Mailbox (Email)

Plannor's built-in mailbox lets you send and receive emails directly inside the platform — no switching between tabs. Connect your Outlook or Gmail account using IMAP/SMTP and all your emails sync automatically.

Where to find it: Click Mailbox in the sidebar. Company Admins can connect shared organisation inboxes; staff can connect their own work email from their profile settings.

How the connection works

Plannor connects using IMAP (to read incoming emails) and SMTP (to send emails). You generate a dedicated App Password for Plannor — a separate credential that is not your main account password. This way you can revoke Plannor's access at any time without changing your password.

Credentials are stored encrypted. Plannor syncs new emails automatically every few minutes after the initial connection.

Connect Gmail

Enable IMAP in Gmail. Open Gmail → Settings → See all settings → Forwarding and POP/IMAP. Under "IMAP access" select Enable IMAP and click Save Changes.

Enable 2-Step Verification on your Google account (required before generating an App Password). Go to myaccount.google.com/security and follow the prompts if not already done.

Generate an App Password. Go to myaccount.google.com/apppasswords. Under "Select app" choose Mail, under "Select device" choose Other (custom name) and type Plannor. Click Generate. Copy the 16-character password — it will only be shown once.

Connect in Plannor. Go to Mailbox in the sidebar, click the + button, then click Gmail in the Quick Setup bar. Fill in your email address and paste the App Password. Click Connect & Start Sync.

Use the 16-character App Password — not your regular Gmail password. Remove spaces before pasting.

Gmail IMAP/SMTP settings (pre-filled automatically when you click the Gmail preset):

Setting	Value
IMAP Host	`imap.gmail.com`
IMAP Port	`993` — SSL
SMTP Host	`smtp.gmail.com`
SMTP Port	`465` — SSL
Username	Your full Gmail address
Password	The 16-character App Password

Connect Outlook / Microsoft 365

Enable IMAP (personal Outlook.com / Hotmail). Sign in at outlook.live.com → Settings → Mail → Sync email. Confirm IMAP is enabled. Microsoft 365 organisation accounts have IMAP on by default.

Microsoft 365 organisation accounts only — enable SMTP AUTH. Your IT admin must go to admin.microsoft.com → Users → Active users → [your account] → Mail → Manage email apps and enable Authenticated SMTP.

Connect in Plannor. Go to Mailbox in the sidebar, click +, then click Outlook / Microsoft 365 in the Quick Setup bar. Enter your email and password (or App Password if your org requires MFA). Click Connect & Start Sync.

If your organisation enforces MFA, generate an App Password at account.microsoft.com/security → Advanced security options → App passwords.

Outlook IMAP/SMTP settings (pre-filled automatically when you click the Outlook preset):

Setting	Value
IMAP Host	`outlook.office365.com`
IMAP Port	`993` — SSL
SMTP Host	`smtp.office365.com`
SMTP Port	`587` — TLS/STARTTLS
Username	Your full email address
Password	Your account password or App Password

Using the Mailbox

Once connected, the Mailbox shows a split view:

Left panel — Email list for the selected folder (Inbox, Sent, Drafts, Spam, Trash). Click an email to open it.
Right panel — The open email with full body, attachments, and reply/forward controls.

Use the search bar at the top to find emails by subject, sender name, or email address. Results update live as you type.

Composing & Replying

New email — Click the compose button. Start typing a name and Plannor will suggest participants and staff from your tenant.
Reply / Reply all — Click the reply button inside an open email.
Forward — Click the forward button inside an open email.
Attachments — Drag files into the compose area or use the paperclip icon. Max 20 MB per file.

AI Assist

When composing or replying, click AI Assist to generate a draft based on the context of the email thread. You can also provide instructions ("keep it formal", "mention the upcoming review") before generating.

Email Templates

Save frequently used email bodies as templates. Go to Mailbox → Templates to create or manage templates. When composing, click Templates to insert one. Templates can be private (only you) or shared with the whole organisation.

Multiple Accounts

You can connect more than one email account — for example, a shared company inbox plus individual staff inboxes. Switch between accounts using the account selector at the top of the Mailbox sidebar. Each account syncs independently.

Disconnecting a Mailbox

Go to Mailbox → Accounts and click the delete icon next to the account. All synced emails are removed from Plannor. Your real inbox is unaffected.

Disconnecting permanently removes all locally synced emails for that account from Plannor. Emails in your actual Gmail/Outlook inbox are not deleted.

Troubleshooting connection errors

Error	What to check
Authentication failed	Make sure you are using an App Password, not your regular account password. Re-generate a new App Password if needed.
Connection refused / timeout	Confirm the IMAP/SMTP host and port match this guide exactly. Check that IMAP is enabled in your email provider's settings.
Microsoft 365 SMTP error	Ask your IT admin to enable Authenticated SMTP for your account in the Microsoft 365 admin centre.
Gmail "Less secure app" error	This should not appear if you are using an App Password. If it does, confirm 2FA is enabled on your Google account.

Still stuck? Email support@plannor.com.au and include the error message shown in Plannor.

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