find the OAuth Client ID and Client Secret. Now, let’s proceed further and complete the final setup in Odoo.

Phase 2: Setup in Odoo

The setup process in Odoo is divided into two parts: Entering Google credentials and Configuring the outgoing email server.

2.1. Enter Google credentials

Step 1: Open your Odoo ERP and visit the Apps module. 

Step 2: Remove the Apps filter from the Search bar and search for Google Gmail. Once you find the app, install it on your database.

Step 3: After installing, navigate to the Settings and click on General Settings.

Step 4: Scroll the general setting interface and visit the Discuss section. 

Step 5: Check the Use Custom Email Servers checkbox. This will open an option for using a Gmail or Outlook Server.

Step 6: Paste the value generated (OAuth Client ID and Client Secret) and Save the settings.

2.2. Configure the outgoing email server

If you want to configure an external Gmail account, follow the below steps.

Step 1: Click on the Outgoing Email Servers link under the section Use Custom Email Servers.

Step 2: Tap on the New button on the left side of the interface. Enter the required details, such as Name and FROM Filtering.

Step 3: After that, Check the Gmail OAuth Authentication option under the Authentication With option.

Step 4:  A new window now opens to complete the authorization process. Choose the appropriate Email Address configured in Odoo.

Step 5: If the email account is personal, a few extra steps will pop up. Here, tap Continue to allow the verification and connect the Gmail account to Odoo.

Step 6: Finally, click on the Continue or Allow button to access the Gmail account via Odoo. The page will then navigate back to the newly configured outgoing email server in Odoo.

Finally, the configuration automatically loads the token in Odoo, and a green tag stating Gmail Token Valid appears.

Step 7: Click on the Test the Connection button. 

(Here, you will find a confirmation message that your Odoo database can now send safe, secure emails through Google using OAuth authentication)

2:- Integrate Microsoft Outlook to Odoo CRM using Azure OAuth

Odoo supports the integration of Microsoft Outlook 365 using Azure OAuth. To do so, we must configure settings in the Azure platform and Odoo database. The integration could be a personal email address or an email address with the domain name.

The entire integration process is categorized into two phases. It includes Setup in the Microsoft Azure portal and Setup in the Odoo database.

Phase 1: Setup in the Microsoft Azure portal

The setup process in Microsoft Azure has four parts: Creating a new application, setting API permissions, Assigning users and groups, and Creating credentials.

1.1. Create a new application

Step 1: Log in to the Microsoft Azure Portal using your Microsoft account (either Office 365 or personal). Ensure Administrative access to Azure settings.

Step 2: In the portal, go to the Manage Microsoft Entra ID section (previously Azure Active Directory).

Step 3: Click Add (+) from the top menu and select App Registration.

Step 4: Configure App Details:

• Name: Choose a recognizable name like “Odoo.”
• Supported Account Types: Select the option for Accounts in any organizational directory and personal Microsoft accounts.

Step 5: Under the Redirect URL section, choose Web as the platform and input the appropriate URL, e.g., https://<your-web-url>/microsoft_outlook/confirm. Replace <your-web-url> with the URL used for Database login.

Step 6: Once all fields are configured, click Register to create the application.

1.2. API permissions

Step 1: Navigate to the API Permissions section in the left menu bar.

Step 2: Click the (+ Add a Permission) button.

Step 3: Select Microsoft Graph under the Commonly Used Microsoft APIs section.

Step 4: Select the Delegated Permissions option.

Step 5: In the search bar, locate and add the following permissions:

• SMTP.Send
• IMAP.AccessAsUser.All

Note: The User.Read permission will be added automatically by default.

1.3. Assign users and groups

Step 1: Navigate back to the Overview of the application from the left sidebar menu.

Step 2: Under the Essentials overview table, locate and click the link labeled Managed Application in Local Directory (found in the bottom-right corner of the table).

Step 3: In the left sidebar menu, select Users and Groups.

Step 4: Add a User or Group. Click the (+ Add User/Group) button.

• For organizational accounts, you can add Groups and/or Users.
• For personal accounts, only Users can be added.

Step 5: Under Users or Groups, click on None Selected.

Step 6: Add the users or groups who will be sending emails through the Microsoft account in Odoo.

Step 7: Click Select, then Assign to complete the process.

1.4. Create credentials

Step 1: Go to the Overview page of the app.

Step 2: In the Essentials section, locate the Client ID (also called Application ID) under the Display Name.

Step 3: Copy the Client ID for later use.

Step 4: In the left sidebar menu, navigate to Certificates & Secrets.

Step 5: Click on the (+ New Client Secret) button.

Step 6: A window will appear on the right. Under Description, enter a recognizable name (e.g., Odoo Fetchmail).

Step 7: Set an Expiration date for the secret. 

Step 8: Save the Client Secret. After generating the client secret, copy the Client Secret Value and save it securely. (It will only be visible at this point.)

