Skip to main content
Connecting a mailbox turns email into an inbox channel like any other. Mail sent to the address you connect becomes a conversation, replies you write in Callivox go out from that address, and your AI agents can answer email the same way they answer chat. Connect a shared mailbox — support@, hello@, orders@ — rather than a personal one, so the whole team can work it.

​
Before you start

  • Decide which mailbox you are connecting.
  • Have the credentials for it. Which credentials depends on the method you pick below.
Only mail that arrives after you connect is imported. Existing messages sitting in the mailbox are not pulled in, so connect before you start pointing customers at the address.
Email is polled rather than pushed. New mail is picked up on a regular check, so a message typically appears in the inbox within about a minute — not instantly like WhatsApp or Telegram.

​
Choose a connection method

Pick Email in the connect dialog and Callivox asks: “How do you want to connect this mailbox?” There are three cards. While Callivox works out which are available to you, the dialog reads Checking sign-in options….

The three ways to connect a mailbox: Microsoft 365, Google, or any other provider over IMAP/SMTP.

If a card shows Coming soon and cannot be clicked, that method is not available on your workspace yet — use Other provider instead.
The simplest route for a Microsoft mailbox: “No server details or passwords needed. Press Sign in with Microsoft below, approve mailbox access in the popup, and the channel is created automatically. Only mail arriving after connecting is imported.”
1

Name the channel

Enter a Display name for the mailbox.
2

Sign in with Microsoft

Click Sign in with Microsoft. The dialog shows Waiting for Microsoft… while the popup is open.
3

Approve mailbox access

Sign in with the account that owns the mailbox and approve the permission request. Callivox needs permission to read and write mail — reading so conversations arrive, writing so replies can be sent and messages marked as handled.
4

Confirm

The channel is created and you will see “Email channel connected”.

​
If it does not work

​
Mailbox health

Email channels carry an extra line on their row in Settings → Channels so you can tell at a glance whether mail is still flowing:
  • Mailbox checked with a time — the last successful poll. If this is a few minutes old, everything is fine.
  • Sync issue with an error — Callivox could not reach the mailbox on the last attempt. A changed password, a revoked app password or an expired sign-in are the usual causes. Fix the credentials and reconnect the channel.

​
Email signature

Every email sent from a Callivox mailbox can carry a signature — replies your team writes and replies your AI agents send alike. Click Signature on the email channel’s row. The dialog explains: “Appended to every email sent from your address — replies you write here and AI replies alike. Leave empty for no signature.” The editor is a rich-text one, with Bold, Italic, Underline, font colour, links, images, clear formatting, and undo/redo. Images you paste or upload are embedded in the outgoing message, so they display even when the recipient blocks remote images. Write it as you would in any mail client — name, role, company, and a link if you use one, for example “Nour · Customer Care — Acme Foods”. Click Save signature. You will see “Signature saved”, and it applies to the next message sent from that mailbox.
Keep signatures short. They are appended to every reply, including one-line answers, and long signatures make a thread hard to read on a phone.

​
Next steps

Working with conversations

How email threads behave in the inbox.

Managing channels

Reconnect a mailbox whose credentials have changed.