Find and read emails in the Inbox

Goal

Find a client email quickly by folder, quick filter, search or mailbox, read it, and fetch new mail when you need it.

Prerequisites

• At least one mailbox is connected.
• Your role includes the Communications permission, and you have access to the mailbox. You see only the mailboxes you were given access to.

Steps

1. Open Email in the main navigation. The page lists your conversations.
2. Pick a folder from the list on the left: Inbox, Starred, Sent, Drafts, Scheduled, Archived or Trash. A number next to a folder is its count.
3. Narrow the list with one of the quick filters: All, Unread, To respond, Awaiting reply, Booking enquiries, Starred, Linked or Needs details.
4. To search, type in Search emails... above the list.
5. For a more exact search, select the search filters button, set Date range, Sender, Has attachments or Starred only, and select Apply filters. Select Clear all to remove them.
6. If you have more than one mailbox, open the account menu and choose a mailbox. The menu starts on All accounts.
7. Select a conversation in the list to read it in the pane next to it.
8. To fetch new mail, select Sync emails in the folder list. The mailbox status strip also has Sync now, and shows when each mailbox was last synced.

Expected result

The list shows only the conversations that match your folder, filter, search and mailbox. The conversation you select opens for reading.

Troubleshooting

• If the page says email is not connected, select Connect email and connect a mailbox first.
• If the list says no emails match your filters, select Clear filters.
• If the folder says "No emails in this folder" and you expect mail, check that you can see the right mailbox, and select Sync emails.
• If To respond or Awaiting reply stay empty, check that Auto-tag inbox (To Respond / Awaiting Reply) is on in Settings > Automations & AI > Inbox intake. Those two filters use the tags it adds.
• If Booking enquiries shows too few emails, the filter lists emails that were read as booking requests. An email that was not read yet is not in it.
• If Needs details lists an email, the request is missing a pickup, drop-off, date or time, or a client check is waiting.
• If a team member sees fewer emails than you, they may not have access to a mailbox. Owners and Admins can change that in the mailbox access window.
• If a mailbox shows Needs reconnecting or Sync problem in the status strip, open its settings and reconnect it.