Skip to main content
Connect your email to Twenty to track communications, sync conversations, and manage all customer interactions in one place.

​
Email Integration Overview

Integrating your email with Twenty enables:
  • Email sync - View emails alongside CRM records
  • Two-way sync - Send and receive emails from Twenty
  • Automatic linking - Associate emails with contacts and companies
  • Activity tracking - See communication history
  • Thread tracking - Follow entire conversations

​
Supported Email Providers

Gmail

Connect Google Workspace or personal Gmail accounts

Outlook

Connect Microsoft 365 or Outlook.com accounts

IMAP/SMTP

Connect any email provider with IMAP support

Exchange

Connect Microsoft Exchange servers (coming soon)

​
Connecting Your Email

​
Gmail Integration

1

Navigate to settings

Go to Settings → Integrations → Email.
2

Select Gmail

Click Connect Gmail to begin the authentication flow.
3

Sign in to Google

Authenticate with your Google account in the popup window.
4

Grant permissions

Allow Twenty to access your email:
  • Read emails
  • Send emails
  • Manage labels
5

Configure sync settings

Choose what to sync:
  • Sync all emails or specific labels
  • Sync from date (e.g., last 30 days)
  • Auto-link emails to records
6

Complete setup

Click Start Sync to begin importing emails.
Initial sync may take a few minutes depending on email volume. Subsequent syncs happen in real-time.

​
Outlook Integration

1

Navigate to settings

Go to Settings → Integrations → Email.
2

Select Outlook

Click Connect Outlook to start authentication.
3

Sign in to Microsoft

Authenticate with your Microsoft account.
4

Grant permissions

Allow Twenty to:
  • Read mail
  • Send mail
  • Access contacts
5

Configure sync

Set sync preferences:
  • Which folders to sync
  • Sync start date
  • Auto-link settings
6

Start syncing

Click Complete Setup to begin sync.

​
IMAP/SMTP Setup

For other email providers:
1

Gather credentials

Get from your email provider:
  • IMAP server address
  • IMAP port (usually 993)
  • SMTP server address
  • SMTP port (usually 587 or 465)
  • Username (usually your email)
  • Password or app-specific password
2

Navigate to settings

Go to Settings → Integrations → Email.
3

Select IMAP/SMTP

Click Connect via IMAP/SMTP.
4

Enter server details

Fill in the connection information:
IMAP Server: imap.example.com
IMAP Port: 993
SMTP Server: smtp.example.com
SMTP Port: 587
Username: [email protected]
Password: your-password
Use SSL: Yes
5

Test connection

Click Test to verify settings work.
6

Save and sync

If test succeeds, click Save to start syncing.
Many email providers require app-specific passwords instead of your regular password. Check your provider’s documentation.

​
Email Syncing

​
What Gets Synced

Twenty syncs:
  • Received emails - Emails you receive
  • Sent emails - Emails you send
  • Email threads - Complete conversation history
  • Attachments - Files attached to emails
  • Participants - To, from, CC, BCC addresses

​
Automatic Record Linking

Twenty automatically associates emails with:
  • People - Matches by email address
  • Companies - Matches by domain or linked people
  • Opportunities - If sender is involved in a deal
  • Projects - If mentioned in subject or body
Example: Email from [email protected]:
  • Links to Person: John Doe
  • Links to Company: Acme Corp
  • Links to Opportunity: “Acme Corp - Q1 Deal”

​
Manual Linking

Link emails to records manually:
  1. Open an email in Twenty
  2. Click Link to Record
  3. Search for the record
  4. Select to create the link
The email appears on the record’s timeline.

​
Sync Settings

Customize what syncs:
Choose what to sync:
  • Two-way - Sync sent and received
  • Receive only - Only incoming emails
  • Send only - Only outgoing emails
Limit what syncs:
Gmail:
  - All mail
  - Specific labels only
  - Exclude labels

Outlook:
  - All folders
  - Specific folders only
  - Exclude folders
How far back to sync:
  • Last 7 days
  • Last 30 days
  • Last 90 days
  • All emails
  • Custom date
Configure automatic linking:
  • Link by email address
  • Link by domain
  • Link by subject keywords
  • Require manual confirmation

​
Sending Emails from Twenty

Compose and send emails directly from Twenty.

