Inbox and folders
This page explains how to move around MailDesk: the unified inbox that brings every connected mailbox together, the folder tree on the left, the message list in the middle, and how to open and act on a message. MailDesk is built around conversations, so you spend your time reading and replying rather than chasing individual messages.
This page explains how to move around MailDesk: the unified inbox that brings every connected mailbox together, the folder tree on the left, the message list in the middle, and how to open and act on a message. MailDesk is built around conversations, so you spend your time reading and replying rather than chasing individual messages.
What it does
MailDesk shows all of your connected mailboxes in one place. From a single screen you can:
- See every account and its folders in one folder tree.
- Scan a message list that shows the sender, subject, a short preview, the date, and status markers (unread, starred, has attachments).
- Open a message to read its full body, see its attachments, and reply.
- Mark messages read or unread, star them, archive them, move them to another folder, and tag them.
- Filter the list quickly to just unread, starred, incoming, or outgoing mail.
Why it matters
You stop switching between separate webmail logins. Work mail, a shared team mailbox, and a personal account can all sit side by side, and related messages are grouped into one conversation so you always have the full context. Quick decisions — reply, archive, or tag for later — keep the inbox under control.
Requirements
- At least one mailbox connected to MailDesk (Gmail, Outlook / Microsoft 365, or a generic IMAP account). See the connection guides under the admin guide.
- A web browser. MailDesk runs inside Odoo, so no desktop application is needed.
Permissions required
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You see only the mailboxes you have access to. A MailDesk user works with their own accounts and tags; a MailDesk administrator can see and manage all mailboxes.
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Reading, replying, starring, archiving, moving, and tagging are all available to a mailbox user on any mailbox they can access.
The MailDesk screen
Open MailDesk from the main Odoo apps menu. The screen has three columns.
1. The folder tree (left)
The left sidebar lists your accounts and their folders.
- Compose sits at the top — it opens a new, empty message (see Composing and sending).
- All Mailboxes shows everything from every account together — this is the unified inbox.
- Each connected account appears as a heading you can expand or collapse. Under it are the account's folders: Inbox, Sent, Drafts, Archive, Spam, Trash, and any custom folders that exist on that account.
- A blue number next to a folder is its unread count.
- Click an account name to show only that account; click All Mailboxes again to clear the filter.
How MailDesk names your folders
MailDesk recognises standard folders even when your provider names them in another language — Posteingang, Bandeja de entrada, and Boîte de réception all show up as your Inbox, for example. Folders it does not recognise are still shown, listed after the standard ones.
Folders versus tags
MailDesk gives you two ways to organise mail, and they do different jobs:
| Folders (or labels) | Tags | |
|---|---|---|
| Where they live | On your email provider | Inside MailDesk only |
| Effect on the server | Moving a message changes its folder on the server | None — tags never change anything on your email account |
| How many per message | Outlook / IMAP: one folder at a time. Gmail: several labels at once | As many tags as you like |
| Best for | The structure your provider already uses | Your own workflow and reminders (To do, Waiting, Invoice…) |
In most cases, tags are enough
Keep your folders simple and let them mirror what your provider already has. Use tags for the way you work — short, meaningful names you apply and remove as tasks move along. Tags appear under a Tags section at the bottom of the folder tree; click one to filter the list to that tag, and use Clear to remove all tag filters.
Gmail labels can show the same message in more than one place
Because a Gmail message can carry several labels, the same email may appear under more than one folder. This is expected — they are not duplicates.
2. The message list (middle)
The middle column lists the messages in the folder (or filter) you selected.
Each row shows:
- the sender,
- the subject (an untitled message shows No Subject),
- a short preview of the body,
- the date and time,
- any tags on the message, and
- a paperclip when the message has attachments.
Unread messages are shown in bold with a small dot. A draft is marked with a red [Draft] label.
At the top of the list:
- A Search mail… box filters the list as you type.
- A row of quick filters lets you switch between All, Unread, Starred, Incoming, and Outgoing.
