Mail does three jobs (module mail). Mail is the address book: the addresses on the domains you control, with where each one forwards. Mailboxes is a mail reader: the mailboxes you connected, and the ones colleagues shared with you, which you can read, answer and send from, with AI help if you want it. Sending domains shows whether each mail domain may send through Amazon SES.
In the sidebar under Communications → Mail, Communications → Mailboxes and Communications → Sending domains. All three belong to this one module and are covered on this page.
A list of addresses, each with its display name, its quota in MB ("unlimited" when none is set) and whether it is active or disabled. Above the list, counts of addresses and of active ones. New address adds one.
Adding an address here records it in MaxSuite. Forwards on an address are recorded the same way: they say where the address sends on to, and are read and changed through the agent tools below. You can also import a mail host's mailboxes in one go from Integrations. Switching an address off keeps it on the list as disabled. Deleting it also deletes every forward it has.
Add an address to the address book
- Open Mail and choose New address.
- Enter the Address, and optionally a Display name and a Quota (MB).
- Save. To rename it or switch it off later, edit it and change Display name or Active. Switching off can be undone; removing cannot.
Mailboxes
Counts across the top: Mailboxes, Yours, Shared with you and Can send from. Three tabs:
- All inboxes: the newest mail of every mailbox you can read, newest first. Unread only narrows it.
- Mailboxes: each mailbox with its name and address, who shared it with you, your Access (yours, shared: read, shared: send, shared: manage), its unread count, its Health and its server. Health shows active or off, read only when it has no SMTP server, last send failed with the error on hover, Needs sign-in again for a Google or Microsoft mailbox whose sign-in stopped working, and system sender for the mailbox the deployment's own mail goes out from.
- Sent: everything sent from the mailboxes you can read, newest first, searchable by subject or recipient. Each row shows when, from which mailbox, to whom, the subject, whether it was sent or failed, who sent it ("system" for the deployment itself) and how: composed, bulk, a reply typed in a chat, a form's auto-reply.
You can pin a mailbox to the top and give it a colour. These are yours alone. Lists sort by name or by unread. Mark all read on a row marks every unread message in that inbox read.
Open a mailbox and you get its Inbox, its folders and its own Sent log. The inbox is read live from the mail server, newest first, with Refresh, Newer and Older. Unread messages are bold and a clip marks attachments. Tick messages to act on several at once: Archive, Report spam, Move to Trash, Move to… a folder, or Mark unread. An open message reads at full height. It lists its attachments, with Save all to Media and Download, and offers Reply, Reply all and Forward if you may send from the mailbox. Replies show the earlier messages of the thread nested underneath.
Your mailboxes are yours. Nobody else sees them, administrators included, unless you share them. Someone who holds mail:read but not mail:connect sees only the sent log for mailboxes shared with them.
Connect a mailbox
- Open Mailboxes and choose Connect a mailbox.
- For Gmail or Google Workspace choose Sign in with Google. For Outlook, Hotmail or Microsoft 365 choose Sign in with Microsoft. You approve on their page and come back connected, with no password or server to type. Google accounts you already linked on the Google page are offered under Google accounts you can add.
- For any other mailbox, such as Yahoo, iCloud, Zoho or your own domain, choose Other email and use an app password:
- Enter a Name and the Address.
- Enter the IMAP server, IMAP port (993 by default), IMAP username and IMAP password, and leave IMAP over TLS ticked unless your server says otherwise.
- To send from it too, enter the SMTP server, SMTP port (587 by default), SMTP username (blank uses the IMAP username) and SMTP password. Tick SMTP over TLS from the start for port 465. Without an SMTP server the mailbox can be read but not sent from.
- Test tries both connections and stores nothing. Use the servers Max found fills them in when Max can guess them.
- Choose Connect. Passwords are encrypted when saved and never shown again.
A signed-in mailbox whose sign-in stops working is marked Needs sign-in again, with Reconnect. When you edit a mailbox later, a blank password keeps the stored one.
Set up Sign in with Google and Microsoft
This is done once for the whole workspace, by someone allowed to set up Mail sign-in. Under Sign-in apps, enter the Application (client) ID and Client secret for Microsoft, and set up Google on the Google page. Until then, people connect with an app password.
Read and reply
- Open Mailboxes and choose Open on a mailbox, or click its row.
- Click a message to read it.
- Choose Reply. The reply starts from the mailbox, to the sender, with "Re:" on the subject.
Send a message
- Choose Compose on the Mailboxes screen or on a mailbox.
- Pick From, then fill in To, Cc / Bcc, Subject and the message. The editor lets you format text. Attach up to 10 files, 20 MB in all.
- Choose Send, or press Ctrl/⌘ + Enter. Save draft keeps it for later. It goes over the mailbox's own server and is recorded on the sent log whether or not it goes.
Get AI help
AI help needs an AI connection that can write, set up under AI. Mail is read as data, never as instructions. Nothing is sent or saved by the AI.
- Write with AI and Rewrite… in the composer. Undo AI takes it back.
- Summary and Summarise thread on an open message.
- Reply ideas under a message you open.
- Make into… a task, a reminder, an event or a cost.
- Catch me up sorts your newest unread mail into urgent, needs a reply, for information and newsletter.
