Connect your mailbox to Conversations to manage all your conversations in one place: chat, social (Facebook Messenger, Instagram Direct, WhatsApp), and emails. With the email integration, you can reply to your clients' emails directly from Conversations with the same functionalities as in your email provider interface, such as email signature, add recipients, add files, etc.

You can connect a Google, Microsoft, or another email provider mailbox to Conversations!

Before you start

To connect your mailbox to Conversation, read the general specifications that apply to Google, Microsoft, and other providers. If your email provider is different than Google or Microsoft, check as well the Other provider specifications:

Good to know

Receive your email notifications directly on your phone thanks to the Conversations app! To learn more, check our dedicated article Discover the Conversations mobile app.

🚰 Part 1: Select your email provider and filter for incoming emails

To receive your emails in Conversations, you first need to choose the email provider you use for the email address you want to connect and choose which emails you want to receive in Conversations:

1. Go to Conversations > Settings > Email and click Connect a mailbox.
2. Select the tile corresponding to your email provider: Google, Microsoft, or Other provider.
    
3. Click Continue. 
4. Depending on your email provider, you can choose between different filtering options to only display the emails you want in Conversations:
   
   💡 Good to know

   This parameter can be changed later from your mailbox settings.
   Google Microsoft Other provider

   
   

   📧 All emails

   You will receive in Conversations all the emails sent to the connected inbox.
   Emails received from new contacts will automatically create and add these contacts to a separate Brevo contact list without subscribing them to your marketing communications. Mass mailing emails will be automatically discarded from your Conversations. This mass mailing filter can be edited later in the mailbox settings.

   🗃️ Only emails from Brevo contacts

   You will receive in Conversations only the emails sent from contacts stored in your Brevo account. You can still access emails from other contacts directly in your email provider interface.

   💌 Only emails from selected categories

   You will receive in Conversations only the emails from the Google categories you have selected such as Primary or Promotions. If you choose this option, select from the list the categorie(s) from which you want to receive your emails in Conversations. 
   Emails received from new contacts will automatically create and add these contacts to a separate Brevo contact list without subscribing them to your marketing communications. You can still access emails from other contacts directly in your email provider interface.

   

   📧 All emails

   You will receive in Conversations all the emails sent to the connected inbox.
   Emails received from new contacts will automatically create and add these contacts to a separate Brevo contact list without subscribing them to your marketing communications. Mass mailing emails will be automatically discarded from your Conversations. This mass mailing filter can be edited later in the mailbox settings

   🗃️ Only emails from Brevo contacts

   You will receive in Conversations only the emails sent from contacts stored in your Brevo account. You can still access emails from other contacts directly in your email provider interface.

   💌 Only emails from Focused Inbox

   You will receive in Conversations only the emails that are sorted in the Focused tab of your Microsoft inbox.
   Emails received from new contacts will automatically create and add these contacts to a separate Brevo contact list without subscribing them to your marketing communications. You can still access emails from other contacts directly in your email provider interface.

   

   📧 All emails

   You will receive in Conversations all the emails sent to the connected inbox.
   Emails sent from new contacts will automatically create and add these contacts to a separate Brevo contact list without subscribing them to your marketing communications. Mass mailing emails will be automatically discarded from your Conversations. This mass mailing filter can be edited later in the mailbox settings.

   🗃️ Only emails from Brevo contacts

   You will receive in Conversations only the emails sent from contacts stored in your Brevo account. You can still access emails from other contacts directly in your email provider interface.
5. Click Connect to start the mailbox connection process ⬇️.

🔌 Part 2: Connect your mailbox to Conversations and forward incoming emails

Depending on the email provider you chose above, the procedure differs:

🗣️ (Other provider only) Part 3: Set up custom SMTP to send emails using your own email address

Since your emails are forwarded with the Other provider option, all emails sent from Conversations are sent with a default brevo-mail.com email address. If you want your emails to be sent with your own email address, you need to set up a custom SMTP:

1. Activate the Send emails with your own email address option.
2. Access your email provider documentation and search for the documentation on the SMTP server of your email provider to find their SMTP host name.
   For most email providers, the SMTP server hostname is smtp.providername.com or mail.providername.com, with providername being the name of your provider. 
3. In the SMTP host field, paste the SMTP server hostname you copied from your email provider documentation. 
   
4. From the SMTP port field, enter 587 by default, unless your email provider documentation recommends another port. 
5. In the Username and Password fields, enter the credentials to access your account on your email provider interface.
6. Click Connect mailbox.
7. Give Conversations a few seconds to connect your mailbox. 
8. Click Go to my conversations to start sending emails, or Customize mailbox to set up your mailbox settings.

Congratulations! 🎉 Your mailbox is now connected to Conversations. You can find your connected mailboxes and set up their settings in Settings > Email. 

⚙️ Part 4: Set up your mailbox settings

If you have more than one connected mailbox, you can define your default mailbox. Each connected mailbox has its own settings that can be customized separately, allowing you to set up unique email signatures and filters.

Define your default mailbox

To define your default mailbox:

1. Go to Settings > Email or Settings > Chat profile.
2. In the Default mailbox section, select the mailbox you want to set as your default in the dropdown.
   

When composing a new email, your default mailbox is automatically selected in the From field. If your default mailbox gets disconnected, no other mailbox will be selected, and there will be no default sender for new emails.

Edit your mailbox settings

To edit your mailbox settings, go to Settings > Email and click Settings next to your mailbox name:

Your email address cannot be edited and is the one you connected to by default. However, you can:

🗣️ Rename the mailbox

If the automatically generated name for your mailbox doesn't suit you, you can rename it. The mailbox name only appears to you and helps you easily differentiate it from other mailboxes you have connected to Brevo. For example, if you have connected your support@companyname.com and booking@companyname.com, you can rename them Support team and Booking team.

