Getting started with MailDesk
This guide explains how to set up MailDesk correctly for the first time and understand how synchronization really works.
MailDesk is a professional email client.
It requires explicit configuration of incoming and outgoing mail servers and performs folder-based synchronization with progressive backfill.
Before you start
Make sure you have:
Access to Odoo with MailDesk installed
Administrator or MailDesk Admin rights (recommended)
Login details or OAuth access for your email account
Incoming and outgoing server information (if not already configured)
💡 If you are unsure about server settings or OAuth configuration, contact your Odoo administrator.
Step 1 — Open MailDesk
Open Odoo
Go to the MailDesk app from the main menu
If this is your first time, the mailbox view will be empty.
Step 2 — Create a mailbox account
Click the Settings (⚙️) icon
Open Mailbox Accounts
Click Create
A mailbox account represents one real email inbox in the system.
Step 3 — Mailbox account basics
Fill in the basic fields:
Account Name
Internal name used inside Odoo
Email Address
The real email address used for sending and receiving
Sender Name
The name recipients will see as the sender
Users with Access
Only listed users will see this mailbox and its emails
⚠️ If a user is not listed, they will not see any emails.
Step 4 — Configure Incoming Mail Server
MailDesk does not guess how to receive emails.
You must explicitly configure an Incoming Mail Server.
Incoming servers are used to:
Fetch emails from the provider
Synchronize folders
Load messages progressively
Options:
OAuth-based servers (Gmail / Outlook)
IMAP servers (custom providers)
If no incoming server exists:
You can create it directly from the mailbox account
Step 5 — Configure Outgoing SMTP Server
Outgoing servers are used to send emails.
You must configure:
SMTP server
Port and encryption
Authentication (OAuth or credentials)
Click:
Test Outgoing to verify sending works
⚠️ Sending will fail if no valid outgoing server is configured.
Step 6 — Fetch folders (important)
After configuring incoming and outgoing servers:
Click Fetch Folders in the mailbox account header.
What this does:
Connects to the email provider
Reads the available folders (Inbox, Sent, etc.)
Makes them selectable in MailDesk
Without fetching folders, no emails can be synchronized.
Step 7 — Select folders to synchronize
Go to the Folders tab and select which folders to sync.
Recommended minimum:
Inbox
Sent
Optional:
Drafts
Trash
Archive
💡 Fewer folders = faster and more reliable sync.
Step 8 — Initial synchronization (how it really works)
MailDesk synchronizes per folder, not all at once.
Expected behavior:
Sync starts after folders are selected
Each folder is synchronized independently
Newest emails are fetched first
Older emails are loaded gradually (backfill)
Full email bodies are fetched on demand when opened
Large mailboxes may take significant time to fully backfill.
⚠️ This is normal and expected.
Step 9 — Send and receive a test email
Verify the setup:
1️⃣ Click Compose
2️⃣ Send an email to yourself
3️⃣ Check Sent (appears immediately)
4️⃣ Wait for the email to arrive in Inbox
✔ Sent emails appear instantly
✔ Incoming emails may appear after the next sync cycle
Step 10 — Verify everything works
Before adding more mailboxes, confirm:
Incoming emails arrive after sync
Sending works without errors
Correct folders are populated
Replies stay in the same conversation
Sent emails appear in the correct Sent folder
If something looks wrong, check Troubleshooting before continuing.
What to do next
Now that your first mailbox is working:
→ Connect additional mailboxes (one by one)
→ Learn Daily use workflows
→ Organize emails using tags and folders
Important tip
MailDesk works best when you:
Configure servers explicitly
Fetch folders before expecting emails
Let synchronization finish naturally
Avoid reconnecting accounts repeatedly