Folders
Inbox, Starred, Sent, Drafts, Archive and Trash. Star, archive and trash act on whole conversations. Archived conversations come back to the inbox when someone replies.
Trash is emptied for good after 30 days (or sooner with Empty the trash now). Deleting from the trash is the only permanent delete.
Moves to the trash or archive can be undone from the message that appears.
Tick several conversations to archive, trash, mark read or unread, star or label them together.
Search
The search box at the top searches the whole inbox on the server, not just what has loaded. It covers everything except the trash. Words match the subject, text and sender. Narrow it with:
Operator | Meaning |
| Who sent it |
| Who it went to (includes Cc and Bcc) |
| Words in the subject |
| Has a file |
| Its state |
| Has that label |
| Dates |
| Help-desk searches for shared inboxes (see "Shared inboxes as a help desk (assign, status, notes)") |
Labels
Put names ("Payroll", "Follow up") on conversations and find them in the sidebar or with label:Name. You can have up to 30 labels per inbox, shared by everyone who can read it.
Filters
In Settings you can make rules: when an email arrives that is from / to / with a subject / with some text / with an attachment, then mark it read, star it, archive it, move it to the trash and/or label it. You can have up to 20 filters per inbox. They apply to new email from then on, and a filter that fails never stops an email being filed. A shared inbox's filters and labels are shared.
Out-of-office reply
In Settings set a message, an optional first and last day, and "only people in my contacts".
Each person gets one reply, then none for 4 days. At most 50 automatic replies a day per inbox.
Mailing lists, noreply@ addresses and anything automatic never get one, and the reply is marked as automatic so other systems do not answer it back.
Discord DM for new email
Optionally turn on a Discord DM per inbox: it shows the sender, subject and start of the email. It never includes attachments, cannot ping @everyone, and warns when the sender could not be verified. It goes through the workspace's own Discord bot, so it needs the bot to be set up with DMs on.
Contacts and Address list
Address list: everyone in the workspace with an address (name, username, role, department) and the shared inboxes, searchable, with a button to write to them. You can untick Show me in the list to leave yourself out.
Contacts: everyone an inbox has emailed or been emailed by is added automatically (not itself, and not machines such as noreply@; up to 5,000), and you can add, edit, star and delete them by hand with an organisation and private notes. A name you typed is never overwritten. Each inbox has its own list.
Related articles
Write, reply and forward email (undo send, send later, drafts, formatting)
Mail privacy: who can read what