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How to link email conversations to Pipedrive items

Yssel Salas, November 4, 2025

Note: The email sync feature is only available on Growth and higher plans. Attend our webinar “How Email Sync works in Pipedrive” for a live demonstration and Q&A from our support team.

Keeping your email conversations linked to the right deals, leads or projects helps you stay organized and ensures that every interaction is easy to find. When emails are connected to the right items, you can track communication history, manage follow-ups and move deals forward with less effort.

If you use email sync or Smart Bcc, Pipedrive automatically links emails to items based on the sender’s or recipient’s email address. You can also link emails manually if you want more control over where conversations appear.

Linking email conversations to items

You can link emails to deals, leads or projects in two ways – automatically or manually.

Automatic linking

To set up automatic linking, open the account menu in the top-right corner of your Pipedrive account and go to Personal preferences > Email sync.

For personal accounts, go to General settings > Advanced settings and toggle the option under automatic linking.

For team accounts, you can enable automatic linking setting under Account > Advanced settings.

Once enabled, email conversations automatically link to deals, leads or projects associated with the contact person. If that person is associated with an organization, the conversation also links to the organization.

Automatic linking doesn’t work in all cases. Here are a few scenarios where emails won’t link automatically:

Scenario	Will it link automatically?	Why?
Contact person has more than one open deal, lead or project	No	Pipedrive can’t identify the correct item
The deal status is won, lost or deleted	No	Only open items are linked
Email thread has more than two recipients and neither has an open deal, lead or project	No	There are no active items to link to
Email was sent or received before the deal, lead or project was created	No	Emails aren’t linked retroactively

Note: You can still link these emails manually in Sales Inbox or from the item’s detail view.

Manual linking options

If your emails don’t link automatically, you can manually link conversations to deals, leads or projects from several areas in Pipedrive. The steps vary slightly depending on where you’re working.

From Sales Inbox

You can link email conversations one by one or in bulk.

To link a single conversation:

Hover over the subject line and click “Link item”
Select from the suggestions or search for a specific deal, lead or project

To link conversations in bulk:

Select the checkboxes next to the email conversations you want to link
Click “Link conversations”
Select from the suggestions or search for a specific deal, lead or project

Once you confirm the item, you’ll see all your selected email conversations linked successfully.

From conversation view

If you want to review the email before linking, open the conversation in Sales Inbox and click “Link to existing” to link to an item.

From detail view

You can also link conversations directly from an item’s detail view.

Open the deal, lead, person, organization or project
In the history section, find the email conversation and click “Link item”
Select from the suggestions or search for a specific deal, lead or project

Note: Email conversation owners and admin users can link or unlink conversations from items to keep data accurate across accounts.

FAQ

Can I link or unlink a single message in a conversation?

No, single messages within a conversation can’t be linked or unlinked separately. Linking and unlinking apply to the entire email conversation.

Can I link a single email conversation to multiple deals?

Note: Once emails have been threaded together, they can only be linked to one deal, lead or project.

To link the same email thread to multiple deals, you can duplicate the email by forwarding it to your Smart Bcc address and then link the duplicated email to the other deal.

Can I separate conversations into individual messages?

No, conversations that are already grouped together can’t be separated into individual messages.

However, you can duplicate an email by forwarding it to your Smart Bcc address.

How are email conversations linked to people and organizations?

Email conversations link to a person if the recipient exists as a contact in Pipedrive and to an organization if the contact person is associated with one.

For seamless automatic conversation linking, make sure the recipient is linked to the correct contact and organization.

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