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Set up your mailbox

Before you start

This is Step 2 of the Getting Started steps. Make sure you have completed the first step which is creating the workspace.

If you are new to mailboxes in Replypad, we recommend that you read the understanding mailboxes to get a better idea of how mailboxes work.

What is a mailbox in Replypad?

Mailboxes in Replypad enable email communication to and from a workspace. Administrators create the mailbox in order to start receiving mail into Replypad. After creating the mailbox, you should configure your mail server to copy emails into your mailbox as explained below.

What is the mailbox unique identifier?

Replypad works by creating a forwarding rule from your mail server to send all of your emails into your Replypad Mailbox. Each Mailbox in Replypad has a unique identifier address, which looks something like this:

mailbox+m8d72e40edb9f2ebbd0721e211@inbox.replypad.com

No worries, this is an internal address that customers never see. This address is what you should provide to your mail server in the forwarding rule, to direct your mail to Replypad.

Create mailbox in Replypad

Setting up a mailbox includes creating the mailbox in Replypad and then configuring the forwarding rules that will copy the emails from your mail server to your mailbox in Replypad. Only after completing the forwarding step, you will be able to use the mailbox and receive your messages into Replypad. This may sounds like a lot, but it’s actually quite straight-forward.

To create a new mailbox in Replypad:


  1. You need to be a workspace administrator (if you are the one who created the workspace you can simply proceed).

  2. Click on the gear icon in the upper-right corner, and select Mailboxes from the dropdown menu.

  3. Click Create in the New Mailbox area.

  4. You’ll notice there is now a new Mailbox “box” waiting to be assigned with an email address.

  5. Click Assign Email Address button.

  6. Enter your customer-facing email address. It’s the email address customers use to contact you, such as support@YourDomain.com or info@YourDomain.com.

  7. Click Next and then Assign and continue to confirm the email address.

  8. Confirm the email address: a confirmation code is sent to the email address you have provided. Visit your email, find the confirmation email and copy the confirmation code back into the code field in Replypad.

  9. If the email address was confirmed successfully, a window appears with a long email address unique identifier – this is your forwarding address.

  10. Copy it to your clipboard.

  11. Leave the setup window open, and follow the Copy your emails into Replypad instructions below.

Copy your emails into Replypad

The last step is copying your emails into Replypad. Setting this up depends on the way you currently manage your inbox:

  1. Shared mailbox. Means that your incoming email address is a single mailbox that different people can access. In this case you need to set up forwarding rules as explained below.

  2. Distribution list. Means that your incoming email address distributes the email to different people. In this case, you need to ask your Admin to add the Replypad mailbox (unique identifier) to the distribution list. This will send copies of all emails into Replypad.

Setting up forwarding rules

Setting up forwarding rules differ between mail servers. Follow the relevant links below to configure your mail server:

Auto-forwarding from G Suite (Gmail)

Forwarding email from G Suite or Gmail requires that you first set up the mailbox in Replypad, and then set up a forwarding rule in Gmail, using the Replypad mailbox address.


  1. Click on the gear icon in the upper right-hand corner of Gmail, then click the Settings option from the drop-down menu.

  2. Click the Forwarding and POP/IMAP tab from the top menu. Then click the Add a Forwarding Address button.

  3. In the pop-up window you need to enter the forwarding address. Paste the address you copied earlier to the clipboard, then click Next. A pop-up will appear where you will be asked to confirm. Hit Proceed, followed by OK in the next window to close it.

  4. Back in Replypad, open the confirmation email from the setup window (you should see a ‘new message’ notification at the bottom part of the window).

  5. Copy the code that appears after the text: “Confirmation code:“.
  6. If you can’t see the confirmation email from the setup window in Replypad, close the settings window and open the Replypad Team Inbox. You should see the confirmation email there. Continue with the steps.

  7. In your Gmail settings, paste the code in the Verify area, where it says “Confirmation code”, and click Verify.

  8. Once verified, you can now click Forward a copy of incoming mail to in order to enable it. We recommend to leave the keep a copy in the inbox option set, but it’s up to you.

  9. Make sure to click the Save Changes button at the bottom of the page to save your changes when you’re done.

That’s it! You can now start working with the Replypad inbox.

You can now try sending a test email to verify mailbox settings.
You can go into the mailbox settings to define other settings, such as Mailbox name, Bcc and Alias.
Auto-forwarding from Microsoft 365

Forwarding email from Microsoft 365 mail system requires you first set up the mailbox in Replypad and then set up a forwarding rule in Microsoft 365, using the Replypad mailbox address.


  1. Click on the gear icon in Outlook, then click View all Outlook settings.

  2. Go to Mail, then Forwarding and click Enable Forwarding.

  3. Note that setting up forwarding may require the assistance of an administrator.

  4. In the pop-up window, check the Forward all emails sent to this mailbox option.

  5. Then paste the address you copied to the clipboard into the Forwarding email address box.

  6. We recommend leaving Keep a copy of forwarded email in this mailbox enabled, but it’s up to you.

  7. Make sure to click the Save Changes button at the bottom of the page to save your changes.

That’s it! You can now start working with the Replypad inbox.

You can now try sending a test email to verify mailbox settings.
If you receive an error when testing, check out our Troubleshooting forwarding from Microsoft 365 article.
You can go into the mailbox settings to define other settings, such as Mailbox name, Bcc and Alias.
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