# The email client

> Read, write and organise email in Clockwork CRM, from the mailboxes you have connected.

Source: https://help.clockworkcrm.com/email/email-client
Last updated: 2026-09-28

**Emails → Email Client** reads and sends email from the mailboxes you have connected. See
[Email accounts and signatures](https://help.clockworkcrm.com/email/accounts) for connecting one. You only see your own
mailboxes.

![The email client: folders on the left, then the message list and the reading pane](https://clockworkcrm.blob.core.windows.net/public-internal/docs/email/email-client.png?v=1d08d2c2)

## Finding your way around

The client is in three columns:

| Column | What it shows |
|---|---|
| Mailboxes | Each mailbox you have connected, with the folders of the one that is open |
| Message list | The messages in the chosen folder, newest first |
| Reading pane | The message you are reading or writing |

**Manage Accounts**, under the mailboxes, opens [your mailbox settings](https://help.clockworkcrm.com/email/accounts).

Click a mailbox to open it and show its folders. Each mailbox has the system folders **Inbox**,
**Draft**, **Sent**, **Trash**, **Archive** and **Outbox**. Folders from your email provider, and
folders you add, are listed with them. A folder with unread mail shows the number of unread
messages, up to **99+**.

## Folders

**Add Folder**, at the foot of the open mailbox, adds a folder. The folder form has a **Name** and a
colour. The colour is shown as a dot next to the folder and on its labels.

Right-click a folder for more options. System folders have a shorter list.

| Option | What it does |
|---|---|
| **Mark all read** and **Mark all unread** | Changes every message in the folder |
| **Mark all private** and **Mark all not private** | Changes every message in the folder. System folders only |
| **Move all mail** | Moves every message in the folder to a folder you choose |
| **Delete all mail** | Deletes every message in the folder. Shown when the folder has mail |
| **Unlink all mail** | Removes the links between the folder's messages and your contacts |
| **Automatically link mail** | Links each unlinked message in the folder to the people and companies whose email addresses it contains, then tells you how many were linked |
| **Execute rule** | Runs one of your rulesets on the folder. See [Running a ruleset on a folder](https://help.clockworkcrm.com/email/email-client#running-a-ruleset-on-a-folder) |
| **Add sub folder** | Adds a folder inside this one |
| **Rename folder** | Changes the folder's name and colour. Your own folders only |
| **Delete folder** | Deletes the folder and the folders inside it. Their mail moves to **Trash**. Your own folders only |

Each of the bulk options asks you to confirm first.

Drag a folder to change its place in the list. For Microsoft, Google and IMAP mailboxes you cannot
move a folder into another folder in Clockwork CRM. Do it with your email provider and the change
syncs back.

## The message list

The toolbar above the list:

| Button | What it does |
|---|---|
| **New** | Starts a new email |
| **Delete** | Deletes the selected messages |
| **Archive** | Moves the selected messages to **Archive** |
| **Move** | Moves the selected messages to a folder you choose |
| **Unread** | Shows only unread messages. Click again to show all |
| **Flagged** | Shows only flagged messages. Click again to show all |

Deleting a message moves it to **Trash**. Deleting a message that is already in **Trash** removes it
for good, after you confirm.

The search box, **Start typing to search your mail**, searches the open folder. It matches the
subject, the start of the message, and the names and addresses of the sender and recipients.

Messages are grouped under **Today**, **Yesterday**, **This Week**, **Last Week**, **This Month** and
**Older**. More messages load as you scroll to the bottom, or when you click **Load More**.

Each message shows the sender, subject, the start of the message and when it was sent. Icons show
when it has attachments, and when it has been replied to, forwarded, marked private or flagged.

### Selecting messages

- Click a message to open it.
- Hold **Ctrl** (**Cmd** on a Mac) and click to add or remove messages from the selection.
- Hold **Shift** and click to select every message between the last one you clicked and this one.
- Drag a message onto a folder to move it there.

The bar at the foot of the list acts on the selected messages. Hover over an icon to see its name.

| Icon | What it does |
|---|---|
| **Link to contacts** | Links the messages to people or companies you choose |
| **Unlink from all contacts** | Removes every contact link from the messages |
| **Labels** | Adds or removes labels. See [Labels](https://help.clockworkcrm.com/email/email-client#labels) |
| **Flag** and **Unflag** | Flags the messages or removes the flag |
| **Mark as unread** and **Mark as read** | Changes whether the messages are read |
| **Mark as private** and **Mark as not private** | Changes whether the messages are private |

Each asks you to confirm first.

The menu on a message (the three dots) has **Move to folder**, **Labels**, **Mark as read** or
**Mark as unread**, **Mark as private** or **Mark as not private**, **Flag** or **Unflag**,
**Archive** and **Delete**.

## Labels

A label puts a message under one of your own folders while it stays in its home folder. The folder
you add it to becomes the label. System folders cannot be labels.

To label messages:

1. Select the messages.
2. Click **Labels** in the bar at the foot of the list, or choose **Labels** from a message's menu.
3. Tick a label to add it to the messages, or untick it to remove it. **Find a label** filters the
   list.
4. Click **Done**.

You can also drag a folder from the mailbox column onto a message to label it.

A message's labels are shown on it in the list and in the reading pane. Click a label to open that
folder, or its cross to remove the label from that message.

## Reading an email

Opening a message marks it as read. Opening a message in **Draft** opens it for editing.

The reading pane shows the sender, the **To** and **Cc** recipients, the date and time it was sent,
and the subject. Senders and recipients who are your contacts or users are shown with their picture.
Attachments are listed above the message. Click one to download it.

