The unified inbox

The inbox is your organization's shared mailbox for client email. Every message your team sends or receives lands in the same place, so anyone with access can see the full history of a conversation and pick it up where a teammate left off. There are no per-person mailboxes to check.

1. Go to Inbox in the sidebar.
2. Browse the left rail. Conversations are listed newest first; each row shows who it's with, the subject, and a preview of the last message. A dot marks unread conversations.
3. Narrow the list with the All, Unread, and Unlinked filters at the top.
4. Search by typing a contact name, client name, or subject to filter the list to matching conversations.

1. Click a thread to open it in the right pane. OneTool marks it as read automatically. Older messages are collapsed to one line; click one to expand it.
2. Type your reply in the box at the bottom of the thread. Use the toolbar to format it: bold, italic, underline, lists, links, and quotes.
3. Click Send, or press Cmd+Enter (Ctrl+Enter on Windows).

Under each message you sent, a status line shows how it's doing: sent, delivered, or opened, with bounced and failed called out so you know a message never arrived. Files a client emailed you appear on their message, ready to download.

1. Click New email at the top of the inbox.
2. Pick the client, then the contact to send to. It defaults to their primary contact.
3. Add a subject, write your message, and click Send email.

The conversation starts already linked to that client, and their reply lands back in this inbox. A greeting and your signature are added around what you write, so the email arrives looking professional without extra work.

Incoming messages show just the new text, with quoted history and signatures trimmed away. If something looks missing, click Show original message under the text to see the full email as it was sent.

A conversation that is not yet connected to a client shows an Unlinked pill in its header. Until you link it, the reply box is replaced with a prompt to link the conversation, so linking is the first step to answering it.

1. Open the unlinked thread.
2. Click Link to client.
3. Pick the client the conversation belongs to.

Linking files the whole conversation under that client, so it also appears on their record. Use the Unlinked filter to round up every conversation that still needs a client.

Use Mark unread in the thread header to flag a conversation you want to come back to. Use Archive to close a finished conversation and remove it from the inbox.