Mail

FanDesk Mail integrates deeply with Gmail and supports IMAP accounts (Zoho, Outlook, and any custom mail server), bringing all your email into the unified workplace. Everything you can do in Gmail, you can do in FanDesk Mail — plus AI classification, action tagging, smart inbox, email rules automation, and one-click conversion to tasks or calendar events.

Connecting Gmail

1. Go to Settings > Integrations
2. Click Connect Google Account
3. Authorize Gmail access in the Google OAuth flow
4. Your inbox syncs automatically — new emails appear within 60 seconds

Connect multiple Gmail accounts by repeating the process. Switch between accounts with the account dropdown in the Mail panel.

For non-Gmail accounts (Zoho, Outlook, Yahoo, custom IMAP), see IMAP Accounts.

The Inbox

Email List

Your inbox shows each email with:

• Sender name and avatar (or initials)
• Subject line
• Preview snippet of the first line
• Time received (relative: "2 hours ago", "Yesterday", or date for older)
• Bold for unread messages
• Star indicator if starred
• AI action tag (NEEDS_ACTION, ACTION_LATER, etc.)
• Category label (Important, Team, Updates, etc.)

Thread View

Click any email to see the full thread:

• All messages in the conversation in chronological order
• Attachments listed with one-click download
• Inline reply at the bottom of the thread
• AI-generated action tag and suggested reply button

Multi-Account Support

With multiple connected accounts:

• Account switcher dropdown shows all accounts
• Each email shows which account it belongs to
• Send from the correct account by selecting it in the compose From field
• Unified inbox option to see all accounts together, or switch to see a single account

Composing Email

Click Compose or press C to open the floating compose panel.

Floating Compose Panel

The compose panel appears in the bottom-right corner of the screen (Gmail-style):

• Continue browsing your inbox or navigate to other FanDesk modules while composing
• Navigate anywhere — go to Calendar, Chat, or Drive without losing your draft
• Minimize the panel to a compact bar and restore with one click
• Close with save — FanDesk saves your draft automatically if you close without sending

Writing an Email

1. Select the From account in the dropdown (if you have multiple)
2. Enter recipients in To — autocomplete pulls from your FanDesk contacts and Google Contacts
3. Click Cc or Bcc to add additional recipients
4. Write the Subject line
5. Compose your message using the rich text editor (bold, italic, lists, links, code)
6. Add attachments by dragging files or clicking the attachment icon
7. Optionally add your Signature from the dropdown
8. Click Send

Reply Options

Booking Links

Insert a meeting scheduling link directly into an email:

1. In the compose panel, click the calendar link icon
2. Select one of your active booking links
3. A formatted link is inserted into the email body
4. Recipients click to book a time on your calendar without any back-and-forth

Drafts

Drafts are saved automatically as you type. Access all drafts:

• Drafts folder in the sidebar
• Resume editing by clicking any draft
• Drafts sync across devices and accounts

AI Compose Features

Every compose window includes AI writing tools:

Converting Emails to Tasks and Events

Create Task from Email

Turn any email into a trackable task:

1. Open an email thread
2. Click Create Task in the toolbar (keyboard shortcut: T)
3. The task title pre-fills with the email subject
4. Select project, set priority, due date, and assignee
5. Click Create

The task links back to the original email for full context.

Schedule Meeting from Email

Create a calendar event directly from an email:

1. Open an email thread
2. Click Schedule Meeting in the toolbar (keyboard shortcut: M)
3. The event title pre-fills as "Meeting: [email subject]"
4. The sender is automatically added as an attendee
5. Set date, time, and description
6. Click Create Event

The event is created in Google Calendar (or FanDesk native calendar) and the sender receives an invite.

Labels and Folders

Standard Folders

• Inbox — All incoming mail
• Sent — Messages you've sent
• Drafts — Unsent drafts
• Trash — Deleted messages
• Archive — Archived messages (out of inbox, still searchable)

Gmail Labels

All your Gmail labels sync automatically to FanDesk. Apply and remove labels from any email in FanDesk — changes reflect in Gmail immediately.

Search

Search across all your email:

1. Click the search box in the Mail panel
2. Type keywords, a sender name, or a subject
3. Results appear in real-time as you type

Gmail search operators work in FanDesk:

• from:john@example.com — Emails from a specific sender
• subject:meeting — Emails with "meeting" in the subject
• has:attachment — Emails with attachments
• is:unread — Unread emails
• after:2024-01-01 — Emails after a date

Quick Actions

Hover over any email in the list for quick actions:

• Archive — Move out of inbox (not deleted)
• Delete — Move to trash
• Star — Mark as important
• Mark read/unread — Toggle read status
• Categorize — Change the split inbox category

Bulk Operations

Select multiple emails at once:

1. Check the boxes next to emails (or click the select-all checkbox)
2. Use the bulk action toolbar:
   • Archive all selected
   • Delete all selected
   • Mark all as read or unread
   • Apply or remove labels
   • Change category for all selected

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Next: Learn about intelligent email tagging in Action Tagging.