Guide
Connect an email account
Bring a Gmail, Outlook, or IMAP mailbox into your inbox. Your own takes no admin role.
Before you start
- Your own mailbox needs no admin role. Click your avatar at the bottom of the sidebar and choose Email accounts.
- A shared team mailbox is an admin job, under Settings, in Integrations, on the Email tab.
Two places, and which one you want
Your own mailbox lives under your avatar, in Email accounts. Everything about it is yours: the display name, the colour, the signature, which account your new emails start from. Every member has this page, whatever their role.
A shared team mailbox is different. It belongs to the organization, everyone can read and reply from it, and only an admin can set one up. That lives under Settings, in Integrations, on the Email tab, along with custom domains, forwarding and the identity your invoices send as.
Connect your own Gmail or Outlook
Open your email accounts
Click your avatar at the bottom of the sidebar and choose Email accounts. On a phone, open the menu first. Click Add account.
Choose your provider
Click Gmail or Outlook. You are taken to the provider to sign in.
Grant access
Sign in and allow WorkWiser to read and send mail. You return to WorkWiser and the account shows as connected. If anything goes wrong you come back to this same page and it tells you what happened.
Settings › Integrations › Email: the organization’s shared mailboxes.
Connect a shared team mailbox (admins)
Open Integrations
Go to Settings, then Integrations, and open the Email tab. Click Connect shared mailbox. The dialog opens with “This is a shared team inbox” already on.
Name a Microsoft 365 shared mailbox (optional)
An address field sits below the shared switch. Fill it in only when the mailbox is a Microsoft 365 shared mailbox such as inbox@yourdomain.com, so WorkWiser knows to read that mailbox rather than your own. Leave it empty to share your own Outlook mailbox with the team. It applies to Outlook.
Sign in and grant access
Click Gmail or Outlook, sign in, and allow WorkWiser to read and send mail. The mailbox appears under Shared mailboxes.
Connect any other mailbox over IMAP
Pick Other (SMTP/IMAP)
Click Add account, then choose Other (SMTP/IMAP).
Enter the server settings
Fill in the IMAP and SMTP host and port. Presets for Yahoo, iCloud, and Zoho fill these in for you.
Add your credentials and test
Enter your email address, a display name, and your password, then click Test Connection. When it passes, click Connect Account.
Good to know
Gmail and Yahoo need an app password for IMAP, not your normal password. Create one in your account’s security settings.
A shared inbox is visible to the whole team, and read and archive stay in sync for everyone. Visibility follows the mail itself: a conversation becomes readable by everyone in the organization as soon as any message on it arrives at, or goes out from, a shared mailbox, even when the thread started on somebody’s personal account. Mail that only ever touched a personal mailbox stays with the person who owns that mailbox and whoever is taking part in the conversation.
Give each account a color from the swatches on its card. That color marks the account’s row in the inbox sidebar and edges every conversation that arrived through it, so a team running several mailboxes can tell them apart at a glance.
A new account loads your recent mail, then keeps up in real time. If an account ever shows an error, open its menu and choose Reconnect.
Your signature, the colour on an account, and which account your new emails start from all live on your own Email accounts page under your avatar, not in Integrations. An admin manages the organization’s signature templates and its shared mailboxes there instead.
A Microsoft 365 shared mailbox needs two things on the Microsoft side that WorkWiser cannot grant for you: Full Access and Send As on the mailbox, given to whoever connects it. Sign-in permissions alone are not enough, and without Send As a reply will not go out as the mailbox.
After connecting a shared mailbox, add its address under Feed addresses on the same Email tab. That is what keeps a message the whole team was copied on from being filed twice.
Reconnect signs the same mailbox in again. If you pick a different Microsoft account on the permission screen, WorkWiser stops and changes nothing, rather than moving that account’s history onto another mailbox.
Archive an account you have stopped using
Open its menu and choose Archive
On your Email accounts page, open the account’s menu and choose Archive. It disappears from the inbox sidebar, from the account picker when you write a new email, and from the sync status list.
Its mail stays
Nothing is deleted. Every email that arrived through that account is still there and still searchable, and the connection itself is untouched.
Bring it back whenever you want
An Archived row appears under your accounts with a count. Open it, then open the account’s menu and choose Unarchive. It returns exactly as it was.
Archive and Disconnect are different
Archive is about what you see. The mailbox stays connected and keeps working; it just stops appearing in the places you pick an account. One click brings it back.
Disconnect ends the connection. WorkWiser forgets the credentials and stops syncing, and getting the account back means signing in again.
What the status on an account means
Up to date: mail is arriving and there is nothing to do.
Setting up: you have just connected it and the first sync is on its way.
Delayed: still connected and recovering on its own, but mail may be running behind.
Action needed: something needs you, usually a reconnect. The reason is written under the account.
Paused: you disconnected it yourself.
Archived: hidden from your inbox, with its mail still searchable.
The same word is used everywhere the account appears, so a mailbox never looks fine on one screen and unwell on another.
Ready to see it on your own work?
WorkWiser is in early access. Tell us where to reach you and we will send an invite when it is your turn.