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How to setup an Email channel?

Last updated on Nov 10, 2025

How to setup an Email channel?

The document is divided into three parts:

  1. Creating an Email channel

  2. Settings for Gmail users

  3. Creating a Microsoft Email channel

How to create an Email channel in VowChat?

Step 1. Open your VowChat dashboard. Go to Settings → Channels → Add Channel.

Step 2. Click on the "Email" icon.

Step 3. Enter the channel name (how you'd like to address this channel), and your support email, and click the "Create Email Channel" button.

Note: You will also see an option to select Microsoft as an Email provider.

Step 4. "Add agents" to your email channel.

Step 5. Configure your email settings. Go to Settings → Channels → Email Channel settings → Configuration tab.

Three main settings:

  1. Forward to Email

  2. Configure IMAP

  3. Configure SMTP

How to forward emails to VowChat channel?

Step 1. Copy the "Forward to email address" from the Configuration tab under channel Settings.

Step 2. Configure the copied email address as the forwarding email address in the email channel.

P.S. Check the Gmail section below to learn how to add a forwarding address in Gmail.

Step 3. Send a mail to the forwarding address added channel and check the VowChat email channel for the new email.

How to configure IMAP for the Email channel?

If you are using Gmail, scroll down to the IMAP section for Gmail below.

Step 1. Go to Settings → Channels → Email Channel settings → Configuration tab.

Step 2. Select the checkbox Enable IMAP configuration for this channel. You'll be able to see the required fields as follows.

  1. Address

  2. Port

  3. Email

  4. Password

P.S. If using a 2FA-enabled Gmail, scroll down to the "How to generate app password for Gmail?" section. If using a regular Gmail account, scroll down to the "How to allow less secure access to Gmail?" section.

Step 3. Test if everything is working fine. Send an email to the IMAP-configured email in VowChat. Check VowChat channel for the new email. Open the email conversation in VowChat and verify the email details.

How to configure SMTP for the Email channel?

Step 1. Go to Settings → Channels → Email Channel settings page.

Step 2. Select the "Configuration" tab.

Step 3. To enable SMTP, select the checkbox "Enable SMTP configuration for this channel".

Fill in the fields below and click the "Update SMTP settings" button.

  1. Address

  2. Port

  3. Email

  4. Password

  5. Domain

P.S. If using a 2FA-enabled Gmail, scroll down to the "How to generate app password for Gmail?" section. If using a regular Gmail account, scroll down to the "How to allow less secure access to Gmail?" section.

How to enable IMAP for Gmail channel?

Step 1. Open your Gmail and click the Settings icon in the top right corner. Click the "See all settings" button.

Step 2. Select the "Forwarding and POP/IMAP" tab on the Settings page.

Step 3. Choose the "Enable IMAP" option under the IMAP access section and click the "Save Changes" button.

How to allow less secure access to Gmail?

Note: This option is unavailable for Gmail accounts with enabled 2-step verification or those managed by an organization.

Step 1. Go to Google Account Security.

Step 2. Click on "Turn on access" under the "Less secure app access" section on the Security page.

Step 3. Toggle "Allow less secure apps" to "ON". Now you can use your Gmail account password to configure IMAP/SMTP.

How to generate app password for Gmail?

Note: This option is for Gmail accounts with enabled 2-step verification or those managed by an organization.

Step 1. Go to Google Account Security.

Step 2. Click "App passwords" under the "Signing in to Google" section on the Security page.

Step 3. Select the Mail app, select a device, and click "GENERATE". Use the generated password to configure IMAP/SMTP.

How to add a forwarding address for Gmail?

Step 1. Open your Gmail and click the Settings icon in the top right corner. Click the "See all settings" button.

Step 2. Select the "Forwarding and POP/IMAP" tab on the Settings page.

Step 3. Click the "Add a forwarding address" button. It will ask for the forwarding email address. Enter the one from VowChat and click the "Next" button.

Step 4. A confirmation email will be sent to the forwarding address. Go to VowChat and open the email conversation.

Step 5. Click the confirmation link in the email.

Step 6. After confirmation, return to Gmail settings and select "Forward a copy of incoming mail" and choose the forwarding address.

How to create a Microsoft Email channel

Step 1. Open VowChat dashboard. Go to Settings → Channels → Add Channel.

Step 2. Click on the "Email" icon.

Step 3. Click on the "Microsoft" icon.

Step 4. Add your Outlook/Microsoft email.

Step 5. Enter Microsoft/Outlook credentials.

Step 6. Allow "VowChat" app to read and reply to your email.

Step 7. "Add agents" to your email channel.

Configuration Notes

  • Do not change settings in Configuration tab

  • Default IMAP and SMTP settings are used

  • No manual configuration needed for Outlook accounts

Important Warning

If access token expires, re-authorize Microsoft account by going to Settings → Configuration