Mail administration & deliverability

Mail administration lives under Settings → Mail, open to mail administrators. From there you create mailboxes, connect and verify your sending domain, manage the suppression list, and turn Mail features on or off for your workspace. Only a verified domain can send, so verifying your domain is the one step that switches sending on for every mailbox. We connect your domain with you rather than leaving you to a self-serve wizard.

Create a mailbox

  1. Go to Settings → Mail → Mailboxes.
  2. Click New.
  3. Enter the address on a verified domain, set the type to Person, and choose the owner.
  4. Save. The system folders and a company-branded signature are created automatically.

A mailbox is one of three types: Person (owned by one user), Shared (a team address with members), or Agent (an AI agent's mailbox). Mailboxes are created by an administrator. Shared mailboxes are usually created from the Mail sidebar; see Shared team inboxes.

Add extra receiving addresses

A mailbox can receive at more than one address. Add an alias so mail sent to an older or alternate address still lands in the same inbox. Add and remove aliases from the mailbox form.

Rename an address without losing mail

Renaming keeps the old address working.

  1. Open the mailbox in Settings → Mail → Mailboxes.
  2. Click Rename address and enter the new address.
  3. Save. The old address is kept as a permanent forwarding alias, so mail sent to it keeps arriving. Remove that alias later if you no longer want it.

The address field is otherwise read-only. Renaming through this button is the supported way to change an address, which is why the forwarding alias is created for you.

What happens when someone leaves

Removing a user does not delete their mailbox or its history. When you delete a user, the mailbox loses its owner and becomes readable only by an administrator. If you archive the user instead, the mailbox keeps receiving mail, because deactivating it would bounce anything sent to that address. Read or reassign the mailbox from Settings → Mail → Mailboxes.

Connect and verify a sending domain

Your workspace sends only from a verified domain. A domain moves through Pending, Verifying, Verified, Failed, or Suspended, and only a Verified domain can send.

  1. Ask us to connect your domain, such as yourcompany.com.
  2. We give you a short list of DNS records to publish at your registrar: an SPF record (TXT), three DKIM records (CNAME), a DMARC record (TXT), and a mail (MX) record so the domain can receive.
  3. Publish the records. DNS changes can take up to 48 hours to spread.
  4. Once the records check out, the domain flips to Verified and sending switches on for every mailbox on it.

The Domains screen lists each required record with its status and when it was last checked, so an administrator can check progress. Names on everjust.app cannot be connected as a customer domain.

Domain setup is guided

The self-serve "Connect a domain" wizard is not switched on. Ask us and we set your sending domain up with you, then hand you the exact records to publish.

Keep your sending reputation clean

Deliverability depends on not mailing addresses that reject you. Mail keeps a per-workspace suppression list at Settings → Mail → Suppression.

  • When a message hard-bounces or a recipient marks it as spam, that address is added to the list automatically, and later sends from the webmail skip it.
  • Reasons are permanent bounce, complaint, or a manual block you add yourself.
  • Every automatic suppression is mirrored into the blocklist that Email Marketing checks, so campaigns skip the same bad addresses.

To block an address by hand, open Settings → Mail → Suppression and add a Manual entry. Suppression covers messages sent from the webmail and from campaigns; it does not yet gate every system message, such as invitations and password resets.

Turn Mail features on or off

Settings → Mail → Features is a per-workspace switchboard. Toggle a feature and, in the words of the screen, "Users pick up changes on their next page reload." Most features ship on for every workspace.

Routing replies onto records is available on request

Turning inbound replies to a business notification back onto the original record, along with the dead-letter log that tracks unmatched inbound mail, is an on-request feature. Until it is enabled, mail sent to an address that is not a mailbox is discarded. Ask us to enable it for your workspace.

These features have a switch of their own. Each one is on unless an administrator has switched it off, and a mail administrator can switch it off, and back on, here.

Feature switch What it adds Read more
mail.push Alerts when Mail is closed, on an installed app or a phone Mail settings
mail.import_imap Import from account, to copy mail from another provider Import mail from another account
mail.sender_logos A company's logo in place of letters beside a sender, and beside the person you wrote to on Sent and Drafts rows. It also needs the Webmail sender logos setting under Settings → General Settings to be on. Sender logos
notify.center The bell in the top bar and notifications for bookings, leads, invoices and tasks Notifications
notify.reminders A notification reminder on a meeting or an appointment becomes an alert in the bell and on phones when it comes due. Off until you switch it on, and it needs notify.center too Meeting and appointment reminders
mail.imap Connect a mail app: the Settings page, and the IMAP and SMTP servers that Apple Mail, Outlook, Thunderbird and other apps sign in to Connect a mail app
mail.send_as Connections has the sending part and From lists the Gmail and Outlook addresses people have connected. Switched off, people cannot connect an address or send from one Send from your Gmail or Outlook address

Roles and who can do what

Mail has two roles. Set them on a person's Access Rights tab: open Settings → Users & Companies → Users, choose the person, and use the Mail row.

  • Mail: User. Every internal user has it. It covers the mailboxes they own or share.
  • Mail: Administrator. Every Administrator has it too. It creates mailboxes and shared mailboxes, manages domains and the feature switches, and can open any mailbox in the workspace. That is by design, so give the role only to people you trust with everyone's mail. An AI agent has the rights of the person whose key it uses, so one connected as an administrator can read every mailbox.

Settings → Mail → Policy holds the decisions an administrator makes for the whole workspace. Every change is recorded: the form shows who changed which value to what, and when. A change applies the next time someone tries, and nothing that already exists is removed.

Setting Choices Starts as
Who may create a shared mailbox Mail administrators only, or Everyone with a mailbox Mail administrators only
Who may import mail from another account Everyone with a mailbox, Mail administrators only, or Nobody Everyone with a mailbox
Who may connect a mail app Everyone with a mailbox, Mail administrators only, or Nobody Everyone with a mailbox
Most device passwords per person 0 for no limit, or 1 to 100 0 (no limit)
Connected apps are read only On or off Off
Device passwords expire after (days) 0 to 3650, where 0 means they do not expire 0
Who may send from a connected Gmail or Outlook address Everyone with a mailbox, Mail administrators only, or Nobody Everyone with a mailbox
Most messages a person can send a day from a connected address 1 to 500 100

The server enforces them, not only the screens. While shared mailboxes are on under Settings → Mail → Features, mail administrators can always create one. The import setting covers copying mail from another provider and importing .eml and .mbox files, and a person can only import into a mailbox they own or share. The connect settings cover the device passwords that mail apps sign in with, and apply to the next password someone makes: see Connect a mail app. A person who creates a shared mailbox when creation is open has the limits in Shared team inboxes.

The form shows more settings than these. One of them, Who may connect an external calendar, is not read by calendar connect yet: each person connects their own calendar whatever it says.

Adding a domain, the feature switches, the policy, the suppression list and dead letters stay with mail administrators whatever the policy says.

In the Mail app, Settings → Who can do what shows mail administrators the same rules as a read-only table. It describes the rules and grants nothing.

Let people send from their own Gmail or Outlook address

People can connect a Gmail or Outlook address of their own and send from it in Mail. It is on in every workspace, and Google and Microsoft each ask the person for a permission to send only. The policy rows above decide who may use it and how many messages a person can send a day this way, and the mail.send_as switch under Settings → Mail → Features turns it off for the whole workspace. Choosing Nobody stops addresses that are already connected as well. You can see that the setting exists in Who can do what, but not which addresses people have connected, and nobody can see the access they granted. See Send from your Gmail or Outlook address.

Last reviewed: 2026-10-02

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