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

Before you start

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:

No worries, this is an internal address that customers never see. This address is what you should provide to your mail server when setting it up to copy email into Replypad.

Setting up your mailbox

Setting up your mailbox includes only 2 stages: setup your mailbox in Replypad and then copy your emails to this mailbox.

Because we understand the importance of keeping your business uninterrupted, we’ve designed Replypad to work harmoniously with your regular mail client while you are testing our app.

Copying the emails into Replypad (while keeping a copy in your mail server) makes it easy to start using Replypad. It allows you to experience the full power of our features, while continuing to work with your email client when you need to.

1. Create mailbox in Replypad

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.

2. Start copying your emails into Replypad

Follow the setup steps depending on your current settings:

1. Shared mailbox or a User’s mailbox. Means that your incoming email address is a mailbox that one or multiple people can access. In this case you need to set up forwarding 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.

Set up forwarding in your mail server

• Auto-forwarding from G Suite (Gmail)
• Auto-forwarding from Microsoft 365

Auto-forwarding from G Suite (Gmail)

Forwarding email from G Suite or Gmail requires that you first set up the mailbox in Replypad, as explained above, and then set up a forwarding 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:“.
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.


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


7. 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.


8. 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.

Auto-forwarding from Microsoft 365

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

Admins need to configure mailbox forwarding (also known as SMTP forwarding) to automatically copy the email messages to Replypad’s mailbox.

Depending on whether the current email address you are using in your Microsoft 365/Exchange server is a shared mailbox or a user’s mailbox, you should follow the steps below:

• Forward emails from a Shared Mailbox.
  1. In the admin center, go to the Groups > Shared mailboxes page.
  2. Select the shared mailbox you want to edit, then select Email forwarding > Edit.
  3. Set the toggle to On, and enter the mailbox unique identifier you copied from Replypad, to forward the messages to.
  4. Choose whether you want to keep a copy of forwarded emails. We recommend leaving Keep a copy of forwarded email in this mailbox enabled, but it’s up to you.
  5. Click Save.
  6. That’s it! You can now start working with the Replypad inbox.
  As a best practice, it’s recommended to remove the Shared Mailbox view in Outlook for everyone. All incoming emails on the shared inbox will now be delivered to Replypad. If you choose to keep a copy in the Shared Mailbox (as recommended), administrators will still be able to see emails in the Shared Mailbox.

  To the original Microsoft article about forwarding from a shared mailbox.

• Forward emails from a User’s Mailbox.
  1. In the admin center, go to the Users > Active users page.
  2. Select the name of the user whose email you want to forward, then open the properties page.
  3. On the Mail tab, select Manage email forwarding.
  4. On the email forwarding page, select Forward all emails sent to this mailbox, enter the mailbox unique identifier you copied from Replypad.
  5. Choose whether you want to keep a copy of forwarded emails. We recommend leaving Keep a copy of forwarded email in this mailbox enabled, but it’s up to you. If you don’t see this option, make sure a license is assigned to the user account.
  6. Select Save changes.
  7. That’s it! You can now start working with the Replypad inbox.

  To the original Microsoft article about forwarding emails from a user’s mailbox.