​
Composing Emails

1

Open a record

Navigate to a Person, Company, or Opportunity.
2

Click Email

Click the Email button in the record header.
3

Compose message

Write your email:
  • To: Pre-filled with record’s email
  • Subject: Enter subject line
  • Body: Compose message
  • CC/BCC: Add additional recipients
4

Add attachments

Attach files from:
  • Your computer
  • Record’s files
  • Recent attachments
5

Send or schedule

  • Send Now - Deliver immediately
  • Schedule - Send at specific time
  • Save Draft - Finish later

​
Email Templates

Create reusable email templates:
  1. Go to Settings → Email → Templates
  2. Click + New Template
  3. Name your template
  4. Write the email content
  5. Use variables for personalization: 
    Hi {{First Name}},

I wanted to follow up on {{Opportunity Name}}.
We discussed {{Custom Field}} during our last call.

Best,
{{User Name}}
  6. Save the template
Use templates when composing:
  1. Click Templates in composer
  2. Select template
  3. Variables auto-fill with record data
  4. Edit as needed and send

​
Email Tracking

Track email engagement:
  • Open tracking - See when emails are opened
  • Click tracking - Track link clicks
  • Reply tracking - Monitor responses
Tracking requires recipient to load images. Some email clients block tracking pixels.
View tracking data:
  • Timeline shows opens and clicks
  • Email detail shows engagement
  • Reports include email metrics

​
Viewing Emails in Twenty

​
Email Timeline

See all emails on a record’s timeline:
  1. Open any record
  2. Go to Timeline tab
  3. View chronological email history
  4. Filter by:
    • Sent vs received
    • Date range
    • Participants

​
Email Details

Click an email to see:
  • Full message content
  • Participants (to, from, CC, BCC)
  • Attachments
  • Thread history
  • Linked records
  • Tracking data (opens, clicks)
Find emails quickly:
  1. Use global search (Cmd/Ctrl+K)
  2. Type email sender, subject, or content
  3. Filter by:
    • Date sent
    • Has attachments
    • Linked to specific record
    • Read/unread status

​
Email Best Practices

Consider using a specific email for business communications:
  • Keeps personal email separate
  • Easier to manage sync scope
  • Cleaner data in CRM
Organize your email first:
  • Create labels for customer emails
  • Set up filters to auto-label
  • Sync only relevant labels to Twenty
Periodically check:
  • Are emails linking correctly?
  • Any false matches?
  • Emails missing links?
Adjust auto-linking rules as needed.
Create templates for:
  • Introduction emails
  • Follow-ups
  • Meeting confirmations
  • Status updates
Saves time and ensures consistency.
Be mindful:
  • Only sync work-related emails
  • Don’t sync personal communications
  • Follow company email policies
  • Respect recipient privacy

​
Troubleshooting

​
Emails Not Syncing

Check:
  1. Connection status in settings
  2. Sync settings and scope
  3. Email provider permissions
  4. Internet connection
Solutions:
  • Reconnect email account
  • Verify sync settings
  • Check provider’s status page
  • Review error logs

​
Emails Linking Incorrectly

Causes:
  • Similar email addresses
  • Multiple contacts with same email
  • Domain matching too broad
Solutions:
  • Manually unlink and relink
  • Adjust auto-linking rules
  • Clean up duplicate contacts

​
Cannot Send Emails

Check:
  1. SMTP settings correct
  2. Authentication valid
  3. Sending limits not exceeded
  4. Recipient addresses valid
Solutions:
  • Test SMTP connection
  • Refresh authentication
  • Check daily sending quota

​
Next Steps

Calendar Sync

Connect your calendar to Twenty

Workflow Automation

Automate actions based on emails

Build docs developers (and LLMs) love

Get started for freeTalk to us