Connect your mailbox

Mighty sends and receives client email through your firm's own mailbox - the shared address clients already know, such as [email protected]. Clients see that address as the sender and reply to it as normal. Behind the scenes, Mighty checks the mailbox for replies every minute and files each one onto the right workflow.

Until a mailbox is connected, nobody in the workspace can send email from Mighty, so this is the first thing to set up.

Before you start

You'll need:

• The mailbox address your clients email. A shared address works best, because everyone in the workspace sends from it.
• A password for the mailbox. Most providers ask you to create an app password - a separate password just for Mighty that you can revoke at any time without changing your normal one. Use one wherever your provider offers it.
• IMAP and SMTP access switched on. These are the standard ways other apps read and send a mailbox's mail. Most providers allow them by default; some business accounts need an administrator to enable them.

If your firm's email is on Microsoft 365 or Outlook, read the Microsoft section first.

Connect a mailbox

1. Go to Settings → Email. (On a phone: More → Email.)
2. Enter the Mailbox address and click Continue. Mighty looks up the server settings for you and, if it finds them, shows Settings found for your provider.
3. Optionally, give the mailbox a Sender name, such as Patel & Co Client Services. Clients see it as the sender on every email from this mailbox. Leave it blank to show the name of whoever sends each email, with your workspace's name.
4. Check the Incoming (IMAP) and Outgoing (SMTP) settings, and enter the Password in both sections. Usernames are normally the full email address.
5. Open Advanced and check the two options there - Gmail users in particular need to change one.
6. Click Connect mailbox.

Mighty signs in to the mailbox, finds its Inbox and Sent folders, and tests sending. When everything works, you'll see Mailbox connected and the mailbox shows as Verified. The first mailbox you connect becomes the workspace default.

If Mighty can't find the settings, it asks you to enter them yourself. See Find your server settings for where to look.

Gmail and Google Workspace

Gmail won't accept your normal Google password from other apps. You need an app password, and Google only offers those once 2-Step Verification is on.

1. Sign in to the Google account for the mailbox.
2. Go to Security → 2-Step Verification and turn it on if it's off.
3. Open Google's App passwords page, name the password something like Mighty Workflow and click Create.
4. Copy the 16-character password Google shows. It's only shown once - if you lose it, delete it and create another.
5. In Mighty, paste it into both password fields (the Gmail setup guide can do this for you), then click Connect mailbox.

Google's settings are filled in automatically: imap.gmail.com on port 993 and smtp.gmail.com on port 465, both with TLS on.

If you can't find the App passwords page, 2-Step Verification is still off - or, on a Google Workspace account, your Workspace administrator has turned app passwords off. Ask them to allow 2-Step Verification and app passwords for this mailbox.

Microsoft 365 and Outlook

Microsoft switches off password-based IMAP and SMTP for most business tenants, and is phasing it out more widely. Mighty connects with a password or app password and doesn't yet support Microsoft's sign-in-with-Microsoft method (OAuth), so a Microsoft mailbox may not connect.

What to try:

• Ask your Microsoft 365 administrator to enable SMTP AUTH and IMAP for the mailbox you want to connect. Mighty fills in the server settings (outlook.office365.com and smtp-mail.outlook.com) for you.
• If your organisation only permits OAuth sign-in for these connections, the mailbox can't be connected yet. Email us at [email protected] so we know you're waiting for it.
• Personal Outlook.com, Hotmail and Live addresses are affected by the same Microsoft changes and usually can't be connected.

If the connection fails with a message mentioning 535 or SmtpClientAuthentication is disabled, SMTP AUTH is still switched off for the mailbox.

Other providers

Mighty recognises several providers and fills in their settings:

Provider	Notes
Fastmail	Needs an app password
iCloud Mail	Needs an app-specific password
Yahoo Mail	Needs an app password
Zoho Mail	Uses your Zoho password or an app password
GoDaddy	Uses your mailbox password

For anything else - including email that comes with your website hosting - Mighty tries to look the settings up, and asks you to enter them if it can't.

Find your server settings

If you need to enter settings yourself, you're looking for:

Setting	Usually looks like
IMAP server	imap.yourfirm.com or mail.yourfirm.com
IMAP port	993, with TLS on
SMTP server	smtp.yourfirm.com or mail.yourfirm.com
SMTP port	465 with TLS on, or 587 with TLS off
Username	Usually the full email address
Password	The mailbox password, or an app password

Server names vary, so treat these as what to look for rather than values to type in. Places to find the real ones:

• An email app that already works. If the mailbox is set up in Outlook, Apple Mail or Thunderbird, its account settings show the server names and ports.
• Your host's control panel. Where your domain or website is hosted, look under Email accounts for something like "Connect devices" or "Mail client setup".
• Your IT contact or email provider. The Setup guide has a ready-written message you can copy and send them.

