Mail: connect your mailboxes, read and reply inside WorkBOS
Communication ▸ Email ▸ Mail is a full mail app inside WorkBOS. Connect one mailbox or many (Gmail or Google Workspace, Outlook or Microsoft 365, or any other provider such as Zoho, Yahoo, iCloud or your web host), then read, search, reply, forward, archive and send from any of them without leaving WorkBOS. It works like the mail app on your phone: pick one mailbox, or "All inboxes" to see everything together, each mailbox marked with its own colour.
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1. Add a mailbox
Open Communication ▸ Email ▸ Mail and click Add mailbox. Choose Google, Microsoft, or Other email. Google and Microsoft open their own sign-in page and ask you to allow WorkBOS to read and send mail for that account. For Other email, pick your provider (or Other) and type the incoming (IMAP) and outgoing (SMTP) server and an app password; most providers make you create an app password in their security settings.
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2. Switch between mailboxes
The list on the left shows All inboxes first, then each mailbox with its unread count. Click one to see only that mailbox and its own folders and labels. A red mark means the mailbox needs you to sign in again; click Reconnect.
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3. Read and reply
Click a message to open the whole conversation. Pictures from senders are hidden until you click Show images, which also stops senders from tracking when you opened their email. Reply, Reply all and Forward send from the mailbox the conversation is in, with that mailbox’s signature. After you press Send you have 10 seconds to Undo; you can also schedule a message for later.
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4. Keep things tidy
Archive, delete, star and mark as read or unread work on one message or many at once, and the change is copied back to Gmail, Outlook or your mail server within a couple of minutes, so your phone shows the same thing.
Your workspace owner decides whether members may connect mailboxes, how many each person may connect (up to 100), and which kinds are allowed. Owners and admins can always connect their own. Your mail is private: owners and admins can see that a mailbox is connected and can disconnect it (for example when someone leaves), but they cannot read it. You can share a mailbox with a colleague from its settings, for example a shared support@ inbox.
AI agents read mail only when two switches are both on: the workspace owner allows agents to read mailboxes at all, and you switch on "Let AI agents read this mailbox" for that mailbox. Agents can then find, summarise, report on and draft replies. They never send by themselves: a reply an agent writes is shown to you in full, and leaves only after you approve it.
Emails from or to an address that belongs to one of your clients or leads are linked to that client or lead automatically, so the conversation shows up on their record.
Disconnecting a mailbox signs WorkBOS out of it at once, deletes the copy of the mail WorkBOS kept, and cancels anything still waiting to send. Nothing is deleted from Gmail, Outlook or your mail server. WorkBOS keeps the full text of a message for 30 days after you open it; the list of messages (sender, subject and the first lines) stays until you disconnect.