- The header shows the folder name and how many emails it holds.
Act on a message without opening it
Hover over a row to reveal quick Reply, Forward, and Delete buttons. Tick the checkbox on one or more rows to act on several at once — a bar appears with Archive, Delete, Read, Unread, Move, and Star.
3. The reading pane (right)
Click a row to open the message on the right. You see the full, formatted body, the sender and recipient details, the mailbox and folder it belongs to, and any attachments below the message.
When more messages belong to the same conversation, they appear as thread history beneath the open message, so you can follow the whole discussion in one place.
Reading and acting on messages
Open a message
- In the folder tree, choose a folder (or All Mailboxes for everything).
- Click a message in the list.
- The full message opens in the reading pane.
The first open of a message can take a moment
MailDesk loads the body the first time you open a message, then keeps it ready so it opens instantly the next time.
Expected result: the message body, its attachments, and the reply actions appear. If the message is part of a longer exchange, the earlier messages are shown as thread history below it.
Safe Mode may hold back suspicious content
If MailDesk judges a message's content to be risky, it shows a Safe Mode notice instead of the full body. You can choose Show Once to view it this time, or Trust Sender to always show messages from that sender. Only do this for senders you recognise.
Reply or forward
Open a message and use Reply, Reply All, or Forward at the top of the reading pane (or the quick buttons on the list row). For the full details — including the Show quoted text fold and how sent mail behaves — see Replying and forwarding.
Mark read or unread, and star
- A message is marked read automatically when you open it.
- Use the Mark as unread action in the reading pane (or the Unread button when several rows are selected) to bring a message back to your attention.
- Use the star to flag a message you want to come back to. The Starred filter then shows just your starred mail.
Stars and tags work well together
Star the message and add a tag such as Follow up — the star highlights it and the tag tells you why it is waiting.
Archive
Archiving clears a message out of the Inbox once you are done with it, without deleting it. Use the Archive action in the reading pane, or select several rows and choose Archive. Archived mail stays available under the Archive folder.
Move to another folder
- Open the message (or select one or more in the list).
- Choose Move (the Move to Folder action).
- Pick the destination folder from the list and confirm.
Where a folder move takes effect
In Basic, moving a message updates where it sits inside MailDesk — the change is recorded locally and shown right away.
Available in: Pro — With MailDesk Pro, folder moves are pushed back to your provider on the next sync, so the message also moves on your email account. It may take a short moment to be reflected everywhere as MailDesk syncs the change back.
Tag a message
- Open the message (or select rows in the list).
- Choose Assign tags.
- Tick the tags you want, or create a new one by typing a Tag name, picking a colour, and clicking Create.
- Click Apply.
Tags live only inside MailDesk and never change anything on your email account. Remove a tag the same way — open Assign tags and untick it.
How fresh is the list?
New mail arrives through MailDesk's automatic sync — scheduled background jobs check each account and bring in new messages, and the open screen then updates on its own without a manual refresh. A short delay between a message arriving at your provider and showing in MailDesk is normal.
Note
For the precise sync cadence and how near-real-time delivery works per provider, see Realtime and synchronization architecture.
Troubleshooting
| Symptom | Likely cause | What to do |
|---|---|---|
| The folder tree says No mailboxes configured | No account is connected, or you have no access to one | Connect a mailbox (admin guide), or ask your administrator for access |
| A new message has not appeared yet | Sync runs on a schedule; a short delay is normal | Wait a moment — the list updates automatically; no refresh needed |
| The same email shows under two folders (Gmail) | Gmail labels let one message carry several labels | This is expected; they are not duplicates |
| A message opens slowly the first time | The body is fetched on first open, then kept ready | Open it again — it now loads instantly |
| A message shows a Safe Mode notice instead of its body | MailDesk held back content it judged risky | Use Show Once for a trusted message, or Trust Sender for a known sender |
| A moved message has not updated everywhere | With Pro, the move is pushed to your email server on the next sync | Give it a moment to sync (Pro); in Basic the move is local to MailDesk |