Phase 2: Setup in the Odoo database

The setup process of Microsoft Outlook in Odoo is categorized into two parts: Entering Microsoft Outlook credentials, Configuring the outgoing email server, Configuring with a single outgoing mail server, configuring User-specific (multiple users) configurations, and Configuring the incoming email server.

2.1. Enter Microsoft Outlook credentials

Step 1: Open the Odoo database and go to the Apps module.

Step 2: Remove the Apps filter from the search bar. Search for Outlook and install the Microsoft Outlook module.

Step 3: Navigate to Settings>>General Settings.

Step 4: Under the Discuss section, check the box for Custom Email Servers. This action will display a new option for Outlook Credentials.

Step 5: Click Save to confirm your progress.

Step 6: Paste these values into their respective fields in the Outlook Credentials section and Finalize Settings.

Step 7: Click Save to complete the configuration.

2.2. Configure outgoing email server

Step 1: On the General Settings page, under the Custom Email Servers section, click on the Outgoing Email Servers link.

Step 2: Click to create a new email server and Check the box for Outlook.

Step 3: Fill in the following fields. Name: Enter a Name (this can be anything). Username: Provide the Microsoft Outlook Email Address.

Step 4: If the From Filter field is empty, Add a Domain or Email Address.

Step 5: Click Connect your Outlook account. A new Microsoft authorization window will open.

Step 6: Select the Email Address you want to configure in Odoo.

Step 7: On the permission page, allow Odoo to access the Microsoft account by clicking Yes.

The page will redirect to Odoo, which is completing the authorization process.

Step 8: After Configuration, the system automatically loads the token. A green tag labeled Outlook Token Valid will appear, confirming successful setup.

Step 9: Click Test Connection. A confirmation message should appear, indicating that the Odoo database can now send secure emails through Microsoft Outlook using OAuth authentication.

2.3. Configuration with a single outgoing mail server

Choose a generic email address to serve as the sender for all emails in the database. Examples: notifications@example.com, contact@example.com. 

Step 1: Configure the mail server by entering the generic email address in the FROM Filtering field.

Step 2: Ensure the generic email address matches the system parameter key combination: {mail.default.from}@{mail.catchall.domain}

Step 3: Setup the Email Sending Behavior.

• All outgoing emails will use the generic email address as the sender.
• The name of the sender will be displayed accurately.
• The sender’s email address will appear as the configured generic mailbox address (e.g., notifications@example.com).

2.4. User-specific (multiple-user) configuration

Step 1: Set Up Individual Email Servers for Users. Each user in the database should have a separate email server configured.

Step 2: For each email server, set the FROM Filtering to match the user’s email address.

Step 3: Only users whose email addresses match the FROM Filtering configuration can send emails using that server.

Step 4: This configuration requires users to have Access Rights to the settings to establish a connection with their email server.

Step 5: A fallback server should be configured for sending notifications. The FROM Filtering for this fallback server should be set to the value of {mail.default.from}@{mail.catchall.domain} to ensure emails are sent correctly when no individual email server is available.

Note: This configuration is more complex than using a generic server, as it requires careful management of user access rights and email settings for each email server.

2.5. Configure the incoming email server

Step 1: Navigate to Incoming Mail Servers. Go to the Technical Menu and select Incoming Mail Servers.

Step 2: Click to Create a New Configuration for the incoming email account.

Step 3: Check the box next to Outlook OAuth Authentication.

Step 4: Enter the Microsoft Outlook Username associated with the account.

Step 5: Click Connect your Outlook account. Once the connection is established, Odoo will confirm that the Outlook Token is Valid.

Step 6: Click Test to verify the account configuration. After successful testing, Confirm the account setup. (The incoming email account is now ready to receive emails in the Odoo database.)

By following the above steps, you can integrate Odd CRM into your Microsoft Outlook for easy and quick access to data. However, there are many more benefits associated with it. Let’s explore them!

What are the Benefits of Odoo CRM Email Integration?

Integrating Odoo CRM with email clients like Gmail or Outlook provides numerous benefits for businesses. Here are the top 7 ways it enhances productivity and efficiency.

1. Centralized coverage of email communication

Integrating Odoo CRM with email enables businesses to centralize all customer and lead interactions in one defined location. Every email sent or received is automatically logged in the CRM, reducing the hassle of manually tracking communication. This not only saves time but also eliminates the need to switch between email clients and Odoo, making workflows easy and efficient.

2. Improved lead and opportunity management

With email integration, incoming emails can be directly transformed into leads or opportunities within Odoo CRM. The system intelligently associates emails with the relevant customer or lead records, providing a complete view of all interactions. By streamlining this process, businesses can easily manage sales pipelines and ensure no valuable lead goes unnoticed.

3. Enhanced team collaboration

Odoo CRM email integration fosters better collaboration among team members by providing access to a shared communication history. Sales representatives can view all email interactions related to a customer or lead, ensuring everyone is aligned and informed. This transparency enables teams to work more effectively and eliminates redundant efforts, making Odoo CRM an ideal choice for team collaboration.

