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Email to board

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!

 

Who can email my boards or items?

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). 

  • Guests

Guests on your monday.com account can send an email to any Shareable board they are a member of! The guest must send the email from the email address associated with their monday.com guest 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. 

 

How can I send emails to my boards? 

There are three ways you can connect your emails to your monday.com boards! You can:

  1. Send an email as a new item to your board 
  2. Send an email as an update to an existing item
  3. Set up an integration with your email inbox

We're going to review each of these in this guide! 

 

Send an email to a board as an item

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:

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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.

 

Note: Only the admin and/or the board owner will be able to change this e-mail. 

 

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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!

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Note:  You can only change the email username (before the '@' symbol) and cannot change the email domain (after the '@' symbol). The email domain will always be your account's name followed by ".monday.com". 

 

Now, it's time to head over to your email inbox to create your new email! 

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Before sending the email, we may need to slightly modify our email to make sure it appears just how we want inside our board!

  1. The recipient line must have the board's email address
  2. The subject line will become the name of our item in our board

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      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

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Tip:  Some emails have a "Reply above this line" feature. In this case, if you do not remove this section when forwarding the email to your board, your updates section will be blank because the body of the email is considered to be above the reply line. Just remove that part of the email, and it should work perfectly!

 

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. 

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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!

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  • 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!

 

Note: Whoever has this email address will be identified as an account member, and will be able to create items and updates in your board via email. It is important that you only share this email address with people you trust with your account's data. 

 

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":

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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!

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Send an email to an item as an update

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:

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You can change the email address to something customized and a little easier to remember by clicking the pencil icon.

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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.

 

Note: Users will only be able to change the item's email address if the board permissions allow it. If you are having trouble, reach out to your board's owner

 

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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! 

 

Tip:  If you are sending the email to both the item and a recipient who is not a member of your monday.com account, make sure that you "Bcc" the item's address. This is to ensure that the recipient will not receive an error message from your monday.com item if the recipient of your email replies with the "Reply to All" action.

 

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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. 

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If you have any further questions, please don't hesitate to reach out to us by sending us an email to support@monday.com! We're here 24/7 and happy to help :)