Email and email accounts

Connect mailboxes, work with messages and maintain reusable email content.

Requirements and permissions

Reading requires mail.read; sending and account management require mail.write. The template and text-block management pages require settings.manage. Shared mailboxes also apply their own access rules.

Where to find it

Open Email for messages, Personal menu → Mail accounts for accounts and the relevant Management pages for templates or text blocks.

Step by step

Use the mailbox

In Email, you can select folders, search, update, read messages, answer, respond to all, forward, archive, move, pin, and change the reading status. Global actions in a shared mailbox work for all authorized persons.

Send a new email

1. Choose New email and the sender.
2. Complete recipient, subject, message and, if necessary, Cc, Bcc or attachments.
3. Optionally insert free text, signature or template.
4. Check the preview and send the message or save it as a draft.

If offered, messages can be linked to contacts and an object. Check the assignment before saving.

Manage email accounts

1. Open email accounts in the personal area.
2. Select Microsoft, Google or a manual IMAP/SMTP connection.
3. Follow the registration and consent dialogue with Microsoft or Google. Enter IMAP/SMTP servers, ports, security procedures and access data.
4. Test the connection and save it.

Mailboxes can remain private or be shared with specific people. Members of a shared mailbox may read and reply; managers can also manage access and mailbox-wide actions. Disconnecting an account removes the connection, credentials, and synchronized messages, unlike merely hiding it.

Manage mail templates

1. Open Management → Mail templates and choose the custom-template area.
2. Create a template and enter its Title, Folder, Subject and message body.
3. Open placeholder help and use only listed placeholders, for example {{ contact.first_name }}. Check that the sending context provides the required data.
4. Save as a draft first. Open the preview and check the subject, formatting and placeholders.
5. Publish the reviewed template. Start a new email and verify template selection and the inserted content before sending.

System templates have their own area. They can be customized and reset to the system default, but do not follow the publication workflow of custom templates. Preserve any needed customizations before resetting.

Manage reusable text blocks

1. Open Management → Mail text blocks and create a text block.
2. Enter a title and content, and select a folder.
3. Choose Personal for your own use or tenant visibility if others should use the text.
4. Check placeholders using placeholder help, then save. Shared text blocks also have draft and publication states.
5. Publish the reviewed shared text and test it in the email editor. Personal text blocks have no separate publication state.

A text block adds part of a message. Review the surrounding text as well to avoid duplicate greetings or signatures.

Result

Messages are sent or organized. Accounts and shared content are available to authorized users.

Variations and special cases

OAuth providers can request a reauthentication. Sending and synchronization may finish asynchronously.

Troubleshooting

Check account status, provider sharing, folder selection, recipient format, and displayed synchronization or sending errors.

Related tasks

• Contacts and organizations
• Calendars and dates
• Troubleshooting