The toolbar:

| Button | What it does |
|---|---|
| **Reply** | Replies to the sender |
| **Reply All** | Replies to the sender and everyone in **To** and **Cc** |
| **Forward** | Forwards the message and its attachments |
| **Mark Read** or **Mark Unread** | Changes whether the message is read |
| **Mark Private** or **Mark Not Private** | Changes whether the message is private |
| **Flag** or **Unflag** | Flags the message or removes the flag |
| **Link** | Shows and changes the contacts the message is linked to. See [Linking emails to contacts](https://help.clockworkcrm.com/email/email-client#linking-emails-to-contacts) |
| **Options** | **Show message headers**, or **Download as ".eml" file** |

When a message has an unsubscribe option, the pane shows **This message contains an unsubscribe
option.** **Unsubscribe** sends the unsubscribe request for you. **Manage subscriptions**, when
shown, opens the sender's own page.

### Meeting invitations

A meeting invitation shows what the meeting is, when and where, and who is attending.

When the meeting needs your response, add an optional **Message to the organiser**, then click
**Accept**, **Maybe** or **Decline**. Choose **Send a response** to tell the organiser, or **Don't
send a response** to reply without telling them. **Accept** and **Maybe** put the meeting in your
calendar. Once you have replied, the invitation is deleted from the folder.

When a meeting is cancelled, **Remove from calendar** takes it off your calendar.

## Linking emails to contacts

A message linked to a person or company appears on the **Emails** tab of their record.

To link the message you are reading:

1. Click **Link** in the reading pane.
2. The menu lists the **Linked People** and **Linked Companies**, then **Suggested People** and
   **Suggested Companies**. Suggestions are contacts whose email address, or company website or
   email domain, matches an address on the message.
3. Click a suggestion to link it, or a linked contact to unlink it.
4. **Link to other** searches for any person or company. Choose one or more and click **Link**.

To link several messages at once, select them and click **Link to contacts** in the bar at the foot
of the list. Linking several messages replaces any contacts they were already linked to.

Other ways to link:

- **Automatically link mail** on a folder's right-click menu links that folder's unlinked mail.
- **Automatically Link Incoming Emails to Contacts** in the [mailbox settings](https://help.clockworkcrm.com/email/accounts#mailbox-settings)
  links new mail as it arrives.

### Private emails

A private email that is linked to a contact is shown on that contact's record only to you. Other
users do not see it.

## Writing an email

1. Click **New**, or **Reply**, **Reply All** or **Forward** on a message.
2. Add recipients in **To** and **CC**. Click **BCC** at the end of the To line to add a BCC line.
3. Enter a **Subject**.
4. Write the message in the editor.
5. Click **Send**.

![A new email: the toolbar, the recipients and subject, and the message editor](https://clockworkcrm.blob.core.windows.net/public-internal/docs/email/email-compose.png?v=4b62f86b)

**Send** is available once there is at least one recipient in **To**, a subject and a message. The
message goes from the mailbox that is open.

The toolbar:

| Button | What it does |
|---|---|
| **Send** | Sends the email |
| **Discard** | Throws the email away |
| **Attach** | Attaches files from the [file browser](https://help.clockworkcrm.com/general/file-browser) |
| **Private** or **Not private** | Switches the email between private and not private |
| **Priority** | Sets the email's priority: **Very High**, **High**, **Normal**, **Low** or **Very Low** |
| **Importance** | Sets the email's importance: **Very High**, **High**, **Normal**, **Low** or **Very Low** |
| **Use Template** | Starts the email from one of your marketing templates or stencils |

A new email starts as private when **Mark All Incoming Emails as Private** is on for the mailbox.

Attached files are shown under the subject. Click the cross on one to remove it.

### Templates and merge fields

**Use Template** needs exactly one recipient in **To**. Search for the template and choose it. Its
content is added to the top of the message, with its merge fields filled in for that recipient. Its
subject is used when the subject is empty, and its attachments are added.

When the first recipient in **To** is a person or company in your contacts, **Person Merge Fields**
or **Company Merge Fields** appears above the editor. Choose a field to add that contact's value to
the message.

### Signatures and fonts

The mailbox's signature is added below where you type in a new email, reply or forward. It cannot be
edited inside the message. The text starts in the mailbox's default font and size. Both are set in
the [mailbox settings](https://help.clockworkcrm.com/email/accounts#mailbox-settings).

### Replies and forwards

A reply or forward opens with the original message quoted below, headed by who it was from, when it
was sent, who it was to and its subject. A reply's subject starts with **RE:** and a forward's with
**FW:**. A reply goes to the sender's reply-to address when the message has one.

### Drafts

If you leave an email you have changed, Clockwork CRM asks whether to save it as a draft. **Yes, save
as a draft** keeps it in **Draft**. **No, discard this email** throws it away. Open a draft from
**Draft** to carry on writing it.

## Running a ruleset on a folder

A ruleset normally runs on new mail as it arrives. You can also run one on the mail already in a
folder.

1. Right-click the folder and choose **Execute rule**. It is on the system folders, and on your own
   folders for POP3 mailboxes.
2. Choose the **Rule**. Only rulesets whose run mode allows manual running are listed.
3. Click **Execute**.

The dialog shows its progress and closes when every message has been checked. See
[Email rulesets](https://help.clockworkcrm.com/email/rulesets).

## When a mailbox needs signing in again

When a mailbox needs re-authenticating, the client tells you that you cannot send or receive email
from it until you do. **Re-Authenticate** opens the mailbox's settings, where you click
**Re-authenticate Account**. See [Email accounts and signatures](https://help.clockworkcrm.com/email/accounts#re-authenticating-a-mailbox).

## Related

- [Email accounts and signatures](https://help.clockworkcrm.com/email/accounts)
- [Email rulesets](https://help.clockworkcrm.com/email/rulesets), acting on mail automatically