4. Leads to automation and efficiency

The integration allows businesses to automate repetitive tasks, such as responding to inquiries with predefined email templates. Workflows can be set up to create leads from specific email addresses or trigger actions based on keywords in the emails. Automation enables teams to save time and improve accuracy, ensuring no opportunities are overlooked.

5. Personalized customer experience

Access to a detailed communication history enables sales teams to provide personalized responses and tailored interactions. Knowing a customer’s previous queries, preferences, and history makes it easy to deliver meaningful engagement, leading to stronger relationships and improved satisfaction.

6. Efficient tracking and analytics

Odoo CRM tracks email interactions, such as open rates and response times, directly within the platform. These insights allow businesses to analyze customer behavior and refine their communication strategies. By understanding what works and what doesn’t, sales teams can optimize their approach, ensuring their messages are effectively searched for and seen by prospects.

7. Simplified configuration

Odoo CRM email integration is designed to work seamlessly with popular email clients like Gmail and Outlook using IMAP/SMTP protocols. The setup process is straightforward and ensures a secure, reliable connection. This ease of configuration makes it a top choice for businesses looking for a quick, efficient way to integrate their emails.

While Odoo CRM’s email integration enhances communication, if you’re comparing CRM platforms, you may also want to explore how Salesforce’s email capabilities differ in our blog on Odoo CRM vs Salesforce.

7 Best Practices for Maximizing Odoo CRM Email Integration

Implementing a few best practices can help you fully leverage the power of Odoo CRM. These tips will not only streamline your processes but also enhance communication efficiency, enabling your team to reap the maximum benefits. Integration and customization of CRM in OdooERP is crucial for optimizing your workflows and ensuring seamless integration with emails.

1. Use email templates to save time

Creating and using email templates for common customer interactions, such as follow-ups, proposals, or acknowledgments, can significantly speed up communication. Odoo CRM allows you to design professional, reusable templates that maintain consistency across your team while personalizing messages for individual leads or potential customers. These templates are one of the easiest ways to save time, especially when managing a large number of emails.

2. Automate routine tasks

Set up automated workflows to handle repetitive tasks like:

• Sending a welcome email to new leads.
• Creating tasks or reminders when specific emails are received.
• Categorizing and tagging emails based on content or sender.

Automation minimizes manual effort and ensures critical tasks are always noticed. This approach also enables your team to focus on the most essential tasks and interactions, improving overall efficiency and reducing the usage of resources on redundant tasks.

3. Organize emails with tags and categories

Use Odoo’s tagging system to categorize emails by type, urgency, or team responsibility. For example:

• Tag “High Priority” emails for immediate action.
• Use specific tags like “Sales Inquiry” or “Support Request” to assign emails to the appropriate departments.

This organization makes it easier for your team to prioritize and manage workloads. It also helps search and retrieve emails, enhancing the overall usage of the email platform. This system simplifies finding the right record and tracking communications more efficiently.

4. Train your team

Proper training ensures your team fully understands the capabilities of Odoo CRM email integration. Offer tutorials or workshops on how to:

• Configure email clients for integration.
• Use templates and automated workflows.
• Analyze email metrics to refine communication strategies.

A well-trained team will make the most of the system, improving overall productivity and communication and ultimately saving time and effort. This leads to better results in managing customer interactions and tracking emails.

5. Monitor and optimize email performance

Leverage Odoo’s analytics to track key metrics like:

• Email open and response rates.
• Time taken to respond to customer emails.
• Conversion rates from email marketing campaigns.

Use these insights to identify gaps and continuously refine your approach for better engagement and efficiency. This will help optimize the communication your team delivers and improve customer satisfaction.

6. Keep your CRM updated

Ensure all customer and lead data in Odoo CRM is up to date. Accurate information helps match emails to the right records, prevents miscommunication, and allows for personalized interactions. This step is crucial for effective email campaigns and for maintaining the relevance of your outreach. An updated CRM ensures that no potential customer is left behind.

7. Secure your integration

Protect customer data by enabling two-factor authentication and using secure app passwords for Gmail and Outlook. Regularly review access permissions and update them as needed to maintain security. This is especially important given the changing nature of security threats and ensures that your email integration remains safe.

By adopting the above best practices, your business unlocks the full potential of Odoo CRM email integration. This leads to more effective communication, streamlined processes, and stronger customer relationships. You’ll be able to track email interactions efficiently, ensuring timely follow-ups and improved performance for the entire sales process.

Odoo CRM Email Integration with GrowSherpa

Being a certified Odoo development and integration partner, we provide end-to-end Odoo services to boost business productivity. Our Odoo integration services extend to integrating various Odoo apps, third-party tools, and advanced solutions tailored to your needs.

For businesses requiring specialized functionalities with manual methods, we recommend the Multi-Domain Email Routing app, which streamlines email management across multiple domains. With features designed for flexibility and scalability, this module is ideal for businesses handling diverse customer bases or operating across different regions. By integrating this Odoo app, businesses centralize their communication while maintaining the integrity of distinct domain-specific emails.