Table of Contents


Overview

Emails that are sent from Aspire will go out through your Gmail, MS 365, or Microsoft Exchange account (like Outlook) and will show up in your sent folder.

It's possible to pull selected emails from your MS 365, Microsoft Exchange, or Gmail and have them loaded back into Aspire.

In addition, calendar appointments created either in Aspire, Gmail, MS 365, or Outlook will sync in either direction. Recurring appointments must be scheduled in Outlook or Gmail, but if synced, will appear in Aspire.

📌 Note: Even if the calendar sync is turned on, any appointments or calendar events created outside of Aspire will be read-only. Additionally, when syncing email with Aspire, any mail enabled groups such as distribution groups, lists, or shared mailboxes will not work.


Syncing Your Microsoft 365 Email and Calendar to Aspire

Syncing a Microsoft 365 account differs from syncing a Microsoft Exchange account. Both Microsoft 365 and Google support Multi-Factor Authentication (MFA).

A couple notes about Microsoft 365:

  • Modern cloud-based and supported by Microsoft.

  • Access email from anywhere

  • IT may refer to their setup as Exchange Hybrid or Exchange Online

  • Supports MFA (Multi-Factor Authentication)

Instructions:

  1. Click Settings next to the Profile icon in the bottom left corner of the Aspire menu. Click Settings again.

  2. Select the Sync Email and Sync Calendar options.

    1. Note: Select Sync Aspire Folder to view emails that originate in Aspire from the Microsoft 365 account. By selecting this option, two folders will be added to the MS365 account - Aspire and Processed. Emails moved or copied into the Aspire folder will be copied into Aspire and then moved into the Processed folder. Keep in mind the following information:

      1. A valid email address is required for the Sync to work.

      2. A Sync happens once an hour.

  3. Choose a Calendar Privacy Setting.

    1. Note: A Public calendar privacy setting makes the calendar visible to all company members.

    2. Note: A Private calendar privacy setting will make appointment details visible only to those within the company that the calendar is shared with. The names of those that the calendar is shared with will populate in the Shared With field. If the calendar is not shared, those company members will only be able to view a block of time without appointment details.

  4. Select Microsoft 365 from the Provider drop-down menu.

  5. Click the Save button in the top right corner of the screen.

    1. Note: After clicking Save, a login prompt from Microsoft 365 will appear. If MFA is enabled, the opted MFA process will take place after the correct email address and password details are entered within the MS365 login prompt. If MFA is not enabled, the account will be authenticated after the correct email address and password details are submitted within the login prompt from Microsoft 365.

⚠️ For MS365 users, only sync one Aspire user per MS365 email account. Syncing multiple Aspire users to a single MS365 account could trigger throttling from MS365 due to spam-like behavior (high number of sent items queuing up simultaneously). Aspire will then have no control over forcing items through, like end of the month invoices.


Syncing Your Google Email and Calendar to Aspire

Syncing a Google account differs from syncing an Exchange account. Both Google and Microsoft 365 support Multi-Factor Authentication (MFA).

  1. Click Settings next to the Profile icon in the bottom left corner of the Aspire menu. Click Settings again.

  2. Select the Sync Email and Sync Calendar options

    1. Note: Select Sync Aspire Folder to view emails that originate in Aspire from the Google account. By selecting this option, two folders will be added to the Google account - Aspire and Processed. Emails moved or copied into the Aspire folder will be copied into Aspire and then moved into the Processed folder. Keep in mind the following information:

      1. A valid email address is required for the sync to work.

      2. A Sync happens once an hour.

  3. Choose a Calendar Privacy setting.

    1. Note: A Public calendar privacy setting makes the calendar visible to all company members.

    2. Note: A Private calendar setting will make appointment details visible only to those within the company that the calendar is shared with. The names of those that the calendar is shared with will populate in the Shared With field. If the calendar is not shared, those company members will only be able to view a block of time without appointment details.

  4. Select Google from the Provider drop-down menu.

  5. Enter the work email address for a Google account.

  6. Click the Save button in the top right corner of the screen.

    1. Note: If Multi-Factor Authentication is enabled, the opted Google MFA process will take place after Save is clicked. If MFA is not enabled, the account will be authenticated after the correct email address and password are provided within the login prompt from Google.


Syncing Your Microsoft Exchange Email and Calendar to Aspire

Microsoft Exchange, also known as Outlook, is self-hosted and on-premise, meaning your company has your own server and possibly dedicated IT staff to support Exchange.

⚠️ This is a legacy version of Microsoft mail and will be shut down in 2025.

  • You will not able to log into email via Office365

  • Typically requires advanced network and firewall configurations

Instructions:

  1. Select Settings (Your Profile) in the bottom left corner. Then select Settings again.

  2. Check mark the “Sync Email” and “Sync Calendar” options.

  3. Decide Calendar Privacy.

    1. Note: Everyone in the company can see a public calendar in Aspire.

    2. Note: A calendar can be private and shared with anyone whose name is in the Shared With box. Marking a calendar private will only show appointments to others in the company as a block of time and will not show the specifics of the appointment such as the subject, location, or notes. Anyone with whom the appointment is shared will be able to see the details of each calendar appointment.

  4. If desired, check the Sync Aspire Folder. This creates two special folders in Outlook or Gmail called “Aspire” and “Processed.” Any emails moved or copied into the “Aspire” folder will be copied into Aspire and then moved into the “Processed” folder.

    1. Note: The Contact needs to have a valid email address for the sync to work.

    2. Note: Sync happens once an hour.

  5. Select the company’s email provider.

    1. Note: If syncing with Google, only the email text box will appear, and Google will have a validation process that must be completed.

  6. Enter the work email address.

  7. Enter the work email’s password in the Password and Verify Password fields.

  8. Click the Save button in the top right.


Resyncing Your Email and Calendar

If your emails, when your account is synced, are showing as Undeliverable or your emails are sending to the wrong locations, consider resyncing your email and calendar.

You will need to do the following:

  1. From the Home Screen, click Settings

    Then click Settings again

  2. Your User Settings screen will appear. Uncheck the Sync Email and Sync Calendar checkboxes under the Sync section.

  3. Select Save in the upper right corner of the screen.

  4. Go back into your User Settings screen.

  5. Check the boxes again you need to sync, choose your email provider, and then fill out the required information again.

  6. Once finished following the specific email provider's steps, click Save.

🧠 If this does not fix your issue, reach out to the AspireCare team for additional troubleshooting!

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