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 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).
At this time, viewers and coworkers who are not connected to your monday.com account can not send emails to your items or boards. Stay tuned - we are always improving our features and hope to make this possible in the future!
How can I send emails to my boards?
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!
Send an email to a board as an item
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 'Email preferences', 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!
Now, it's time to head over to your email inbox to create your new email!
After clicking "Forward", 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! We can trim any excess details, such as the forwarding information highlighted below and our email signature.
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!
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:
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.
Integrate your emails
The recipes send pre-prepared emails based on conditions or 'triggers' that happen in your board or in your account!
Once you've selected a recipe, you will be able to customize the recipe and connect your email account to your monday.com account! You can even integrate multiple email addresses for outgoing mail using the Email Column!
If you have any further questions, please don't hesitate to reach out to us by sending us an email to firstname.lastname@example.org! We're here 24/7 and happy to help :)