- Ask your inbox, above the tabs.
- A check before sending: a promised attachment that is missing, a greeting to someone not on the message, a weekday that does not match its date, and with AI, unanswered questions or a harsh tone.
AI settings lets you switch each helper on or off: Reply ideas, Keep labels, Check before sending and Daily digest with its Digest hour. You can also set a Reply language and Style notes for how you like to write. Labels from Catch me up are kept in MaxSuite, never written to your mailbox.
Share a mailbox
- On a mailbox you own, choose Share.
- Choose a person and a level: Read, Read and send, or Read, send and manage.
- Choose Share. Change a level from the list, or Remove someone. Only the owner can change who a mailbox is shared with.
Disconnect a mailbox
On a mailbox you own, choose Disconnect and confirm. Its shares and its sent history go with it.
Sending domains
Each mail domain's standing at Amazon SES, which sends this server's outbound mail once a domain is verified there.
- SES shows whether SES has verified the domain.
- DKIM shows whether SES has seen the three DKIM records.
- Relayed shows whether the domain's mail goes out through SES yet.
A domain added to the mail server is registered with SES and its DNS records are written by themselves. The list is empty until somebody stores the SES key as a secret named aws-ses under Named secrets. The setting up and relaying are done from Integrations. For SMTP2GO instead of SES, see the SMTP2GO screen there.
Who can do what
| Permission | Label | Lets you |
|---|---|---|
mail:read | View mail | Open Mail, Mailboxes and Sending domains, see the address book, and read the sent log for the mailboxes you can read. |
mail:write | Manage mail | Add, edit and remove addresses and their forwards. With mail:connect as well, name or withdraw the system sender. |
mail:connect | Connect and read your own mailboxes | Connect, edit, test, read, share and disconnect your own mailboxes, and read the ones shared with you. |
mail:send | Send mail from a connected mailbox | Send and reply from a mailbox you own, or one shared with you at Read and send or above. |
mail:admin | Set up Sign in with Google and Microsoft for everybody's mailboxes | Set up the sign-in apps once for the workspace. |
Sharing a mailbox is separate from permissions: holding mail:connect lets you open your own mailboxes and the ones shared with you, never anyone else's. See People, roles and permissions and Sharing and visibility.
What happens on its own
| Job | When | What it does |
|---|---|---|
ai-summary-purge | Every day at 03:17 UTC | Deletes AI summaries of mail older than 90 days. |
ai-daily-digest | Every hour at 7 minutes past | Sends the daily digest to each person who switched it on, at their chosen hour, at most once a day. It only covers mailboxes they may read. |
Mail itself is read from the server when you open a mailbox. Forwarding is the module that reads mailboxes on a timer.
Needs
Nothing has to be switched on first. AI help needs an AI connection. Sign in with Google uses the workspace's Google client from Google.
What agents can do
An agent can read the mailboxes it is allowed to open, write drafts, send from them with approval, check why one stopped working, and keep the address book. Reads go through. Anything that sends mail or changes or removes something waits for a person to approve by default. Sending a draft always asks, every time. Mail is outside content: once a run has read a message, every later change in that run asks a person. See Agents and approvals.
Reading mail
Read only: mail.mailboxes, mail.messages, mail.read, mail.unread, mail.search, mail.folders, mail.describe, mail.sharing, mail.people, mail.sent
mail.readreads one message in full with its attachments listed, and leaves it unread.mail.unreadlists unread mail across every inbox the caller may read.mail.searchsearches one mailbox or all of them.mail.describesays what a mailbox is and whether it is working, including the last error from the server.mail.sharinglists who a mailbox is shared with and needs ownership of the mailbox.
Change: mail.markRead, mail.saveAttachments, mail.connectMailbox
mail.saveAttachmentskeeps a message's attachments as files Max can read. The message stays as it was.mail.connectMailboxconnects a mailbox the person already has. With a login saved in Passwords it connects at once.
AI help
Read only: mail.summarise, mail.write, mail.rewrite, mail.digest, mail.suggestReplies, mail.extract, mail.ask
Change: mail.label puts a label on a message, kept in MaxSuite.
Writing and sending
Change: mail.draft, mail.updateDraft, mail.discardDraft
Always asks: mail.sendDraft shows the draft to the person on a card and sends only when they press.
Check: mail.checkReceiving and mail.checkSending try the incoming or outgoing connection now. Neither changes anything or sends a message.
Send, needs approval: mail.send sends one message. mail.sendToMany sends one message to several people, either as one message to all of them or as a separate message to each, so no recipient sees the others.
Keeping the address book
Read only: mail.addresses, mail.address
Change: mail.createAddress, mail.updateAddress, mail.removeAddress, mail.importAddresses, mail.addForward, mail.removeForward
mail.importAddresses adds many addresses at once, as found on a mail server. An address already here is updated rather than added twice.
System sender
mail.designateSender sends the workspace's system mail, such as alerts and notices, from one of the caller's own mailboxes. There is exactly one per workspace, so naming one moves it. The mailbox must be switched on and able to send. mail.withdrawSender stops it, leaving the workspace with no system sender until another is named. Until one is named, email notifications reach nobody.
Over MCP the same tools are named mail__mailboxes, mail__send and so on. See API keys and MCP access.