Connect your email

Each person connects their own mailbox. After that, quotes and invoices go out from your address, replies land on the record they are about, and the Inbox shows your mail.

Steps

1. Open Settings, Me, My email. The page is called My email.
2. Press the button for your provider if your admin has offered one: Connect with Google, Connect with Microsoft 365 or Connect Zoho Mail. Sign in on the provider's own page and approve.
3. For anything else, press Connect my mailbox (or Another provider).
4. Pick your provider from the list (Gmail with an app password, iCloud, Yahoo Mail, GoDaddy, Fastmail, Zoho Mail, or another). The server names fill in for you.
5. Type Your name, your Email address and your Password or app password.
6. Press Connect. The system signs in to both servers before it saves anything.
7. Under Read back, choose how much old mail to bring in: The last 30 days, The last year or Everything.
8. Check the status beside your address says Connected.

Good to know

• Gmail, iCloud and Yahoo refuse your normal password here. Make an app password in that provider's security settings and use it instead. The form tells you where.
• For Microsoft 365 and Outlook.com, use Connect with Microsoft 365. Microsoft no longer lets other programs read mail with just a password. If you do not see that button, ask your admin to offer it under Settings, System, Connections, Services.
• Your password is kept on the server with the other keys and never shown again.
• Reading back a whole year or everything is fine: older mail fills in a little at a time, newest first, and only the first lines of each email are kept until someone opens or files it.
• For an address on your own company domain, Check my domain tells you whether the records that keep your mail out of spam folders are in place.
• Connecting a mailbox is open to sales and admin roles.

If something goes wrong

• The status says Not working. The red line under it is the provider's own words. A changed password or a turned-off app password is the usual cause: press Reconnect, or disconnect and connect again with the new one.
• The status says Needs reconnect. The provider refused the connection. Press Reconnect and approve every box, including offline access.
• Gmail with an app password stopped working. An app password stops when the Google password changes, and a Google Workspace admin can turn app passwords off.
• Zoho over IMAP is refused. Turn on IMAP in Zoho Mail's settings, under Mail accounts. With two-step sign-in, use an app-specific password.