Connect a Mailbox

Use this guide when your team wants to send or receive customer email through Agiled.

Connect a mailbox before you rely on contact email history, deal follow-up, or ticket replies. A connected mailbox lets Agiled associate customer messages with CRM records and gives users a safer sending path than copying addresses into a separate mail app.

Before You Start

• Decide whether the mailbox is a personal user mailbox or a shared team mailbox such as sales@ or support@.
• Confirm that the person connecting the mailbox can approve the provider permissions.
• If your company restricts third-party apps, ask the workspace admin to approve Agiled before you start the OAuth flow.
• For manual IMAP/SMTP connections, collect the host names, ports, encryption method, username, and app password or mailbox password from your mail provider.

Steps

1. Open Settings > Apps or the mailbox area in integrations.
2. Choose the mailbox provider: Gmail, Outlook, or IMAP/SMTP.
3. For Gmail or Outlook, start the OAuth flow and sign in to the mailbox account.
4. Review the provider permission screen and approve access.
5. Return to Agiled and confirm that the mailbox appears as connected.
6. Set the mailbox owner, usage, or default sending behavior if those controls are available for your workspace.
7. Open a contact or deal and send a low-risk test email to confirm the message appears in the right record.

Gmail Notes

Use Gmail OAuth whenever possible. If your organization requires manual mail settings, your Google Workspace admin may need to enable POP or IMAP for users. Google’s current admin instructions are here: Turn POP and IMAP on or off for users.

When manual credentials are required, use an app password or the method approved by your Google Workspace admin. Do not reuse a personal account password in a shared workspace setting.

Outlook and Microsoft 365 Notes

Use Outlook OAuth whenever possible. For manual configuration, Microsoft documents Outlook.com server settings here: POP, IMAP, and SMTP settings for Outlook.com. For Microsoft 365 and Exchange Online mailboxes, Microsoft’s Exchange Online POP/IMAP settings are here: POP3 and IMAP4 in Exchange Online.

If the mailbox belongs to a company tenant, the Microsoft 365 admin may need to allow the connection method before Agiled can connect.

Test the Connection

After connecting the mailbox:

1. Open a CRM contact with a known email address.
2. Send a short test message from Agiled.
3. Confirm the message appears in the contact timeline or email area.
4. Reply from the recipient inbox if inbound sync is enabled.
5. Confirm the reply appears on the same contact or related record.

If the test email sends but does not appear on the CRM record, check whether the recipient email exactly matches the contact email and whether mailbox sync has finished.

Common Issues

• OAuth returns to Agiled but the mailbox is not connected: try again with the exact mailbox account, then ask an admin to confirm third-party app access.
• Manual IMAP/SMTP fails: verify the host, port, encryption type, username, and app password. A normal account password often fails when two-factor authentication is enabled.
• Messages send from the wrong address: check the mailbox owner and default sending mailbox in settings.
• CRM history is incomplete: run or wait for mailbox sync, then confirm the contact email address matches the message sender or recipient.

Related Docs

• Mailboxes
• Contacts
• Settings Apps