Choose the mailbox that matches the conversation you are handling. Your personal email connection, a shared Microsoft mailbox and a workspace team inbox have different ownership and access controls.
Before you start
You need access to the mailbox or team inbox. Shared Microsoft mailboxes also depend on a connected sponsor and provider permissions.
Review supplier confirmation work in Inbox and open a task to check its owner, due date and related records.
Choose the mailbox and audience
Open Inbox and choose Personal email or the relevant Team inboxes entry.
Open the conversation and check its sender account and sharing status.
Before bringing a personal thread into shared work, review the sharing controls and the information the task needs.
For account configuration, open Settings → Email accounts. Shared workspace email channels are managed by authorized administrators in Channels.
Confirm which account a reply will use and who can see the conversation before sending.
Check the result
The conversation is handled from the intended account, and its visibility matches the work. A teammate’s mailbox connection is not the same as your own account access.
Understand shared mailbox sponsorship
A shared Microsoft mailbox uses a member’s delegated access. If that sponsor disconnects or loses access, shared mailbox sync can pause until the team repairs sponsorship.
Do not ask another member to share credentials. Each person should use the normal connection and provider-approval flow.
Sharing and contact creation are separate
Settings for saving contacts from emails determine which people become contact records. Those contact records hold identity information rather than making the complete email body public to the team.
If something does not look right
What you see | What to check |
A team inbox is missing | Ask an administrator to confirm channel setup and your access. |
A shared mailbox stopped syncing | Check sponsor health, provider access and the mailbox status before reconnecting. |
Does adding a contact share their emails?
Does adding a contact share their emails?
A contact record and an email conversation are separate. Review email sharing settings for the conversation’s actual visibility.
Continue your work
Open the relevant area in Cartograph to continue with your workspace data.