E-mail Account Settings

You can add, edit, reorder, and delete your e-mail accounts. Depending on the settings by your system administrator, you may not be able to take these actions on e-mail accounts, or you may only be allowed to change them.

Adding E-mail Accounts

You can add an e-mail account. You can also add multiple e-mail accounts.

Steps:
  1. Click the "User name" in the header.

  2. Click "Personal settings".

  3. Select the "Setting of each application" tab.

  4. Click "E-mail".

  5. Click "E-mail account settings".

  6. On the "E-mail account settings" screen, click "Add".

    Image of an add action link

  7. On the Add E-mail Account screen, enter the name of the e-mail account.

    You should set the e-mail account name. When this field is left blank, the address specified in "E-mail" is used as the e-mail account name.
    Image of entering an e-mail account name

  8. Set up an e-mail account.

    Image of setting a e-mail account

    E-Mail Account Setting Fields
    Mail Servers You must set up an e-mail server.
    The target mail server must be set by your system administrator.
    Click "Details" to view the details of the e-mail server.
    E-mail Enter the e-mail address to be used with the selected mail server.
    You must set the E-mail field.
    Incoming e-mail account name Enter the e-mail account to receive e-mails.
    You should set the Incoming e-mail account name filed.
    Incoming e-mail password Enter the password for the incoming e-mail account.
    E-mail on incoming mail server Select whether to leave e-mails in the incoming mail server.
    Select "Delete e-mail from server" if you do not want to leave e-mails on incoming e-mail servers.
    You may not be able to use this feature depending on the configurations by your system administrator.
    Outgoing e-mail account name This is displayed if your system administrator has set the account and password for sending in e-mail server settings.
    Enter the e-mail account set for the outgoing mail server.
    Outgoing e-mail password This is displayed if your system administrator has set the account and password for sending in e-mail server settings.
    Enter the password for the e-mail account set for the outgoing mail server.
    Status If you do not want the account to use the e-mail account shown, select the "Deactivate" check box.

  9. Confirm your settings and click "Add".

    If "Not granted" is displayed in the "OAuth authorization" item, users must perform OAuth authorization. This is a mandatory operation to send/receive t-mails.

    Capture: OAuth authorization item is displayed in the user account details screen

Performing OAuth Authorization

In Garoon version 5.5.1 or later, users must perform OAuth authorization if they are using the Gmail or Exchange Online accounts to send and receive e-mails.

Steps:
  1. Click the "User name" in the header.

  2. Click "Personal settings".

  3. Select the "Setting of each application" tab.

  4. Click "E-mail".

  5. Click "E-mail account settings".

  6. On the "E-mail account settings" screen, click the e-mail account name for which you want to perform OAuth authorization.

    Capture: selecting the e-mail account to perform OAuth authorization on the "E-mail account settings" screen

  7. In the "E-mail account details" screen, click the displayed button in the "OAuth authorization" item to authorize the e-mail account and allow accesses.

    • For Gmail account:
      Click Sign in with Google.
    • For Exchange Online account:
      Click Sign in with Microsoft.
    Capture: OAuth sign in button is displayed in the e-mail account details screen

  8. Confirm that the "Granted" is displayed in the "OAuth authorization" item.

    Capture: OAuth authorization is granted in the e-mail account details screen

Changing E-mail Accounts

You can change the e-mail account.

Steps:
  1. Click the "User name" in the header.

  2. Click "Personal settings".

  3. Select the "Setting of each application" tab.

  4. Click "E-mail".

  5. Click "E-mail account settings".

  6. On the "E-mail account settings" screen, click the e-mail account you want to change.

    Image of an e-mail account to change

  7. On the "E-mail account details" screen, click "Edit".

    Image of the action link to edit

  8. On the Edit E-mail Account screen, set the fields as necessary.

    For details on the settings, see E-mail account settings.

  9. Confirm your settings and click "Save".

Reordering E-mail Accounts

You can change the order of e-mail accounts.
The order set in this procedure is applied to the order in the drop-down list to select e-mail accounts on the "E-mail" screen.

Image of multiple e-mail accounts

Steps:
  1. Click the "User name" in the header.

  2. Click "Personal settings".

  3. Select the "Setting of each application" tab.

  4. Click "E-mail".

  5. Click "E-mail account settings".

  6. On the "E-mail account settings" screen, click the item to reorder E-mail accounts.

    Image of the action link for reordering e-mail accounts

  7. On the reordering e-mail accounts screen, reorder the e-mail accounts.

    Reordering e-mail accounts screen

  8. Confirm your settings and click "Save".

Deactivating E-mail Accounts

Once an e-mail account is deactivated, you can no longer send or receive e-mails with the deactivated account.
E-mails that were sent or received before the account is deactivated remain in Sent items, Inbox, or other folders.

Steps:
  1. Click the "User name" in the header.

  2. Click "Personal settings".

  3. Select the "Setting of each application" tab.

  4. Click "E-mail".

  5. Click "E-mail account settings".

  6. On the "E-mail account Settings" screen, click the e-mail account you want to deactivate.

    Image of an account to deactivate

  7. On the "E-mail account details" screen, click "Edit".

    Image of the action link to edit

  8. On the "Edit e-mail account" screen, select the "Deactivate e-mail account" check box and then click "Save".

    Image of deactivating an e-mail account

    Inactive e-mail accounts are displayed in gray on the "E-mail account settings" screen.

Deleting E-mail Accounts

You can delete your e-mail accounts. Once an e-mail account is deleted, you can no longer send or receive e-mails with the deleted account.

Steps:
  1. Click the "User name" in the header.

  2. Click "Personal settings".

  3. Select the "Setting of each application" tab.

  4. Click "E-mail".

  5. Click "E-mail account settings".

  6. On the "E-mail account settings" screen, click the email account you want to delete.

    Image of an account to delete

  7. On the "E-mail account details" screen, click "Remove".

    Image of the delete action link

  8. Click "Yes" on the deleting e-mail accounts screen.

    To delete e-mail data, select the "Delete all E-mails of this account" check box.
    Remove e-mail account screen
    When Only an E-mail Account Is Deleted

    When only an e-mail account is deleted, e-mails that were received before the account is deleted remain in the folders. You can view or export the e-mails stored in Inbox, Sent items, or other folders, even after the e-mail account is deleted.
    For the e-mail accounts whose e-mail data are remained in the folder, the mail server and e-mails are displayed as red characters in the "E-mail account settings" page.

    Image of the e-mail account whose e-mail data is not deleted
    When You Delete an E-mail Account by Mistake

    When you delete an e-mail account by mistake, you can add an e-mail account that uses the same account code of the deleted e-mail account. By doing so, you can restart receiving e-mails with the e-mail account. However, e-mails that were deleted when the e-mail account was deleted cannot be restored any more.