The Emails & Activities app gives your team a centralized way to manage client and customer relationships. With Emails & Activities, you can send and receive emails, create your own email templates, capture meeting notes, events, and more! All in one visually optimized timeline.

This article will cover the email functionality of the app. If you want to learn more about the different activities you can log, check out the Emails & Activities: manage your activities article.

 

Install the app

The Emails & Activities app comes preinstalled on every entity board in monday CRM. Entities include your Contacts, Leads, Accounts, and Deals boards.

If you'd like to install the app on any other board, you can install it. Navigate to the board where you'd like to use it and open the Updates Section on any item:

Click the "+" symbol to "Add View":

Select "Emails & Activities" from the "Add view" list or select "Explore more views". In the Item Views Center, click "Add to item" beneath the Emails & Activities app icon:

 

Connect your email

You can connect your Gmail or Outlook email account to Emails & Activities. To connect your email address, click on the cog icon () in the top right corner of the app:

This will open the Emails & Activities settings. Click "+ Add account" to begin set up:

A menu will open. Select your email provider from the list. For this example, we'll use Gmail.

Once you select your email provider, the connection set up page will open. Click "Connect":

Follow the prompts to connect your email account with monday.com. To use this app, you must select "Allow" when permission is requested to share data with monday.com. All emails are sent from your email client's server.

 

Error while connecting

If you see a red error message when trying to connect your email account, it may be that this particular account has already been connected to another monday.com account. At this time, you can only integrate your email address on one monday.com account with one monday.com user.

If you're using Gmail and run into this issue, go to your Google Account Security Checkup and open the "Third-party access" section. Locate the monday icon that indicates access to Gmail and click "Remove access" to remove the integration and reconnect to a different monday.com account:

Follow these steps to revoke third-party access from your Outlook account.

Sending emails

Create a new draft

Sending emails with the app is easy! To get started, click on the "New email" button at the top left:

The email composer will pop up. If you have an Email Column on your board and it contains an address, that address will auto-populate in the "To" field. If you don't, no problem! You can send an email to any email address. 

 

Compose your email

The app features a fully functional text editor. You can compose text, edit text, include links, upload and attach files, and more.

If you're having trouble composing your email, you can ask monday AI for assistance. If you're sending more than one email at the same time, you can customize your email with dynamic recipients, etc. If you choose "{} Columns" in the lower right corner of the editor, you can pull in data from any column on your board. This is also useful when creating a template.

 

Attach files

You also have the ability to attach a file using the paperclip button on the lower left of the text editor.

 

Type your message and hit "Send" to start the conversation. Any email you send from the app will show in your email account's "Sent" folder.

Tracking emails

If you checked "Email tracking" at the bottom of the email editor, you will see read receipts within the app. This allows you to track your email message after sending it.

In the top right corner of any sent message, you'll see an indication of whether or not the message has been opened and how many times:

If you wish to see when the message was opened, hover over the text in the top right corner.

Receiving emails

Replies will be received in the Emails & Activities app! You won't be notified on monday.com about replies unless you set up an automation from the app's "Email settings" or by using the "Automate" button on the upper right-hand side of the Emails & Activities landing page. Replies will appear in your timeline with newer replies visible towards the top of your timeline.

Any email you receive in the app will also be received in your email account (i.e. Gmail) Inbox.

Once you receive an email in Emails & Activities, you can reply directly from the app! Click the reply symbol () to respond only to the sender of the email:

Open the three-dot menu on the top right of the email, and select "Reply all" to send a reply to all of the email recipients (including those who have been CC'd or BCC'd into the email):

 

Email templates

Email settings

To learn more about the options available in your Emails & Activities app settings, check out the Emails & Activities: settings article.

 

Manage your activities

Since client relationships are more than just emails, we’ve also given you the power to keep track of all client activities. From meetings to calls and more, log each interaction to see a full timeline of events in one, concise view.

Check out how it works in the Emails & Activities: manage your activities article.

 

Sharing and privacy

 

FAQs

What is the difference between the email integration for Gmail or Outlook and the Emails & Activities app?

• The email integration uses recipes. Those recipes send out pre-made email templates. Your messaging can not be impromptu with the email integration; you must plan what you will say ahead of time and create a static template. Emails & Activities gives you the full flexibility of an email client and much more. It includes email tracking, a signature for Outlook, notes, activities, and a timeline to display it all.

I'm having trouble with the app. What can I do to troubleshoot?

• In many cases, you just need to reset the connection. You can find instructions on how to reset the connection in the Gmail Connection Error article.

How visible are the communications to other users?

• By default, the communication is visible to any full member of your account. Guests and Viewers do not have access to the Emails & Activities app. Your privacy settings can be managed under Settings.

Is it possible to send a real file or attachment via Emails & Activities?

• You sure can! By clicking on the paperclip icon in the bottom of the email editor, you can choose to upload an attachment from your computer or directly from a Files Column on your board.

Can you use the file column to pull in files to send via Emails & Activities?

• Yes, you can! First, add a file to the file column. When composing an email, click on the paperclip icon in the lower left corner of the email composer. Click on "From Files column":

• Check the box next to the file(s) you wish to attach. Click the "Add files" button to attach the files to your email.

 

Can you use HTML in the emails or email signature?

• Yes! Refer to the email signature section of "Email settings" to learn about setting up your signature. You can also use HTML when composing the body of your emails. You can learn more about this feature in the "HTML email layout" section of the "Email campaigns and mass emailing" article.

Can you use HTML formatting in the templates?

• Not at the moment, but please provide feedback below if that's something you would like to see in the future.

Is my Emails & Activities data transferrable?

• If you use the Workspace template app to move a workspace from one account to another, your Emails & Activities data will not move with the rest of the workspace data. Because Emails & Activities requires an individual to connect an external account, we can not move data related to the connected account.

 

 

 

If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.