Connecting Your Email Server

How emails reach the archive

There are two ways:

• SMTP BCC relay: Your mail server sends a copy of every message to a relay address. This archives all users continuously. The right choice for most setups.
• IMAP mailboxes: A one-off import of existing emails from specific mailboxes. Fetch new messages with Sync now; there is no automatic re-check.

You can combine both, for example BCC for continuous archiving and IMAP for existing mail.

Set up SMTP BCC

1. Open Admin > Integrations and click Set up on the SMTP BCC relay card.
2. Under Your relay address, copy {slug}-{token}@smtp.easymailarchive.com. The slug is the subdomain you chose at signup. The part after the hyphen is a token that differs for each tenant. Addresses without the token stop working after a short grace period.
3. Select the tab for your mail server (Postfix, Mailcow, Exchange or Google Workspace) and follow the steps.
4. Click Done.
5. Send a test email and look for it under Search.

Detailed guides: Setting up email journaling. To verify: Check your first archived email.

Set up IMAP

1. Open Admin > Integrations and select IMAP mailboxes.
2. Click Add mailbox and enter Server, Username and Password.
3. Choose the assignment under Assign emails to.
4. Click Test connection, then Add mailbox.

Details: IMAP integrations.

Directory connectors

Independent of email intake, EasyMailArchive can import users and groups. Three connectors are available under Admin > Integrations:

• Mailcow API: Enter API base URL and API key. Mailboxes sync as users, aliases as user aliases or groups.
• Google Workspace: Service account with domain-wide delegation. Imports users, groups and domains.
• Microsoft 365: Click Connect with Microsoft and sign in as a Global Administrator. Access is read-only.

Users, groups and domains sync hourly. The Google Workspace and Microsoft 365 connectors also create mailbox import jobs (see Admin > Import Jobs). A connector does not replace the BCC relay: for continuous archiving, set up the BCC rule.

Which method fits?

Start with SMTP BCC. Add IMAP for existing mail and for mailboxes that cannot use a BCC rule.

Next steps

Once emails arrive, invite your team.