Connect Your Email Account

What it is

Email Accounts is the page where you tell Joby which address your emails should come from. Out of the box every message leaves from the mailbox Joby set up for you, which is fine but does not look like your business. Connect your own mailbox here and your quotes, replies and follow-ups arrive from you instead.

The page describes itself the same way at the top: "Choose how your organization sends email. Joby managed email stays available as the fallback while BYO providers are added." In plain words: whatever you add here is used first, and the original Joby address stays in the background as a safety net.

You open it from Settings›Channels›Email Accounts. It is listed there as "Default sender, BYO SMTP, Gmail, and Microsoft." You can also land on it from Settings›Integrations — the Gmail and Microsoft Outlook cards there both open this same page. On a phone the page has a Email Accounts header with a back arrow to Settings.

The page is four boxes:

When to use it

• You want customers to see your real company address in the From line, not a Joby one.
• You already run Google Workspace or Microsoft 365 and want Joby to send through it.
• You want replies from customers to land in your normal Outlook mailbox as well as in Joby.
• Two people or two brands need to send from two different addresses out of the same account.
• A sales person needs a private sending address that the rest of the office cannot use.
• You want a proper signature — name, title, phone, logo, headshot, a button — on the bottom of every email.

This page is only about which address sends. For actually writing, reading and replying to email, go to Email Inbox. For everything else you plug into Joby, see Integrations.

Before you start

• You need to be an admin. Every page under Settings — this one included — is admin only. If you are not an admin, Joby sends you back to the Dashboard instead of opening the page. Ask an owner to give you the Settings permission under Settings›Team Roles (it sits in the Admin & Settings group) and to make you an admin.
• The people who will send email need the Emails permission. That is a separate tick, Emails in the Communication group of Settings›Team Roles. Without it they never see the Emails page where the sender you set up is used.
• Have the mailbox sign-in ready. For Gmail and Microsoft 365 you will be bounced to Google's or Microsoft's own sign-in screen, so be logged into the right account first — whichever account you approve is the address that gets connected.
• For anything else, collect the mailbox settings first. The SMTP form asks for a server address, a port, a username and a password. Your email provider publishes these; a shared mailbox usually needs an app password rather than the everyday one.
• Microsoft 365 needs a proper business tenant. Personal or unverified domains get refused by Microsoft during sign-in, not by Joby. See Common mistakes for the exact message.
• Nothing breaks while you set this up. The original Joby address is still listed and still works. You are adding a better option on top, not replacing anything.

Step-by-step

Connect a Gmail or Google Workspace mailbox

1. Open Settings›Channels›Email Accounts.
2. In the Connect Providers box, click the Gmail tile ("Connect a Gmail or Google Workspace mailbox with OAuth."). It carries a Connect label and spins while it hands you over.
3. Google's own sign-in page opens. Pick the mailbox you want to send from and approve the request to send mail on your behalf.
4. You land back on the Email Accounts page. A green message appears at the top: Gmail connected, naming the address that is now ready to send.
5. The new address appears in Sender Accounts with an Active badge.

Gmail is send only. Google is asked for permission to send, nothing more, so your Gmail inbox is not pulled into Joby. Replies from customers come back to the Joby inbox instead — the row shows a Send only chip to remind you.

Connect a Microsoft 365 mailbox

1. In Connect Providers, click the Microsoft 365 tile ("Connect a Microsoft 365 mailbox with OAuth and inbox sync.").
2. Sign in with the work account you want to use and approve the permissions Microsoft lists. Approve all of them — this is what lets Joby both send and read that mailbox.
3. Back on the Email Accounts page you get a green Microsoft 365 connected message saying the address is ready to send and sync inbound mail.
4. The row now shows an Inbox sync chip, a Sync inbox button and, once mail has been pulled in, a Last inbox sync time.

Add any other mailbox (SMTP)

1. Click Add SMTP at the top right of the page. (On a phone that button is not in the header — use the SMTP tile in Connect Providers instead; it opens the same window.)
2. The Connect SMTP Email window opens. Fill in Sender email (for example office@company.com) and Display name — the display name is the friendly name customers see.
3. Enter the SMTP host (something like smtp.example.com) and the Port. The port starts at 587.
4. Enter the Username and Password for that mailbox.
5. Set Use SSL/TLS to match your provider. The hint under it is the rule of thumb: "Turn on for port 465. Leave off for STARTTLS on 587."
6. Turn on Make default sender if this should become the address Joby reaches for first.
7. Choose Sender access — Shared sender or Private sender. Picking private reveals an Assigned users list; tick the people who may use it.
8. Click Save SMTP. The button stays greyed out until the email, host, port, username and password are all filled in.

