# Use Email and the inboxes of teammates > Read all mail in one list, write and answer from your mailboxes, and set up the inboxes of teammates. The Email page shows the email of your workspace in one list. You read what came to your mailboxes and to your teammates, and you write and answer from the mailboxes of your business. This page also tells you how to set up the inbox of each teammate. ## Before you begin - You need the Email product. Owners and admins open every product. A member opens every product, unless an owner or admin gave the member only some products in **Settings** > **People**. - To write and answer from Troopy, your workspace needs a connected mailbox. An owner or admin connects it in **Settings** > **Email** > **Mailboxes**. See [Your mailboxes](/docs/apps/mailboxes). - Each teammate gets its own address when it joins the troop. You connect nothing for it. ## What the Email page shows The page has three parts. When the window is narrow, the first part becomes two menus and the **Compose** button. | Part | What it shows | | --------------------------------- | ---------------------------------------------------------------------------------------- | | The folders, mailboxes and labels | Each folder with its count, each mailbox of the business, each teammate, and each label. | | The list | The emails of the folder that you picked, the newest first, 25 on a page. | | The open email | The email and its thread, its labels, and what you can do with it. | The address of the page holds the box, the folder, the label, the search and the open email. A link to the page opens the same view. ### The folders | Folder | What it holds | | ------------- | -------------------------------------------------------------------------------------------------- | | **All mail** | The emails that came and the emails that went. | | **Unread** | The emails that came and that nobody of the workspace opened. | | **Received** | The emails that came to a mailbox or to a teammate. | | **Sent** | The emails that went from a mailbox or from a teammate. | | **Scheduled** | The emails of campaigns that a person approved. They wait for the sending hours of their campaign. | | **Drafts** | The emails of campaigns that wait for a yes. | ### What the list holds - The emails that your mailboxes sent for campaigns, and the replies to them. - The emails that people wrote in Troopy, and the answers to them. - Each new email of a mailbox with **Read all mail** on. Troopy keeps these emails for 30 days. - The emails that came to the addresses of teammates, and the emails that teammates sent. A row can have tags. **Did not go** and **Possibly sent** tell you that a send needs a look. A reply to a campaign shows how someone sorted it, for example **Interested** or **Not now**. The face of a teammate marks its emails. ## Read an email Select an email in the list. The email opens with its thread: each email between your business and that address, the oldest first. A thread shows 30 emails at most. When you open an email that came, Troopy marks it as read for each person of the workspace. A viewer, an approver or a guest reads it and marks nothing. - **Mark as unread** puts an email that came back in the **Unread** folder. - To add a label, type it in **Add a label**, and press Enter. An email takes 10 labels at most, of 30 characters each. - To remove a label, select the X beside it. - To show only the emails with a label, select the label in the first part. Select it again to show all emails. Labels and the read mark are for the people of the workspace. Nothing changes in the mailbox itself. An email can show more under its words: - An email of a campaign has **Open the campaign**. - A reply to a campaign has **Sort it in Replies**. The reply already stopped the emails of its campaign to that person. - Troopy keeps the names and the sizes of files, and not the files. To get a file, open the mailbox in its own mail app. - An email of a teammate shows its codes and links as hidden. **Open it in the inbox of** the teammate opens its inbox page. ## Search and keys The **Search email** box finds emails by their subject, and by the name or the address of the other side. **Clear** takes the search and the label off. | Key | What it does | | --- | --------------------------------- | | J | Opens the next email of the list. | | K | Opens the email before it. | | C | Opens a new email. | | R | Answers the open email. | | / | Goes to the search box. | The keys do nothing while you type in a box. ## Write an email 1. Select **Compose**. 2. In **From**, select a mailbox. Owners and admins can also select the address of a teammate. 