Mailboxes define which email addresses can be used to send and receive emails in Odoo.

Accessing Mailbox Configuration

Go to Settings → Technical → Email → Mail Pro → Mailboxes (the arrow on step 3 of the checklist)

Mailbox Types

Personal Mailbox

• Purpose: Individual user's email
• Visibility: Only the owner
• OAuth: Uses owner's token
• Creation: Auto-created when user connects Microsoft account

Shared Mailbox

• Purpose: Team email addresses (sales@, support@, info@)
• Visibility: All users
• Credentials (Microsoft 365): each sender uses their own token, and needs SendAs permission in Microsoft 365
• Credentials (Gmail, IMAP/SMTP): the address has its own account, so the mailbox needs no owner - give the address credentials of its own

The notification mailbox

Not a third type: a tick box, Notification Mailbox, on the one mailbox that sends the system email (user invitations, password resets, activity reminders). It sends with its owner's credentials and is required before any mailbox may sync.

Providers

Every mailbox names the provider that services it:

IMAP / SMTP mailboxes

There is no consent screen, so the credentials are entered once per address:

1. Go to Settings → Technical → Email → Mail Pro → Email Accounts and create an account.
2. Set Provider to IMAP / SMTP and fill in the email address. Known hosters (Soverin) fill in their own servers automatically.
3. Enter the IMAP server, the SMTP server, the login (defaults to the address) and the password.
4. Press Test Connection. Both halves are checked - a mailbox that can read but not send is not usable.
5. Leave Odoo User empty for a shared address such as info@; set it for a person's own mailbox.
6. Create the mailbox itself with the same address and provider IMAP / SMTP.

Mail sent from Odoo is filed in the Sent folder, which is detected from the server. If your server names it something unusual, set Sent Folder on the account.

Creating a Mailbox

1. Click Create
2. Fill in:
   • Email Address: The address, as the provider knows it
   • Display Name: Shown in the Send From dropdown
   • Type: Personal or Shared
   • Owner: The user whose credentials the mailbox sends with (Personal, and Shared on Microsoft 365)
3. Save

Mailbox Settings

Next Steps

To enable incoming email sync, see Incoming Email Sync.