An SMTP mailbox is send only, exactly as the window says: "This first version stores SMTP as send-only with Joby managed replies as fallback." Customers see your address, and their replies come back through Joby.

Choose which address is used first

1. Find the row you want in Sender Accounts.
2. Click Make default on that row. The button only appears on rows that are not already the default and are Active.
3. The row gains a Default badge with a star and a tinted border, and the Current Default panel on the right updates to match.

Decide who is allowed to send from an address

1. On the account's row, open the Sender access drop-down inside the grey strip.
2. Pick Shared sender to let the whole office send from it, or Private sender to lock it down.
3. If you chose private, an Assigned users list of tick boxes appears next to it. Tick each person who may use the address; untick to take it away.
4. Every change saves immediately and you get a Sender access updated confirmation — there is no separate save button here.

Build a signature for an address

1. Click Signature on the account's row. The Email Signature window opens with an editor on the left and a Live preview on the right.
2. Turn on Use signature ("Append this signature when sending from this email address."). Leave it off and nothing is added.
3. Fill in Name, Title, Company, Phone, Email and Website.
4. Add a Logo: either paste an Image URL or click Upload logo and choose a picture. Then set where it sits with the placement drop-down (Above details, Upper-right corner, Right side (center) and so on).
5. Do the same under Profile photo with Upload photo if you want a headshot as well as the logo.
6. Under Signature style, pick an Accent color to match your brand.
7. Under Button, add Button text (for example Book Online) and a Button URL if you want a clickable button in the signature.
8. Use Footer note for the small print — support hours, service area, licence number, warranty wording.
9. Watch the Live preview as you type, then click Save Signature.

If you already built a good signature on another address, use Copy from another account at the top of the window and choose it from the list. Everything is copied except the email address, which stays this account's own. Review it, then save.

Choose the sender for customer paperwork

1. Scroll to Customer Email Sender.
2. Open the drop-down and pick one of: Joby managed sender, Use default shared sender, or a specific address from the list.
3. The grey box next to it explains what you just chose in one line. You also get a Customer email sender updated confirmation.

How to check it worked

• On the Email Accounts page: the address is listed under Sender Accounts with a green Active badge, and the connection message across the top says connected rather than connection failed.
• The chips under the address tell you what it can do: Send, then Shared or Private, then Inbox sync or Send only, then Signature on or No signature.
• The Current Default panel on the right names the address you expect and shows Inbound: Supported for Microsoft 365 or Inbound: Fallback only for Gmail and SMTP.
• The real test — write an email. Go to Emails in the left menu and start a new message. The From box at the top of the composer becomes a drop-down once you have more than one address, listing each one as Name · address. Your new address should be there.
• Signature: pick the address in From and your signature drops into the message body automatically.
• Send one to yourself and check the From line and the signature look right in a real mail app — the preview is close but a real send is the proof.
• Microsoft inbox: click Sync inbox on the row. You get a Microsoft inbox synced message telling you how many new emails were imported, and the Last inbox sync line updates.

Common mistakes

• Forgetting to turn the signature on. Filling in the fields is not enough — the Use signature switch at the top of the window has to be on. Check the row afterwards: it should read Signature on.
• Expecting one signature to cover everything. Signatures belong to a single address. Add a second address and it starts with none — use Copy from another account rather than retyping.
• Microsoft refuses the sign-in. If the message mentions an unmanaged domain, that is Microsoft, not Joby: a Microsoft 365 administrator has to claim and verify your domain before the mailbox can be connected. A personal Microsoft account will not do.
• "Google did not return a refresh token". This happens when Google remembers a previous approval. Remove Joby from your Google account's third-party access page, then click the Gmail tile again and approve it fresh. The Microsoft equivalent is fixed the same way — approve every permission it asks for on the consent screen.
• Trying to delete the built-in address. There is no bin button on the Joby managed row, and it will tell you "The Joby managed email cannot be disconnected". It is deliberately kept as the fallback.
• Picking a private address for customer paperwork. The Customer Email Sender list only offers shared, active addresses. As the page says: "Private agent senders are intentionally excluded here."
• Not being an admin. If Email Accounts is missing from Settings or you keep getting bounced to the Dashboard, your login is not an admin. That is the fix, not a bug.
• Reading "No email accounts found" as a fault. The empty state adds "The current managed email will appear here after the migration is applied." Connect a provider, or contact support if the built-in address never turns up.