3. In **To**, type an address. For more addresses, put a comma between them. 4. Type the **Subject** and the words of the email. 5. To add files, select **Attach**. 6. Select **Send**. The email goes at once, with the signature of the mailbox. It has no footer of a campaign. One email goes to 10 addresses at most, and takes 5 files of 10 MB together at most. Each address counts as one email in the 24 hours of the mailbox, with the emails of campaigns. Troopy refuses the email when the mailbox does not have enough emails left for these 24 hours. Troopy also refuses an address on do-not-contact. > [!WARNING] > When the mail server gives no clear answer, the email shows **Possibly sent**. Troopy never sends it again by itself. Look in the Sent folder of the mailbox before you write it again. ## Answer an email 1. Open an email that came or went. 2. Select **Reply**, or press R. Troopy fills in the address and the subject. 3. If a teammate wrote an answer, select **Use this draft**. You can change its words. 4. Select **Send**. A mailbox answers the emails of mailboxes. The address of a teammate answers only the emails of that teammate, and only owners and admins answer from it. You cannot answer an email that did not go. ## The inboxes of teammates Each teammate has its own email address. On the built-in domain of Troopy, the address is the handle of the teammate with 8 random characters. On your own domain, the address is the handle alone. - A teammate can use its address to sign up on a website. It reads the email, and types a code or opens a link of that email without seeing them. - Troopy keeps the emails of an inbox for 30 days. An address takes 50 emails a day. - A teammate sends from its address only after an owner or admin approves each email. A standing rule never approves such an email. - New email can start the teammate on a task. The **New mail** setting of the inbox says which email does. You find the inbox of a teammate in three places: - Under **Teammates** on the Email page. - In the **Email** panel on the page of the teammate. **Open inbox** opens the inbox page, with the newest 50 emails. - In **Settings** > **Email** > **Inboxes and rules**, with each setting of the inbox. On the inbox page, owners and admins can see a hidden code or link. They unlock the Vault with a passkey first. The code or the link shows for 30 seconds. The bell can tell you when a teammate gets an email. Choose it under **A teammate got an email** in **Settings** > **Notifications**. ## Set up the inbox of a teammate Open **Settings** > **Email** > **Inboxes and rules**, and select the pill of the teammate. Owners and admins change these settings. The other people read them. | Setting | What it does | Default | | ------------------- | ---------------------------------------------------------------------------------------------------------- | ---------------------------------- | | **Sender name** | The name that people see beside the address, up to 80 characters. | The name of the teammate | | **Address** | The part before the @. Use 3 to 40 letters, digits, dots or hyphens. | The handle and 8 random characters | | **Pause inbox** | The teammate stops reading and sending. Email still arrives, and shows on the Email page. | Active | | **New mail** | Which new email starts the teammate on a task. | **From your people** | | **Handling notes** | How the teammate sorts, ranks and answers the email of this address, up to 4,000 characters. | Empty | | **Allow and block** | Who the address takes email from and sends to. | No rules | | **Signature** | The words under each email that the address sends, up to 1,000 characters. | Empty | | **Daily send cap** | The most emails that the address sends in 24 hours, from 1 to 100. Each address of an email counts as one. | 25 | The texts save by themselves. **Refine with** the teammate opens its chat with a message typed in. The teammate asks what to change, and proposes new notes. An owner or admin approves them. ### New mail | Choice | Which new email starts the teammate | | -------------------- | ----------------------------------------------------------------------------------------------------------------- | | **From your people** | Email from the people of the workspace, from the addresses that the teammate wrote to, and answers to its emails. | | **From anyone** | Each email whose sender passes the check of its domain (DMARC). Use it for a support address. | | **Off** | No email. The email waits, and the teammate reads it when its work needs it. | Troopy checks the domain of each sender (DMARC). An email that fails the check starts the teammate only when it answers an email of the teammate. A sender that an allow rule names counts as one of your people. Viewers, approvers and guests do not count as your people. Each email that passes becomes a task for the teammate. The teammate reads the email, and an owner or admin approves each answer before it goes. More email from the same sender goes to the same open task. An inbox starts its teammate 20 times a day at most. Spam, automatic replies, mailing lists and email from other teammates never start a teammate. ### Allow and block 1. Under **Allow and block**, select **Add rule**. 