User Incoming Email Setup

The standard email buttons on contact record screens and lists allow PCRecruiter users to send email out to any contact in the database. However, if you are using PCRecruiter’s integrated email client or IMAP sync, you can receive email directly into your database as well, facilitating connections between your correspondence and name records. By receiving your email inside of PCRecruiter, you gain access to your email from any machine where you have access to your database, with quick links between the emails you receive and the people who sent them. This document will provide instructions for setup and use of this integration.

You may also wish to contact Main Sequence Technologies for information about PCRecruiter Portal for Outlook , which will integrate PCRecruiter directly into Microsoft Outlook.

  1. Click the user options ‘gear’ icon at the top right corner of your PCRecruiter database.
  2. Select Email.
  3. When the Email screen opens, you will see two icons on the Email toolbar: Email and Configure:

Configure PCRMail

SMTP Authentication for Office365

  1. Open the Microsoft 365 admin center ( and go to Users – Active users.
  2. Select the user, and in the flyout that appears, click Mail.
  3. In the Email apps section, click Manage email apps.
  4. Verify the Authenticated SMTP setting: unchecked = disabled, checked = enabled.
  5. When you’re finished, click Save changes.

Set Up Incoming IMAP Email

  1. Open PCRmail
  2. Select the Configure icon on the toolbar.
  3. Select Mail Servers
  4. Click Add
    • First switch the Server Type dropdown to IMAP SSL and this will the display to the fields you need to complete.
    • Description: Enter a name such as My O365
    • Click the Sign in with Microsoft option to login and authorize your Office3365 account. You will then return to the Add Mail Server screen with the Server Name, User Name, Password and Port field (993) populated.
    • Switch the ‘Save sent email to Sent Items folder’ dropdown to ‘No’. Office365 will automatically store a sent email in the Sent Items folder, so you do not need PCRmail duplicating this process.
    • Click Save.

Close PCRmail then re-enter PCRmail. You will immediately see your O365 folder names, but please note that the sync of the emails is a long process so there will be a delay until the emails show in the folders.

Set Sent &Trash Folders

You will need to select which folder of your IMAP account is used for Sent and Trash.

  1. Open PCRmail
  2. Select the Configure icon.
  3. Select Email Folders .
  4. Click the Set Sent Folder icon and select the Sent Items folder under your O365 section of folders.
  5. Click the Set Trash Folder icon and select the Deleted Items folder under your O365 section of folders.


  1. Open PCRmail
  2. Select the Configure icon.
  3. Select Preferences.
  4. In the Messages area, only change the ‘Automatically Change Reply Text Color’ to ‘No’ then click Save.
  5. In the Activities area, configure the following then click Save:
    • Write incoming emails to the Activities – select if an activity should be written for incoming emails and what details to include in the activity (i.e. from, subject, body).
  6. In the Lock PCR area, specify if you want to be prompted for a password when opening email within PCRecruiter then select the Save action icon. This is optional and not recommended.

Alias Address List (for Sending)

It is important that each user has their outgoing mail settings defined within PCRecruiter. The settings enable PCRecruiter to connect to a mail server to send the email (individual or bulk emails). This should be set up regardless of using PCRmail for incoming/IMAP

  1. Open PCRMail
  2. Click the Configure icon on the toolbar.
  3. Click Alias Address List.
  4. A card was generated when your user name was created but it is not complete. Click the Edit icon to configure your default email account for sending emails or click Add to setup a secondary alias.
    • Description – Enter a name for the account, it must be unique if you enter more than 1 account. For example, OfficeO365. This is for differentiating aliases and is not visible outside of PCR.
    • Alias Name – Enter your display/full name
    • Enter your email address in the From Address and Reply to Address fields.
    • Use the IMAP Server dropdown to select the IMAP mail server configured in the previous step.
    • Click on the Sign in with Microsoft / Sign in with Google option at the bottom to use Office365 or Gmail account authentication. This will populate SMTP Server:Port, User Name, and Password. If you are using a different email provider, you will need to manually complete these fields.
    • Do not check the Disable SSL/TLS box. Leave it as is.
    • Enter 2500 in the Delay Between Emails field. This will cause a 2.5 second delay between emails when sending to a list of recipients, and can help prevent you from hitting rate limits on some outgoing email services.
  • Click Save.

