Communication

# Connect and share email inboxes

Connect a Microsoft 365, Gmail or IMAP/SMTP mailbox, test the connection, and choose which colleagues may read or send from it.

Updated October 5, 2026

**Who can do this:** The mail permission and the Mail platform feature. Adding and managing inboxes needs permission to create and edit integrations.

Before you can use email in Transportial, you connect a mailbox (an inbox). You sign in with Microsoft 365 or Gmail, or connect any other mailbox over IMAP and SMTP, the standard protocols almost every email provider supports. An inbox can be personal or shared with colleagues, for example a planning@ or sales@ address.

## Before you start

* Every inbox is saved as a mail integration of your platform. You need permission to create integrations; without it, **Add inbox** is not shown.
* Signing in with Microsoft 365 or Gmail must be set up for your platform. If it is not, the form says that signing in is not set up yet; ask your administrator, or connect the mailbox over IMAP/SMTP.
* For IMAP/SMTP, get the server names, ports, user name and password from your email provider or IT department. Some providers require an app password instead of your normal password.

## Connect Microsoft 365 or Gmail

1. Open **Emails** from the side menu (☰, top right).
2. Click **Add inbox**, or open the inbox selector at the top left and click **Add inbox**.
3. Under **Basic Settings**, enter an **Inbox Name** (for example "Sales") and the **Email Address**.
4. Under **Email Provider**, choose **Microsoft 365** or **Gmail**.
5. Click **Connect with Microsoft** or **Connect with Google**.
6. Sign in with the mailbox's account and allow Transportial access.
7. Wait until you are back in Transportial and see **Mailbox connected**.

Connecting an address that is already an inbox, for example after its password changed, reconnects that inbox instead of adding a second one.

## Connect an IMAP/SMTP mailbox

1. In **Emails**, click **Add inbox** as described above.
2. Under **Basic Settings**, enter an **Inbox Name** and the **Email Address**.
3. Leave **IMAP/SMTP** selected under **Email Provider**.
4. Under **Incoming Mail (IMAP)**, enter the **IMAP Server**, **IMAP Port** (usually 993), **Username** and **Password**. Keep **Use SSL/TLS** ticked unless your provider says otherwise.
5. Under **Outgoing Mail (SMTP)**, enter the **SMTP Server** and **SMTP Port** (usually 587).
6. If the SMTP login differs from the IMAP login, click **Show advanced SMTP settings** and fill in the SMTP user name and password. Left empty, the IMAP user name is used.
7. Click **Test Connection**. The result shows **Incoming mail (IMAP)** and **Outgoing mail (SMTP)** separately, each with **Connection successful** or the reason it failed.
8. Click **Save**.

**Test Connection** and **Save** only become available when the inbox name, email address, both server names, the user name and the password are filled in. A failed test tells you what is wrong, for example a rejected user name or password, a server name that cannot be found, or a port that refuses the connection. Servers on a private network address cannot be used.

## Switch between inboxes

Open the inbox selector at the top of the email sidebar and choose an inbox. Each inbox shows a badge with your access: **Admin**, **Write**, **Read** or **No Access**. You get **Admin** if you may manage integrations.

## Choose who can use an inbox

An inbox without members is open to everyone in your company who has access to email. As soon as you add members, only they can see its mail and send from it. Users who may manage integrations always have full access.

1. Open the inbox selector and click the gear icon next to the inbox. The gear is only shown on inboxes you may manage.
2. Click **Manage Members**.
3. Under **Add Member**, enter the colleague's email address.
4. Choose the permission: **Read** or **Write**.
5. Click **Add**.
6. Click **Done** when you have added everyone.

| Permission | What the member can do                |
| ---------- | ------------------------------------- |
| **Read**   | View emails in this inbox.            |
| **Write**  | View and send emails from this inbox. |

Under **Current Members**, click the pencil to change a member's permission, or the bin to remove a member (you confirm first). The owner and you yourself cannot be changed or removed here.

## Change or delete an inbox

Click the gear icon next to the inbox to open **Edit Inbox**. For an IMAP/SMTP inbox, change the settings, test the connection and click **Save**. Leave **Password** empty to keep the current password. A Microsoft 365 or Gmail inbox has no server settings: you can change its **Inbox Name** and click **Save** to rename it. The window also shows **Account connected successfully**, or a connect button to sign in again when the connection was lost.

**Delete Inbox** removes the inbox and all of its emails from Transportial. You are asked to confirm first.

Because inboxes are mail integrations, they also appear in your platform's integrations. See [Integrations](/en-us/help/integrations).

## Related articles

* [Read and send emails in Transportial](/en-us/help/emails)
* [Connect other systems with integrations](/en-us/help/integrations)
* [Manage users](/en-us/help/users)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en-us/contact)[Report an issue](/en-us/report-issue)

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Canonical page: https://transportial.com/en-us/help/email-inboxes