2. Select **Block** or **Allow**. 3. Type an email address, or a domain. A domain also covers its subdomains. 4. Under **Applies to**, select **Mail it gets**, **Mail it sends**, or both. 5. Select **Add rule**. A block wins over an allow. When an allow rule is on a direction, only what the allow rules name goes through that way. Troopy keeps nothing of an email that the rules keep out, and refuses a send that they keep out. An inbox has 100 rules at most. ### Change the address Type the new part before the @, and select **Save**. The old address stays with the teammate and still takes email. A teammate can change its address 5 times. Some names are kept for the domain itself, for example `admin`, `postmaster`, `support` and `info`. An address that a teammate had stays taken. Nobody gets it again. ### Delete an inbox 1. At the bottom of the inbox settings, select **Delete inbox**. 2. Select **Delete the inbox**. > [!WARNING] > Troopy deletes the emails of the inbox, and its address takes no more email. Nobody gets that address again. The teammate stays, with no address. Later, **Give it a new address** makes a new address. The settings and the rules stay. ## Settings for every inbox Select the **Workspace** pill in **Settings** > **Email** > **Inboxes and rules**. | Part | What it holds | Who changes it | | ------------------------- | ----------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------- | | **Domain** | The domain of the addresses of teammates, with a link to the **Domain** tab. | Owners and admins | | **Handling instructions** | How your teammates sort, rank and answer email. This is the Email file of the memory, and each teammate reads it. | Owners, admins and members | | **Rules for every inbox** | Allow and block rules that hold for each inbox, beside its own rules. The workspace has 100 at most. | Owners and admins | | **Do not contact** | The addresses and domains that nobody writes to: not a campaign, not **Compose**, not a teammate. | Owners, admins and members add. Owners and admins remove. | Troopy keeps no email from an address on do-not-contact. An owner or admin cannot remove a person who unsubscribed or asked to be forgotten. See [Fix email problems](/docs/email-problems#unsubscribes). ## Use your own domain Your teammates can send and get email at name@yourdomain, in the place of the built-in domain. Owners and admins set it up. Your own domain is on the Max and Ultra plans. 1. Open **Settings** > **Email** > **Domain**. 2. Type a domain or a subdomain that gets no other email, for example agents.yourbusiness.com. 3. Select **Connect domain**. 4. At your DNS host, add the records that the page shows under **Required**. 5. Add the records under **Recommended** too. 6. Select **Verify now**. Troopy also checks the domain every 5 minutes for 3 days. When the domain is **Verified**, each teammate moves to its handle on your domain. Its old address stays with it and still takes email. When a workspace moves to Pro, its teammates go back to the built-in domain. The domain stays, so they move to it again on Max or Ultra. A workspace has one domain. **Remove** moves each teammate back to the built-in domain. For the records and the messages of the check, see [Fix email problems](/docs/email-problems#the-own-domain-of-the-workspace). ## Who can do what | Action | Owner or admin | Member | Approver, viewer or guest | | ----------------------------------------------------------- | -------------- | ------ | ------------------------- | | Read the Email page and the inboxes of teammates | Yes | Yes | Yes | | Write and answer from a mailbox | Yes | Yes | No | | Write from the address of a teammate | Yes | No | No | | Add labels and mark an email as unread | Yes | Yes | No | | Change the handling instructions, and add to do-not-contact | Yes | Yes | No | | Change an inbox, the rules for every inbox and the domain | Yes | No | No | | Approve an email that a teammate wants to send | Yes | No | No | | Connect, change and remove a mailbox | Yes | No | No | ## Related - [Your mailboxes](/docs/apps/mailboxes) - [Send email campaigns](/docs/outreach) - [Fix email problems](/docs/email-problems) - [Answer what needs you](/docs/needs-you) - [Choose your notifications](/docs/notifications)