> ## Documentation Index > Fetch the complete documentation index at: https://learn.nexudus.com/llms.txt > Use this file to discover all available pages before exploring further. # Email Accounts > Connect your email inbox so emails between your team and customers are saved on each customer's record, even when they're sent outside Nexudus. ## Overview An **email account** connects one of your inboxes, such as [hello@yourspace.com](mailto:hello@yourspace.com), to Nexudus. Nexudus checks the inbox every 15 minutes and copies any email exchanged with a customer to that customer's record, under **CRM → Messages**. Your team can then see the full conversation with a customer in one place, even if it happened in Outlook or Gmail. You add email accounts to a location, and can connect as many as you need. > [!WARNING] > > Only new emails are copied. Emails exchanged before you connected the account aren't imported. ## How to access Go to **CRM → Email accounts**. The list shows each account and whether it's **Active** or **Inactive**. ## Which emails are copied Nexudus only looks at emails sent **to** the connected address, or with the connected address in **CC**. Of those: * **Emails from a customer** are added to the record of the customer with that email address. If several customers share the address, the most recently created one gets the email. * **Emails sent from the connected address** are added to the record of each customer they were sent to. Because Nexudus only reads emails addressed to the connected inbox, an email you send from it is only picked up if the connected address is also in **To** or **CC**. * **Replies** are kept in the same conversation as the original message. Emails from addresses that don't match a customer are ignored, as are emails with no body. > [!NOTE] > > If a customer is also one of your admin users, the email is still recorded, but its subject and content are replaced with "Redacted" to protect your team's mail. ## Connect an Office 365 or Outlook account **1. Start the setup** Go to **CRM → Email accounts**, select **Add email account**, then select **Office 365 Exchange**. **2. Enter the account details** Enter a **Name** for the account and the **Email address** you're connecting. **3. Sign in to Microsoft** A Microsoft sign-in window opens. Sign in to the mailbox and allow Nexudus to access it. You don't need to give Nexudus the mailbox password. ## Connect any other email account For Gmail, iCloud, Yahoo! and any other provider that supports IMAP, enter the server details yourself. **1. Start the setup** Go to **CRM → Email accounts**, select **Add email account**, then select **Manual entry**. **2. Name the account** Enter an **Account name**, choose the **Location**, enter the **Email address** you're connecting, and turn on **Active**. **3. Set up notifications (optional)** Turn on **Send a notification when new messages arrive** and enter a **Notification email address** to be told whenever a customer email is copied to Nexudus. This can be the connected address or any other. **4. Enter the incoming server** Under **Incoming server**, enter your provider's **Server host**, **Server port** and **Use SSL** setting, with **Type** set to **IMAP**. Then enter the mailbox **Username** and **Password**. See [Provider settings](#provider-settings). **5. Choose a message deletion policy** Choose what happens to emails in your inbox once Nexudus has copied them. See [Message deletion policy](#message-deletion-policy). **6. Enter the outgoing server** Under **Outgoing server**, enter your provider's **Server host**, **Server port** and **Use SSL** setting, then the **Username** and **Password**. **7. Set a reply-to address** Enter a **Reply-to Email**: the address that receives customers' replies to your messages. It can be the connected address or a different one. **8. Save** Save the account. Nexudus starts checking the inbox within 15 minutes. ![Manual entry form for a new email account](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/crm/crm-email-accounts-setup.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=a6c953d46f6cfe61c7291fd884aea578) > [!NOTE] > > Nexudus can only connect to inboxes that support IMAP. Most providers, including Gmail and Outlook, do. ### Gmail accounts Gmail doesn't accept your normal Google password from other apps, so create an app password first: 1. Go to [myaccount.google.com/apppasswords](https://myaccount.google.com/apppasswords). You need 2-Step Verification turned on for your Google account. 2. Name the app password, for example "Nexudus". 3. Copy the password. Google only shows it once. Then follow the manual steps above, using your Gmail address as the **Username** and the app password as the **Password** for both servers. ## Provider settings Use these settings for the incoming and outgoing servers. For other providers, check your provider's help pages for its IMAP and SMTP settings. | Provider | Incoming server (IMAP) | Port | Outgoing server (SMTP) | Port | | - | - | - | - | - | | Gmail | `imap.gmail.com` | 993 | `smtp.gmail.com` | 587 | | Outlook.com, Hotmail and MSN | `imap-mail.outlook.com` | 993 | `smtp-mail.outlook.com` | 587 | | iCloud | `imap.mail.me.com` | 993 | `smtp.mail.me.com` | 587 | | Yahoo! | `imap.mail.yahoo.com` | 993 | `smtp.mail.yahoo.com` | 587 or 465 | | AOL and Verizon.net | `imap.aol.com` | 993 | `smtp.aol.com` | 465 | Turn on **Use SSL** for both servers with all of these providers. ## Message deletion policy | Option | What happens to the email in your inbox | | - | - | | **Never delete messages** | It stays in your inbox. | | **Delete messages as they are received and recorded in Nexudus** | It's deleted from your inbox as soon as Nexudus has copied it. | | **Delete messages when they are deleted in Nexudus** | It's deleted from your inbox when someone deletes the message from the customer's record. | > [!TIP] > > Connect a shared address such as [hello@yourspace.com](mailto:hello@yourspace.com) rather than a personal inbox. The connection survives staff changes, and customers' conversations stay with the business. ## Troubleshooting * **No emails are being copied.** Check the account is **Active**, and that the password hasn't changed or expired. For Gmail, make sure you used an app password. * **An email is missing from a customer's record.** Check that the sender's address exactly matches the email address on the customer's record, and that the connected address was in **To** or **CC**. * **Emails you sent aren't showing.** Emails sent from the connected address are only picked up if that address is also in **To** or **CC**. ## Related * [Files, documents and messages](https://learn.nexudus.com/platform/operations/members/files-and-messages.md): where copied emails appear on the customer's record * [Operator takeover](https://learn.nexudus.com/platform/ai/operator-takeover.md): sending replies to AI conversations from a connected email account * [Message macros](https://learn.nexudus.com/platform/crm/message-macros.md): reusable replies for your team * [Help desk](https://learn.nexudus.com/platform/operations/help-desk.md): customer support requests, which are separate from email accounts This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.