Connect your mailbox, send emails and signatures. Currently supported: Microsoft 365 and Outlook.
Connect your mailbox
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 - Which mailbox? - How to connect your mailbox - When approval is missing - Import your history - Attachments stay in 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 ↗ 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 - read it first. How to connect your mailbox Outlook or Microsoft 365 1. Open 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 ↗ 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.
Send and reply to emails
Once your mailbox is connected, you write emails right on the lead. This page covers the composer, replying from the timeline, attachments and drafts. Contents - Writing an email - Replying from the timeline - Attachments - Drafts and minimizing - Emails on the timeline - When incoming emails appear Writing an email Open a lead and click Email. The composer opens with the lead's address in the To field; below it you see which address the email will be sent from. - Fill in Subject and Message as usual. You can format the message: bold, italic, underline, lists, links and font sizes. - Cc and Bcc reveal additional recipient fields - separate multiple addresses with commas. - Send delivers the email through your mailbox. It then appears as an entry on the lead's timeline and sits in the sent folder of your mailbox - called "Sent Items" in Outlook and "Sent" in Gmail. Replying from the timeline Email entries on the timeline show a reply arrow on hover (Reply). It opens the composer in reply mode: - The subject is prefilled with "Re:" and the recipient is the other side of the original email. - For the recipient, your answer stays in the same email thread - just as if you had replied straight from your mailbox. - The previous conversation is automatically included below your reply, with both providers. The recipient sees your text and the quoted thread underneath it - the way they know it from their own mail client. Attachments Use Attach to add files. Two limits apply: - All attachments of one email may total at most 20 MB. - Executable files are blocked for security reasons - for example .exe, .bat, .js or .msi. Documents, images, PDFs and archives like .zip work fine. Drafts and minimizing The composer does not have to be finished in one go: - Minimize shrinks it to a bar at the bottom of the screen - you can keep navigating through inDeal and reopen it anytime. - What you have written is saved automatically as a draft - even if you close the composer. - An existing draft is marked with a small dot on the Email button (Draft available). Next time you open it, everything is back. - Discard deletes the draft, including uploaded attachments, for good. Emails on the timeline Email entries on the timeline show at a glance what happened: - An arrow shows the direction: incoming or outgoing, along with "From" or "To" and the other side's address. - The subject is the entry's title. - If several messages belong to one conversation, a counter shows how many (for example "3 messages"). Collapsed, you see the latest message; Show more expands the whole thread. - Attachments appear as clickable chips - expanded, they are grouped per message with direction and date. When incoming emails appear inDeal checks your mailbox for new messages every two minutes. A reply from your lead therefore shows up on the timeline within a few minutes of arriving - provided the sender's address belongs to an existing lead.
Set up your signature
Your signature is added automatically below your message when sending from inDeal. Set it up once and never think about it again. Where to find it Open Email ↗ in the settings. The Email signature section only appears once your mailbox is connected - without a mailbox inDeal cannot send anything, so there is nothing to set up there. Under Your signature you build the signature in the editor. The toggles Append to new emails and Append to replies control when it is used. The Preview shows the result with your real data. Do not forget Save signature. Placeholders Instead of typing your name and phone number in, use the placeholder chips. They are filled automatically at send time - if something changes in your profile later, the signature stays correct. There are eleven placeholders: | Placeholder | Value comes from | |---|---| | {{user_name}} | Your full name from your profile | | {{user_vorname}} | First name (first part of the name) | | {{user_nachname}} | Last name (rest of the name) | | {{user_titel}} | Your job title from your profile | | {{user_email}} | The address of your connected mailbox | | {{user_telefon}} | Phone number from your profile | | {{user_mobil}} | Mobile number from your profile | | {{company_name}} | Company name from the company data | | {{company_website}} | Website from the company data | | {{company_telefon}} | Company phone number from the company data | | {{company_logo}} | Logo URL from the company data | You maintain the user values in your profile; an admin maintains the company values in the company data. Font sizes and logo - Font sizes come from a fixed list of 8 to 24 px; Default resets to the normal size. - The logo goes into the signature as an image URL via {{company_logo}}. Only https addresses are accepted. - Practical tip: use a PNG file as the logo. Some email clients do not display SVG graphics - PNG works everywhere. The company template Below your own section sits the Company template: - Only admins can edit it (Save template). - It automatically applies to all team members who have not saved a signature of their own. That way the whole team has a consistent signature from day one. - If you would rather start from the template, click Adopt company template - it is copied into your own editor and can be adjusted. If you already have a signature, inDeal asks first: Your current signature will be replaced by the company template.