With a connected mailbox you send emails straight from inDeal - from your own address, out of your own mailbox. Replies from your leads land on the right lead in the timeline automatically, with nothing to copy over. You can connect Outlook or Microsoft 365, or Gmail or Google Workspace.

**Contents**
- [What the connection does](#what-the-connection-does)
- [Which mailbox?](#which-mailbox)
- [How to connect your mailbox](#how-to-connect-your-mailbox)
- [When approval is missing](#when-approval-is-missing)
- [Import your history](#import-your-history)
- [Attachments stay in your mailbox](#attachments-stay-in-your-mailbox)
- [Disconnect your mailbox](#disconnect-your-mailbox)

## What the connection does

inDeal connects to your mailbox. After that the following applies, whichever provider you use:

- You write and answer emails directly on the lead, and they are sent through your mailbox. Afterwards they also sit in your Sent folder.
- Incoming replies are matched to the right lead automatically and show up in its timeline.
- Only emails whose counterpart is an existing lead are taken over. Everything else - private mail, newsletters, internal messages - is discarded and never stored in inDeal.

Everyone on the team connects their own mailbox, regardless of role. There is no central team mailbox: whoever wants to send from inDeal connects their own account once.

## Which mailbox?

Both options sit side by side on the [**Email** ↗](https://app.indeal.ai/settings/email) page:

- **Outlook / Microsoft 365** - for mailboxes at Microsoft, business or personal.
- **Gmail / Google Workspace** - for mailboxes at Google, business or personal.

**One mailbox per person.** You can only have one mailbox connected at a time. As soon as one is connected, the page shows only its card; the other option disappears. To switch, disconnect the current mailbox first and then connect the new one. What disconnecting does to the emails already taken over is described under [Disconnect your mailbox](#disconnect-your-mailbox) - read it first.

## How to connect your mailbox

### Outlook or Microsoft 365

1. Open [**Email** ↗](https://app.indeal.ai/settings/email) in your settings.
2. On the **Outlook / Microsoft 365** card, click **Connect with Outlook / Microsoft 365**.
3. You are taken to Microsoft. Sign in with the account whose mailbox you want to use and confirm the access.
4. You then land back in inDeal automatically. The card shows **Connected**, your address and the connection date.

### Gmail or Google Workspace

1. Open [**Email** ↗](https://app.indeal.ai/settings/email) in your settings.
2. On the **Gmail / Google Workspace** card, click **Connect with Gmail / Google Workspace**.
3. You are taken to Google. Pick the account whose mailbox you want to use.
4. Google asks for the permissions one by one, each with its own checkbox: "Send email on your behalf" and "Read your email". **Both boxes have to stay checked.** inDeal needs them together - sending alone is not enough, because no reply could be matched, and reading alone is not enough, because you could not send.
5. You then land back in inDeal automatically. The card shows **Connected**, your address and the connection date.

If you uncheck one of the boxes in step 4, inDeal comes back with the message **Not all permissions were granted** and no mailbox is connected. Just click connect again and leave both boxes checked.

From now on you will find the **Email** button on every lead and can send straight from inDeal.

## When approval is missing

In many companies employees are not allowed to approve external apps themselves. That is not an error but a policy of your organisation - and the route is the same for both providers: your IT approves inDeal once, after which the whole team connects as described above.

**Microsoft 365.** After the sign-in attempt you see the message: **Your IT team needs to approve inDeal for your Microsoft 365 tenant before you can connect your mailbox.** Here is what to do:

1. Copy the approval link shown (**Approve app**).
2. Send it to your IT administration and ask them to approve inDeal for your Microsoft 365 tenant.
3. Once approval is granted, connect your mailbox as described above.

**Google Workspace.** Your organisation may likewise require third-party apps to be approved first. Google then stops the sign-in before you get to see the permissions. Ask your Google Workspace administration to allow inDeal for your domain; after that, connecting works as described above.

Personal accounts at Microsoft or Google have no such approval step - there the decision is yours.

## Import your history

When you connect, inDeal can also take over past emails. The **History import** section on the card does that:

- Choose 3, 6 or 12 months under **Period**.
- The import runs in the background; the counter shows how many messages have been checked. With large mailboxes this takes a few minutes - you can leave the page in the meantime.
- Here too: **only emails that belong to an existing lead are taken over.** Everything else is discarded. So after importing new leads, clicking **Import again** is worthwhile.

## Attachments stay in your mailbox

Attachments are not stored in inDeal. inDeal only remembers that they exist - when you open one it is fetched straight from your mailbox. Which also means: if an email is deleted in your mailbox, its attachment is no longer available in inDeal either. This is the same for both providers.

## Disconnect your mailbox

The card has a **Disconnect** button. Before anything happens, a confirmation dialog shows how many emails and conversations are affected - to confirm, you type in your mailbox address. So an accidental click cannot delete anything.

**Important - read before disconnecting:** disconnecting does more than remove the connection. **All emails, conversations and attachment references taken over from this mailbox are permanently deleted from inDeal.** There is no option to keep the data and no way back. In your leads' timelines only the short text of the entries remains - the full messages are gone.

Your mailbox itself is untouched: nothing changes at Microsoft or Google, all mail stays there. With Google, inDeal additionally revokes the permission it was granted. If you connect again later - including with the other provider - the history import can take the matching emails over again.