> For the complete documentation index, see [llms.txt](https://docs.rox.com/development/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rox.com/development/admin-guide/integrations/email.md).

# Email

Connect Gmail or Outlook to bring email conversations into Rox’s context and send emails directly from Rox. Configure access permissions and email filters to control what Rox syncs.

### Connect your email

1. Open **Settings → Integrations**.
2. Find **Gmail** or **Outlook** and click **Connect**.
3. Choose your access permissions:
   * **Read Access:** Allow Rox to read email for context.
   * **Write Access:** Allow Rox to send email from your connected address.
4. Configure the available email filters and attachment permissions.
5. Click **Connect**, select your email account, and complete your provider’s authorization flow.

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Your organization may manage email access through a Google Workspace or Microsoft 365 integration. For managed mailboxes, some settings are controlled by your workspace admin.

### Control which emails Rox syncs

Email filters apply to Gmail, Outlook, and organization-wide Google Workspace and Microsoft 365 integrations.

Filters are evaluated before a message is stored. If a message is excluded during sync, Rox does not store it or download its attachments.

| Setting                        | What it does                                                                         |
| ------------------------------ | ------------------------------------------------------------------------------------ |
| **Restricted domains**         | Excludes messages involving any participant at a restricted domain.                  |
| **Allowed domains**            | For received email, requires at least one external participant at an allowed domain. |
| **Exclude internal emails**    | Excludes received messages where all participants belong to your organization.       |
| **Blocked subject phrases**    | Excludes messages whose subject contains a configured phrase.                        |
| **Download email attachments** | Controls whether Rox downloads attachments from received email.                      |

Participants include the sender and addresses in **To**, **Cc**, and **Bcc**.

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#### Restricted domains

Use restricted domains to exclude conversations involving specific organizations.

A message is excluded if **any participant** belongs to a restricted domain, even if another participant belongs to an allowed domain.

* Enter a domain such as `example.com`, rather than an individual email address.
* Matching is case-insensitive.
* Subdomains are included: restricting `example.com` also restricts `mail.example.com`.

Restricted domains take priority over allowed domains.

> These settings control email ingestion. They should not be treated as controls that prevent users from sending email to a domain.

#### Allowed domains

Use allowed domains to limit received email to conversations involving selected customers, partners, or other external organizations.

When the list is empty, this setting does not restrict email ingestion. When domains are listed, a received message must include **at least one external participant** at an allowed domain.

Other participants can belong to unlisted domains. Your own organization’s domains do not satisfy the requirement.

For example, with `customer.com` allowed:

| **Conversation**                                        | **Result** |
| ------------------------------------------------------- | ---------- |
| You and someone at `customer.com`                       | Included   |
| You and someone at `team.customer.com`                  | Included   |
| You, someone at `customer.com`, and an unlisted partner | Included   |
| You and an unlisted partner only                        | Excluded   |
| Only people within your organization                    | Excluded   |

These examples assume no other filter excludes the message.

Enter bare domains, such as `customer.com`. Matching is case-insensitive and includes subdomains.

> Allowed domains do not restrict email you sent. Restricted domains and blocked subject phrases still apply during sync.

#### Exclude internal emails

Turn on **Exclude internal emails** to skip received conversations where every participant belongs to your organization.

Rox identifies internal participants using your organization’s configured domains and the connected mailbox’s domain, including subdomains.

* A conversation with an external participant is not excluded by this setting.
* Recognized meeting notetakers and room resources do not make an internal conversation count as external.
* This setting is off by default.
* Email you sent is not excluded by this setting.

If you already use an allowed domain list, internal-only received email is excluded by that list.

#### Blocked subject phrases

Add phrases to exclude messages based on their subject line.

Matching is case-insensitive and ignores differences in repeated whitespace. A phrase can appear anywhere in the subject.

For example, `out of office` matches both “OUT OF OFFICE” and “Re: Out of office until Monday.”

Use specific phrases: a short entry such as `pay` also matches `repayment`.

A match to **any** blocked phrase excludes the message, even when an allowed domain participates in the conversation.

#### Download email attachments

**Download email attachments** is on by default. Turn it off to prevent Rox from downloading attachments from received email.

* Attachments already downloaded remain stored.
* Attachments on email sent through Rox are still stored.
* Individual attachments larger than **25 MB** are skipped.
* For mailboxes managed by an organization-wide integration, the workspace admin controls this setting.

### Organization and individual settings

Workspace admins configure filters for mailboxes managed by an organization-wide integration. Individual mailbox owners can also configure their own filters.

When both apply, Rox combines them:

| **Setting**                | **Combined behavior**                                                |
| -------------------------- | -------------------------------------------------------------------- |
| Restricted domains         | Domains from both lists are restricted.                              |
| Allowed domains            | Domains from either list can satisfy the allowed domain requirement. |
| Blocked subject phrases    | Phrases from either list can exclude a message.                      |
| Exclude internal emails    | Enabled if either the admin or mailbox owner enables it.             |
| Download email attachments | Controlled by the admin for managed mailboxes.                       |

Admin-configured list entries appear locked in individual mailbox settings. Mailbox owners can add entries but cannot remove the admin’s entries.

> Adding an allowed domain at the mailbox level expands the conversations that mailbox can ingest. The admin’s allowed domain list is not a fixed limit on which domains a mailbox owner can allow. Restricted domains still take priority.

Newly connected managed mailboxes receive the admin’s policy when they are created.

### What happens when settings change?

Some changes also affect email already stored in Rox.

| **Setting changed**                                             | **Effect on existing data**                                                                                                                                                    |
| --------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Restricted domains, allowed domains, or blocked subject phrases | Rox re-evaluates stored received email and removes messages excluded by the updated policy. Relaxing a restriction triggers another sync within the integration’s sync window. |
| Exclude internal emails                                         | Applies to newly synced email. Existing internal email is not removed.                                                                                                         |
| Download email attachments                                      | Applies to future downloads. Existing attachments are not removed.                                                                                                             |

Sent email is preserved during cleanup of previously stored messages.

An admin changing a domain or subject phrase list triggers processing across managed mailboxes, which may take a few minutes.

If you need existing internal email or previously downloaded attachments removed, contact [**help@rox.com**](mailto:help@rox.com) for a separate cleanup request.

### Automated senders and meeting notetakers

Rox ignores recognized automated participants, such as meeting notetakers and room resources, when evaluating allowed domains and internal-only conversations. These addresses cannot satisfy an allowed domain requirement or make an internal conversation count as external.

Restricted domains still apply to the full participant list, including automated participants.

Some organizations also have automated-sender filtering enabled by Rox. When enabled, messages sent by recognized automated addresses, calendar bots, or meeting notetakers are excluded.

Shared inboxes such as `support@` and `billing@` are not automatically treated as automated senders.

### Manage outbound email preferences

Under **Settings → Email**, you can manage email aliases and your outgoing signature.

Use aliases to select the appropriate sender address, and configure your signature for emails sent through Rox.