---
title: Email Settings
description: "The 'Email Settings' area of PCR is a consolidated panel that offers consolidated access to a variety of email configurations: - **[Incoming Email](https://learning.pcrecruiter.net/site/docs/user-email/user-incoming-email-setup/)**: Add/edit your incoming email accounts for sync with automatic activity logging. - **[Email Folders](https://learning.pcrecruiter.net/site/docs/user-email/user-incoming-email-setup/#set-sent--trash-folders)**: Map your incoming…"
url: "https://learning.pcrecruiter.net/site/docs/communication/email-settings/"
updated: "2026-09-24"
category: Communication
---

# Email Settings

The 'Email Settings' area of PCR is a consolidated panel that offers consolidated access to a variety of email configurations:

- **[Incoming Email](https://learning.pcrecruiter.net/site/docs/user-email/user-incoming-email-setup/)**: Add/edit your incoming email accounts for sync with automatic activity logging.
- **[Email Folders](https://learning.pcrecruiter.net/site/docs/user-email/user-incoming-email-setup/#set-sent--trash-folders)**: Map your incoming email’s Sent, Trash, and other folders to PCR.
- **[User Outgoing Email](https://learning.pcrecruiter.net/site/docs/communication/user-outgoing-email-setup/)**: Add/edit your outgoing email accounts and aliases.
- **[Display Settings](https://learning.pcrecruiter.net/site/docs/user-email/user-incoming-email-setup/#email-preferences)**: For PCR’s internal email client, set messages per page and other preferences.
- **[Signature](https://learning.pcrecruiter.net/site/docs/user-email/signature/)**: Manage the HTML email signature used for emails and form letters.
- **[Default Font](https://learning.pcrecruiter.net/site/docs/user-email/signature/#default-font)**: Choose the ‘base font’ for your emails to use when none is specified in the content.
- **[Bulk Email Categories](https://learning.pcrecruiter.net/site/docs/mail-lists/email-campaigns/#sending-the-campaign)***: Select your active categories for reporting on mass-email sends.
- **[Activities](https://learning.pcrecruiter.net/site/docs/user-email/user-incoming-email-setup/#email-preferences)**: Enable IMAP email logging and choose emails to exclude from activity logs.
- **[Opt In/Opt Out List](https://learning.pcrecruiter.net/site/docs/mail-lists/email-opt-outopt-in/)***: View and manage the email opt-in and opt-out list.
- **[Private Email](https://learning.pcrecruiter.net/site/docs/communication/private-email/)***: Define specific email addresses to be excluded from any Activity records for emails sent to or from, or containing that email address in the body.
- **[Outgoing Database](https://learning.pcrecruiter.net/site/docs/communication/database-outgoing-mail-setup/)***: Configure the main email account that PCR will use for sending automated notifications and other non-user-specific communications.

## PCRmail Configuration

*Complete all four steps to configure receiving, sending, and email activity tracking.*

### Opening the PCRmail Configuration Screen

1. In PCRecruiter, click the **gear icon** in the top-right corner (next to your profile image).
2. Select **Configure** at the top of the menu. The **Email Settings** screen will open.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2026/01/image-5.png)

#### Incoming Email Setup

This section configures how PCRmail receives emails and enables 'EMAILRECD' activity logging and reply/bounce tracking for bulk email campaigns.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2026/01/image-6-1024x448.png)

1. Click **Incoming Email** in the left menu.
2. Click **Add Server**.
3. Sign in to authenticate your IMAP Server:
   - **Gmail:**Click the Google option to authenticate with your Gmail account. You will be returned to the Incoming Mail screen once authentication is complete.
   - **Office 365:** Click the Microsoft option to authenticate with your Office 365 account. You will be returned to the Incoming Mail screen once authentication is complete.

1. Uncheck **Save sent email to the Sent Items folder**. Your mail provider saves sent emails automatically, so leaving this enabled can create duplicates in your Sent folder.
2. Click **Start test connection**. If the test passes, click **Save**.

#### Email Folders

You must map your mail server's Sent and Trash folders before the sync can begin.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2026/01/image-7.png)

1. Click **Email Folders** in the left menu.
2. Select your Mail Server’s Sent and Trash/Deleted Items folders:
   - **Gmail**: Select *Sent Mail* for the Sent folder and *Trash*for the Trash folder.
   - **Office 365:**Select *Sent Items* for the Sent folder and *Deleted Items* for the Trash folder.

1. Click **Save**.

**Note:**The initial sync starts after these folders are selected and may take a significant amount of time depending on how many emails are stored on your mail server.

#### User Outgoing Email Setup

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2026/01/image-8-1024x568.png)

1. Click **User Outgoing Email** in the left menu.
2. A card is created when your user account is set up. Click the **edit (pencil) icon** on the card.
3. Set the **Alias Name** to your full name. This is the display name recipients will see when you send an email.
4. Ensure **both** the **From Address** and **Reply To Address** fields are populated.
5. Use the **IMAP Server** dropdown to select the server created in the earlier step. This syncs emails sent from PCRecruiter to the Sent folder of your IMAP Server.
6. Set a **Delay Between Emails**. We recommend **3000 or 5000 ms** (3–5 seconds) to stay under typical sending rate limits for Microsoft and Google SMTP.
7. Sign in to authenticate your SMTP Mail Server.
   - **Gmail:**Click the Google option to authenticate. This automatically populates the SMTP Server, SMTP Username, SMTP Password, and Port fields.
   - **Office 365:** Click the Microsoft option to authenticate. This automatically populates the SMTP Server, SMTP Username, SMTP Password, and Port fields.

1. Click **Start test connection**. If the test passes, click **Save**.

#### Email Activity Writing

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2026/01/image-9.png)

1. Click **Activities** in the left menu.
2. Change the **Write incoming emails to activities** dropdown from **None** to **From, Subject, Body**.
3. Click **Save**.