Do you find that there's a disconnect between your email inbox and your monday.com boards? Do you sometimes lose track of email correspondences that relate to the items in your boards? Well, keep reading because this guide will bridge the gap between your emails and your boards in a few easy steps! The Email to Board feature lets you send emails from your Inbox straight to your monday.com boards in the form of new items or updates! Let's check out the Email to board and Email to item features!
Any member or guest in your monday.com account as well as trusted colleagues outside of your account can send emails to boards or items.
- Account members
Account members can send an email to any Private, Shareable, or Main board that they are a member of! The account member must send the email from the email address associated with their monday.com account (i.e, the email address they used to join the account).
- Viewers and trusted colleagues
Viewers and colleagues who are not connected to your monday.com account can send emails to your items or boards with a different email address than the one intended for account members. It is important to note that this email address allows people who are not members of your account to create items and updates in your account, so you should be careful when distributing the email address and only give it to those you trust.
There are three ways you can connect your emails to your monday.com boards! You can:
- Send an email as a new item to your board
- Send an email as an update to an existing item
- Set up an integration with your email inbox
We're going to review each of these in this guide!
Both account members and non-account members can send an email to a board as a new item, in a slightly different manner. Let's take a look at how each of them are done:
- Account members and guests
When you send an email to a monday.com board, the email becomes a new item in the board! The first step is to retrieve your board's unique email address! To find out what it is, head to the board you wish to email and click the 3 dot menu in the top right corner. From the dropdown menu, select 'Board settings' and then 'Create items via email', like this:
At the bottom of the window, you'll find your board's unique email address! You can click 'Copy Address' to copy it to your clipboard so that you can 'paste' it directly into your email. Alternatively, you can change the email address to something customized and a little easier to remember! Click the pencil icon to edit.
Type in your new name and you're ready to go! You can click "Copy" to copy the address to your clipboard so that you can paste it into your email!
Now, it's time to head over to your email inbox to create your new email!
Before sending the email, we may need to slightly modify our email to make sure it appears just how we want inside our board!
- The recipient line must have the board's email address
- The subject line will become the name of our item in our board
3. The body of the email will become an update on the new item, so we have to make sure that everything inside the email's body is what we'd like to see in the updates section of our item - including files!
And voila! Your email will appear as a new item in a new group called "Emailed pulses" at the very top of your board! All of your future emails will appear in this group, so you can change the group's name to suit your needs! All you have to do is fill in the rest of the columns for the new item by hand.
Click the speech bubble to open the item's updates section to take a look at the body of your email. Now, you'll have all of the details together in one place!
- Non-account members
Viewers of your account and colleagues who are not members of your account can also send emails to your board as new items!
The steps are almost the same as the steps account members take, however they'll need to send the email to a different email address! To find this address, open the 3 dot dropdown menu, select 'Board settings' and then 'Create items via email', as we did in the previous section.
Now, click the arrow beside "Share with people outside the account":
You should now see an additional email address in this window! Click "Copy" beside it to copy it to your clipboard in order to send it to your colleagues. Once they have this email address, they can follow the same steps to send an email as described in the previous section!
When you send an email to an item in your board, the email becomes an update in the Updates Section of the item! The first step is to retrieve your item's unique email address! To find out what it is, click on the item you wish to email to open the item's Updates Section. Click "Write updates via email' right here:
You can change the email address to something customized and a little easier to remember by clicking the pencil icon.
Simply type in a new name, and when you're ready, click the little folded paper icon below to copy it to your clipboard so that you can 'paste' it directly into your email.
Here at Greenfield Gardeners, we often receive email requests for jobs from clients and send the client emails to let them know what work was done on their gardens the last time we visited their property! To make sure that we can see all of this correspondence in our monday.com board as well, we send the email to both our client and our item's address!
The email will appear as a new update in the existing item on your board! The subject line of your email will be in bold, followed by the body of your email.
What we've described here is just one of the ways you can use email with monday.com. To learn more about all of your email options, check out How to send or receive emails with monday.com!
If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!