Enter server names only - imap.yourfirm.com, not https://imap.yourfirm.com/.

Advanced options

Under Advanced on the mailbox page:

• Inbox folder and Sent folder - normally picked for you. If Mighty asks you to Choose the Inbox and Sent folders returned by your email provider, pick the right ones here, then connect again.
• File sent messages in your Sent folder - saves a copy of every email Mighty sends in the mailbox's Sent folder, so your mail client shows the full conversation. Turn this off for Gmail, which does it already.
• Mark messages read once they're on a workflow - when a client reply is added to a workflow, it's marked as read in the mailbox too, so your mail client doesn't keep showing mail your team is already handling in Mighty. Messages waiting in Triage, dismissed or unrelated to any workflow stay unread.

If the connection fails

The error message comes straight from your mail server, so it can be cryptic. Common ones:

You see	It usually means
Invalid input.	A server name includes https://, a slash or a port, or the address isn't valid
IMAP: Command failed	The password was rejected - you probably need an app password, or IMAP is switched off for the mailbox
SMTP: Invalid login: 535 …	The SMTP password was rejected, or (Microsoft) SMTP AUTH is switched off
… in required time, Maybe should use TLS? or wrong version number	The port and TLS setting don't match - use 993 with TLS on for IMAP, and 465 with TLS on or 587 with TLS off for SMTP
getaddrinfo ENOTFOUND …	The server name is misspelt or doesn't exist
self signed certificate or does not match certificate	The server name doesn't match your provider's security certificate - check the exact name with your provider

If IMAP works but SMTP fails, the mailbox is saved but marked Unavailable until you fix it.

Keep a mailbox healthy

Each mailbox shows a status on Settings → Email:

• Verified - working normally.
• Unavailable - Mighty can't currently reach it. Email to and from this mailbox is paused; your other mailboxes are unaffected.

When a mailbox stops working - usually because its password changed or an app password was revoked - everyone in the workspace sees a banner saying it's temporarily unavailable, with the server's error. Mighty keeps retrying automatically: every minute for most problems, and every hour when the password was rejected. Owners and admins can click Retry now in the banner.

To fix it, open the mailbox, correct the settings or enter the new password, and click Save and test. Leave a password field blank to keep the stored password. Once it reconnects, any client replies that arrived in the meantime are collected.

Add more mailboxes

Many firms connect more than one address - say info@ for general work and tax@ for tax returns. Click Add mailbox on Settings → Email and follow the same steps.

• The default mailbox is the one new threads start on. To change it, click Make default next to another mailbox in the list.
• Each thread sends from one mailbox. When you start a thread, choose it under Send from (this only appears when you have more than one).
• To switch an existing thread's mailbox, click the mailbox address in the thread's header and choose Send this thread from. On a phone, tap ⋯ in the thread, then Mailbox. New messages come from the new address, and clients will reply there.
• Replies are matched to their thread whichever of your mailboxes they arrive at.

Each mailbox also has its own Triage settings, which decide what happens to mail that doesn't match a workflow. The first mailbox you connect sends unmatched mail to Triage; mailboxes added later don't, until you turn it on. See Work the Triage queue.

What Mighty does with your mailbox

• It checks for new mail every minute. Replies usually appear in Mighty within a minute or two.
• It doesn't import old mail. Only messages that arrive after you connect are collected.
• It never moves or deletes your mail. The only changes it makes are filing a copy of what it sends in Sent, and marking filed replies as read - and you can turn both off.
• It sends through your own mail server, so messages go out exactly as if you'd sent them from your mail client. Bounces and out-of-office replies arrive in the mailbox like any other email.
• Replies you send from your own mail client count too. If someone replies to a client from Outlook or Gmail instead of Mighty, Mighty picks the reply up from the Sent folder and adds it to the right thread.
• Mail from your own mailboxes is never treated as a client reply, so email between info@ and tax@ is ignored.

Clients see emails from Mighty as coming from the mailbox's Sender name if it has one. If not, they see the person who sent the email and your workspace, for example Sam Patel (Patel & Co). Either way, the address is the mailbox's own. Each person's email signature is set under Account → Signatures.

Mighty's own emails - invitations, notifications and the daily digest - come from Mighty Workflow, not from your mailbox.

Disconnect a mailbox

Open the mailbox, expand Advanced and click Disconnect this mailbox. Mighty deletes the stored password and stops sending and collecting mail through that address. Threads and messages stay, but threads that used it need another mailbox chosen before they can send again, and replies sent to that address stop reaching Mighty. If it was the default, another mailbox becomes the default.