To rename your mailbox, click the text field next to the mailbox 📪 icon and enter the desired name:

📬 Change your mailbox language

You can change the language of your mailbox and use a different language for your email address. For example, the customer care team might have a different address for each language to better sort tickets.
Select the default language for your mailbox from the drop-down list. Note that you can only choose from your support languages.

⏱️ Change your email synchronization filtering settings

Choose the type of emails you want to synchronize with Brevo Conversations. This can be useful for filtering out non-work-related promotional messages that clutter up Conversations:

1. Choose between different filtering options to only display the emails you want in Conversations:
   
   
   📧 All emails

   You will receive in Conversations all the emails sent to the connected inbox.
   Emails received from new contacts will automatically create and add these contacts to a separate Brevo contact list without subscribing them to your marketing communications. Mass mailing emails will be automatically discarded from your Conversations. This mass mailing filter can be edited later in the mailbox settings

   🗃️ Only emails from Brevo contacts

   You will receive in Conversations only the emails sent from contacts stored in your Brevo account. You can still access emails from other contacts directly in your email provider interface.

   💌 Only emails from Selected categories or Focused Inbox

   For Gmail you will receive in Conversations only the emails from the Google categories you have selected, such as Primary or Promotions. If you choose this option, select from the list the categorie(s) from which you want to receive your emails in Conversations.
   For Microsoft you will receive in Conversations only the emails that are sorted in the Focused tab of your Microsoft inbox.
   Emails received from new contacts will automatically create and add these contacts to a separate Brevo contact list without subscribing them to your marketing communications. You can still access emails from other contacts directly in your email provider interface.
2. Click Save.

🔖 Edit your sender name

❗️ Important

The sender name for Microsoft mailboxes cannot be edited from Conversations. Access your Microsoft mailbox settings to edit it.

Enter the name you want to display to your recipients when they receive your emails. Add any info related to your job or company and use our predefined placeholders to automatically populate your agent name and title. You can set up your agent name and title from your Chat profile settings. The preview gives you an idea of how your sender name will appear to your recipients ⬇️. 

✍️ Append a signature to all your outgoing emails

Check this box to set up a signature at the end of all your emails sent through Conversations.

Add any info related to your job or company and use our predefined placeholders to automatically populate your agent name, title, and mailbox address. You can set up your agent name and title from your Chat profile settings. Use the same formatting options as in the chat to add bold or italics for example. The preview gives you an idea of how your signature will appear to your recipients ⬇️.

💡 Good to know

If you connected a Google mailbox to Conversations, you can check Use my default Gmail signature to retrieve the email signature from your Gmail account settings. It will be automatically applied to all your emails sent from Conversations.
If you edit your signature in your Gmail account settings, click  Update my signature to retrieve its latest version.

🤖 Apply an auto-reply filter

This filter will automatically discard all emails that are explicitly marked by the sender as automatic replies from Conversations, such as out-of-office or deactivated account messages. You will still be able to view auto-reply messages in your email provider interface. 

📥 Apply a mass mailing filter

This filter will automatically discard all emails that are explicitly marked by the sender as mass mailing emails from Conversations, such as newsletters or bulk emails. You will still be able to view mass mailing messages in your email provider interface. 

💻 Outgoing emails - Custom SMTP (Other provider only)

If you connected a mailbox with the Other provider option, your emails are forwarded. This means that your recipients receive your answers from our brevo-mail.com email address. However, you can set up a custom SMTP to be able to send your emails with your own email address:

Custom SMTP deactivated	Custom SMTP activated

To set up a custom SMTP, activate the Send emails with your own email address option and follow the steps from Part 3: Set up custom SMTP for other provider to send emails using your own address:

🗑 Disconnect your mailbox

Click Disconnect mailbox to disconnect your mailbox from Conversations. Click Disconnect mailbox to confirm. You will no longer receive your emails in Conversations, but you can still access them from your email provider interface. 

📧 Reply to your emails in Conversations

Now that you've connected and set up your mailbox on Conversations, you can receive and answer your customers' emails directly in Conversations in the same way as in the chat and use the Saved replies, Agents, and Groups features.

You can access your emails under the Email tab of Conversations. To access all your messages from the different platforms, go to Conversations > All.

There are five ways of recognizing an email in Conversations:

1. The Email tab is selected.
2. Email logo next to the sender name.
3. Email logo next to the time the message was sent.
4. Email address and info next to the sender profile picture.
5. Email logo and account name under the Channel section. 

🤯 Troubleshooting errors with email forwarding for other providers

If you were not able to connect your mailbox to Conversations, follow the instructions below: 

1. Ensure that you have correctly set up email forwarding in your email provider settings: 
   1. Check your mailbox to see if your email provider sent a verification code or link to confirm the email forwarding. If you have received one, follow the instructions provided inside.  
   2. Check that you have set up the forwarding to the correct brevo-mail.com email address provided during the setup of your mailbox.
      
2. Check the spam folder of your mailbox to see if you received our setup verification email. If you do, mark it as Not spam and add noreply@conversations-reply.brevo.com to your Brevo contacts. 
3. After making the necessary changes, click Re-send verification email to restart verification. 
   
4. If you still have trouble connecting your email provider to Conversations, contact our support team. 

⏭ What's next?

• Discover the Conversations mobile app
• Set up and use Saved replies
• With Conversations, change the way you communicate with your customers
• Reply to Instagram Direct messages with Conversations
• Reply to Facebook Messenger messages with Conversations
• Reply to WhatsApp messages with Conversations

🤔 Have a question?

If you have a question, feel free to contact our support team by creating a ticket from your account. If you don't have an account yet, you can contact us here.

If you’re looking for help with a project using Brevo, we can match you with the right certified Brevo expert partner.