> For the complete documentation index, see [llms.txt](https://help.prostruct360.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.prostruct360.com/connections/connecting-your-email.md).

# Connecting your email

Connect your Gmail or Microsoft mailbox so you can read and send email inside ProStruct360 and see each client's emails on their job.

Connect your work mailbox — Gmail / Google Workspace or Microsoft (Outlook, Microsoft 365) — and ProStruct360 shows your inbox under **Emails**, sends from your own address, and files client emails against the right job so your team can see the whole conversation.

Each team member connects their own mailbox.

**Plans:** Complete and Unlimited. **Who:** everyone on your team except clients.

{% hint style="info" %}
**You don't need to connect a mailbox to send estimates.** Without one, ProStruct360 still sends your estimates, statements, change orders and other job emails — see [Without a connected mailbox](#without-a-connected-mailbox).
{% endhint %}

{% embed url="<https://vimeo.com/875982753>" %}
**Connecting Gmail.** Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date.
{% endembed %}

{% embed url="<https://vimeo.com/875977916>" %}
**Connecting Microsoft email.** Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date.
{% endembed %}

## Before you start

* Know which mailbox you want to connect, and have its sign-in ready.
* If your company's email is managed by an IT person, they may need to allow ProStruct360 to connect.

## 1. Start the connection

Go to **Emails** in the left menu. If no mailbox is connected you'll see **Connect your email**. Click **Connect mailbox**.

![Emails, before a mailbox is connected](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-e1c5bc5c194d44f8878fcc91c4718416bb0581e7%2Fconnecting-your-email-01-connect.png?alt=media)

## 2. Sign in with Google or Microsoft

You're taken to a secure connection page run by Nylas, ProStruct360's email partner. From there:

1. Choose your email provider (Google or Microsoft).
2. Sign in on Google's or Microsoft's own sign-in page.
3. Review the permissions and allow access.

You're brought back to **Emails** in ProStruct360.

{% hint style="warning" %}
You only ever enter your email password on Google's or Microsoft's own sign-in page. ProStruct360 never asks you to type your email password into ProStruct360.
{% endhint %}

## 3. Check it worked

Once connected, **Emails** shows your mailbox address at the top, with **Compose**, **Email Signature** and **Disconnect**.

![Emails with a mailbox connected](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-f3eeb5561bffa6b35db37d84d525e09bf72eb33c%2Fconnecting-your-email-02-inbox.png?alt=media)

* Switch between **Inbox**, **Sent**, **Unread**, **Starred** and **All**, and use **Search emails…**. New mail is checked every couple of minutes; the refresh button checks now.
* Click a message to read it, then reply, star it, mark it read or unread, or delete it.
* ProStruct360 matches your emails to jobs. **Unverified** lists matches waiting for you to confirm.
* Each job's **Emails** tab shows the emails matched to that job.

If you're sent back to **Connect your email** instead, the connection didn't finish. Click **Connect mailbox** and try again.

## 4. Add your signature

Click **Email Signature**. Type your signature (you can add bold, links and a picture such as your logo) and click **Save**.

Leave **Only add to New Emails** ticked to keep the signature off replies and forwards.

![Email Signature](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-4cc1acc7d0031b72401f2bd4cb43f69d6c3d60e3%2Fconnecting-your-email-03-signature.png?alt=media)

Your signature is added to emails you send from ProStruct360 whether or not a mailbox is connected. You can also edit it from your profile menu → **My Profile** → **Email Signature**.

## 5. Save email templates (optional)

Templates save you retyping the emails you send all the time. Go to your profile menu (top right) → **My Email Templates** and click **A New Template**. Give it a **Template Name**, write the email, and click **Save Template**.

When you write an email, choose **Insert template** to use one.

![My Email Templates](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-a340701450f2e08b753e8cb444c1e41ffc778af6%2Fconnecting-your-email-04-templates.png?alt=media)

## Without a connected mailbox

On any plan, emails you send from a job — **Send Estimate**, statements, change orders, work orders — still go out. Without a connected mailbox:

* They're sent from a ProStruct360 address, with your name on them.
* Replies come back to the email address you sign in to ProStruct360 with.
* They're noted on the job's activity, but don't appear in the job's **Emails** tab.

## Disconnecting

Click **Disconnect** at the top of **Emails**. ProStruct360 stops reading and sending from that mailbox straight away; job emails go out from ProStruct360's address instead. You can connect again at any time.

## Common questions

**I see "Email disconnected" on my dashboard.** Your mailbox has stopped syncing (this can happen after you change your email password). Go to **Emails**, click **Disconnect**, then **Connect mailbox** and sign in again.

**I don't see Emails in the menu, or I see an upgrade message.** The inbox is on the Complete and Unlimited plans. You can still send job emails on any plan.

**Can my whole team use one mailbox?** A connection belongs to the person who set it up, so each team member connects their own mailbox from their own login.

## Related

* [Creating an estimate](/getting-started/creating-an-estimate.md) — send your estimate from the job's **Emails** menu.
* [Work orders](/running-jobs/work-orders.md)
* [Connecting QuickBooks](/connections/connecting-quickbooks.md)