You can use the e-mail import function to import emails from any e-mail system that supports the IMAP protocol.
In the examples we provide in this help article we will focus on two of the most popular e-mail services: Gmail and Microsoft Exchange. Most other providers support IMAP as well – if in doubt, or to obtain the required server settings, contact your e-mail provider or refer to their documentation.
Setting up a connection to Gmail using G Suite
Due to Google security policy, you need to enable two-step verification before you can create an App password. Please follow below step-by-step guide to setup a two-step verification and an app password to use workbook mail import with Gmail. The admin in your G Suite setup needs to enable this first on the admin account before users are able to enable this on their individual accounts.
Please follow these step to create an App password.
When within the admin console press security as seen below.
In the security menu, choose Basic Settings
As seen below you will now be presented with the option to create a Two-step verification. Enable this option.
Now you are ready to head into “My account” and setup the 2-step verification as seen below.
After enabling the 2-step verification, head into app passwords and follow on screen instructions. The password Google generates is the one you need to type into WorkBook mail import
You will see the generated password in a box like this:
Just copy it, and paste into your personal settings in WorkBook
Log on to your Gmail account and go to Settings to “Enable IMAP”. Remember to save the change in the bottom of the page.
2. Create a new label. You can call the label whatever you want but in this example we simply call the label “WorkBook”.
3. Open an email that you would like to import to WorkBook and open the “Label as:” and attach the label you created in step 1.
4. Open WorkBook and enter “My settings”. Provide the login information as shown below.
Data that has <> you’ll need to replace with your own information. Test the settings is correct by clicking “Test mail settings”
(Source folder = the label
Now WorkBook will start to import your emails.
Setting up a connection to Outlook
Create two new folders in Outlook. One from which WorkBook should import your emails, and one to which the imported emails will be moved once imported to WorkBook.
You can name the folders whatever you want – in this example we simply call them ‘WorkBook’ and ‘WorkBook – Imported’
Open WorkBook and enter My settings. Provide the login information as shown below.
Data surrounded with <> must be replaced with your own information. Test the settings is correct by clicking “Test mail settings”.
Mail server: Ask your IT department for this
Username: Your username for your Outlook account
Password: Your personal password for that mail account
Source folder: The folder from which WorkBook should import your emails
Destination folder: The folder to which emails should be moved after the WorkBook import
Remember that the Source folder and Destination folder must be typed in the following format: Inbox/Foldername
That’s it! Now WorkBook will import your emails next time the agent Mail Import runs
Setting up the agent
If the agent called ‘Mail import’ isn’t already installed in your WorkBook – this is how to add it:
When the agent is added, you just need to determine how often it should run, and make sure it is configured correctly. All you need to add on the ‘Parameter’ tab is the URL to the Silverlight version of your WorkBook. Never mind the two other boxes – they are no longer needed to make this agent run
If you are experiencing issues while setting up mail import in workbook, please use the following link to test that all your information is correct.
Mail setup test: https://testconnectivity.microsoft.com/