# Adding and connecting a mailbox — a step-by-step guide

Before an assistant writes drafts, the mailbox has to be in the organisation and draften has to see into it. You add it in Organisation → Mailboxes and connect it with an app registration, the mailbox account or IMAP.

**Before you start**

- **Owner or manager of the organisation** — Only they add mailboxes.
- **Access to the mail** — The organisation's app registration, or the mailbox's sign-in, or the IMAP server details.

## Step 1 of 6: The organisation's mailboxes

On the screen: In Organisation → Mailboxes, a list of mailboxes with the mail system, status and assistants.

Do this: Here are all the organisation's mailboxes. Each shows its mail system, its status (**active**, **paused**, **disconnected**) and the assistants answering it.

## Step 2 of 6: Add a mailbox

On the screen: At the bottom, the Add a mailbox card.

Do this: Fill in the **mailbox address**, an optional **name** and the **mail system**: Microsoft 365 / Outlook, Google Workspace / Gmail, or Other mailbox (IMAP). Click **Add**.

> Note: The organisation's owners and managers add mailboxes. An organisation owner has owner rights to every mailbox, a manager editor rights; you make a member the mailbox's owner in the Access to the mailbox card. A new mailbox has no access to mail yet — that is the next step.

## Step 3 of 6: Mail access

On the screen: On the new mailbox's page, the Mail access card with the disconnected status.

Do this: The assistant gets into the mailbox in one of three ways. An **app registration** — access for the whole organisation through an app in Microsoft Entra or a Google service account; nobody signs in per mailbox. A **connected account** — the mailbox owner signs in once and allows reading and drafts. An **IMAP login** — for other mail services, a server, name and password.

> Note: In every case only reading and writing drafts. draften never asks for permission to send or delete.

## Step 4 of 6: App registration

On the screen: The Use row with a choice of registration and the Apply button.

Do this: Choose the organisation's registration and click **Apply**. The organisation owner sets it — a manager has only editor rights to mailboxes and does not see this row. You create the registration first in Organisation → Integrations; the steps for Microsoft 365 and Google are in Mail access for the whole organisation.

> Note: With Microsoft 365, the Application Access Policy in Exchange Online must cover the mailbox, or the assistant marks it disconnected, with the reason.

## Step 5 of 6: Or connect with the account

On the screen: The Or connect with the mailbox account row with the Connect Outlook (Connect Gmail) button.

Do this: When the organisation has no registration, the mailbox owner connects it: clicks **Connect Outlook**, signs in with the mailbox account and allows reading and drafting.

> Note: The button works only when the organisation has its own OAuth clients set (Organisation → How members sign in). For IMAP there is a form for the server and password instead.

## Step 6 of 6: Test the connection

On the screen: After applying: the method app registration, the status active and the test result under it.

Do this: Click **Test the connection**. The test checks the access, the token and permission, and reading the inbox; each step gets a tick or a cross with the reason. A disconnected mailbox switches itself on after a passing test.

> Note: Then make an assistant with New assistant under the card (the users' guide A new assistant, step by step) and give colleagues access to the mailbox.

**The mailbox is connected** — Now make an assistant for it and give colleagues access.

- **An assistant** — The users' guide A new assistant, step by step.
- **Colleagues in the mailbox** — The users' guide Mailbox and access.