Office365 Outgoing Alias

Email Signature

  1. Click System button on the main toolbar
  2. Click Email Setup
  3. Click Email Signature
  4. Enter signature. If you wish to add any images, use the ‘Insert/Edit’ image button in the editing toolbar. To make the image a link, click on the image to highlight it after adding it, and then use the ‘link’ icon in the toolbar to apply a link to the image.
  5. Select whether to Always Use this signature or to Choose to Use it while sending an email. Form Letters will not automatically pick up a signature. Use Insert Fields in each Form Letter to put the [[System.Current_User_Email_Signature]] tag into the body of the message.
  6. Click Save

Default Email Font

  1. Click System button on the main toolbar
  2. Click Email Setup
  3. Click Default Email Font
  4. Select your preferred email Font Type and Size
  5. Click Save

Using PCRMail

NOTE: If you are using IMAP to sync PCRecruiter with your mail server, you do not need to use PCRMail to read/send mail. However, your email will be available within PCRMail if you choose to use it.

Working with an Email Listing

  1. Select the user options arrow at the top right of your PCRecruiter database.
  2. Select Email. A listing of emails will display.
    • Click the Subject of an email to display the message.
    • Click the From address to show a listing of the emails between your email and the From address.
    • Click the Get New action icon to immediately force retrieval of new messages.
    • Use the Select column to select multiple items, then use the Delete action icon to delete message(s).
    • Use the Select column to select multiple items, then use the Move action icon to move selected messages to a folder. You can also move one email using a drag-n-drop technique.

Working with an Individual Email

  1. Select the user options menu at the top right of your PCRecruiter database.
  2. Select Email. A list of emails will display.
  3. Click the Subject of an email to display the message at the bottom.
  4. You will have a toolbar of action icons. Click the arrow to the right of the toolbar to display and pin the options you will use most often. A checkmark indicates an item that is currently pinned to display. The order in which you pin controls the order they display. Unpinned action icons are always available from the full menu.

Recommended action icons to pin are:Email Actions

  • Reply – Use this icon to respond to the sender. Original content is included.
  • Reply All – Use this icon to respond to the sender and other recipients of the email. Original content is included.
  • Delete – Use this icon to send this email to the Deleted folder, or delete it, depending on your configuration.
  • Forward – Use this icon to send the content to another email address. You may also “blind relay”, which forwards the mail to a new recipient while keeping the original sender’s address and reply address on the email header.
  • Name – Use this icon to jump to the name record bearing the same email address as the sender of this email. If the email address is not found, the Add Name screen appears to create a new record.
  • Add Activity – Use this icon to create an activity and follow up for the sender. For example, if you need to write an activity that you called or need to follow up.

Additional action icons:

  • Move Mail – Use this icon to move this email to a different folder.
  • Copy Mail – Use this icon to copy this email to a different folder while keeping it in the current folder.
  • Print – Use this icon to send the mail to your printer.
  • Download Email – Use this icon to save the current email as an .eml file on your PC for archival purposes or use in other email applications.
  • View Source – Use this icon to display the underlying source code of the email, including the detailed email headers.

Searching Emails

  1. Select the user options arrow at the top right of your PCRecruiter database.
  2. Select Email. A listing of emails will display.
  3. Click the Search icon above the list of emails. The following filter options are displayed:
    • Begin Date
    • End Date
    • From name
    • From Email
    • Subject
    • To Email
    • Folder
    • Body Must Contain (3 fields provided to narrow results)
  4. Click the Search action icon.

Composing an Email

  1. Select the user options arrow at the top right of your PCRecruiter database.
  2. Select Email. A listing of emails will display.
  3. Select the Compose action icon to begin a new message with your stationery.
  4. Type in a recipient email address or use the Envelope icon at the right to search the database for an email by last name.
  5. Enter the subject and body of the message. Select Send Options for meeting request, return receipt, importance, and private email options.
  6. Select Attachments. Here you can add and upload files stored on your computer (outside of PCRecruiter) to include as attachments to the message.
  7. Select PCR Files. Here you can add global attachments and other files stored within PCRecruiter.

You may also compose an email directly from the icons by the Email Address field on a Name record.