Connecting a mailbox lets you send template email and Buyer and Seller Guides from your own address, shows emails with your contacts on their timelines (sender, recipients, subject, and date), alerts you when an important client replies, and checks for lead notifications that match your rules. It is per person and per account, and you can only have one connected at a time.
Before you start
- Connected mailbox is included in your plan.
- You are signed in to the Gmail or Outlook account you want to connect.
- To send from your address, grant the send permission during connection.
Example
Illustrative example
You choose Connect Gmail, sign in, and allow read and send access.
The Connection row shows Connected, with "Read enabled" and "Send enabled".
A lead-notification email that matches your email lead rule now shows up in Lead Review, and you can send templates from your Gmail address.
Steps
- Step 1: Open Settings › Mailbox Connections.
- Step 2: Choose Connect Gmail or Connect Outlook. If one provider is connected, disconnect it first — the buttons say "Disconnect the current mailbox to switch providers."
- Step 3: Sign in to the provider and approve read (and, if you want to send, send) access.
- Step 4: Back in NextAccord, confirm the Connection shows Connected with the access you granted (Read enabled / Send enabled). Emails with your contacts start appearing on their timelines.
- Step 5: Add or review your email lead rules so the mailbox check knows which messages are leads.
What success looks like
- The Connection row shows Connected for the provider you chose.
- Lead review shows "Read enabled"; manual send shows "Send enabled" if you granted send access (otherwise "Mailto fallback").
- Matching lead emails appear in Lead Review, emails with your contacts appear on their timelines, and template send offers your connected address.
Common problems
- The row says "Reconnect required".
- Access expired or scopes changed. Reconnect the mailbox and approve access again.
- Sending shows "Mailto fallback" instead of "Send enabled".
- You connected with read-only access. Reconnect and also grant the send permission.
- Connect buttons are disabled with a note about the environment.
- Connecting a mailbox is not available for this workspace right now. Contact support if you expected it to be available.
- Lead emails are not appearing from the connected mailbox.
- Connected-mailbox review only surfaces messages that match your email lead rules. Add or adjust a rule in Lead Capture settings.
Reconnect or remove
- Reconnect: use the Reconnect action on the connection when it asks; your mailbox stays the same.
- Switch providers: disconnect the current mailbox first, then connect the other one.
- Disconnect: choose Disconnect. Lead capture stops checking this mailbox and connected sending stops using it, but the mailto fallback remains and your existing contacts, activities, and lead candidates are not deleted ("Connected mailbox disconnected. Mailto fallback remains available.").