Connect a Gmail, Outlook or IMAP mailbox

TALISK_HQ works from your existing mailbox:

1. Go to Settings (the Email tab).
2. Under Email Accounts, click + Add email account for Gmail or Outlook, or Connect another mailbox (IMAP) for any other provider.
3. For Gmail/Outlook, pick Connect with Google or Connect with Microsoft and approve access in the window that opens. For IMAP, enter your email address, password, and the Incoming mail server (IMAP) and Outgoing mail server (SMTP) names your provider gives, then press Connect mailbox. The server names start blank: your provider's help pages list them. 993 and 465 are the usual ports; use 587 for an outgoing server that uses STARTTLS.

If an IMAP connect says the mail server refused your email and password, the usual cause is that the provider wants an app password. Gmail, iCloud, Yahoo and Outlook.com all do: create one in your provider's security settings and enter it instead of your normal password. If TALISK_HQ says it could not reach the server or could not open a secure connection, check the IMAP server name and port your provider gives (993 is the usual port).

Your mail then syncs into TALISK_HQ. You can connect more than one mailbox; the most recently connected one is the active view. Each plan includes a number of connected mailboxes (the Free plan includes one). If you are at your plan's limit, connecting another mailbox shows a "Plan limit reached" message: remove a mailbox you no longer use, or upgrade under Settings › Billing. Reconnecting a mailbox you already have never counts against the limit.

You do not have to do this during setup. If you read your email somewhere else and want TALISK_HQ for the invoicing and the books, choose I'll connect email later on the setup screen and connect one here whenever you like. See "Start without connecting a mailbox".

For a Gmail or Outlook mailbox, your saved contacts come across too. The people in your address book appear under Contacts in the Email Contacts group with an Address Book badge, and they rank first in the To: suggestions when you compose. Adding a person with + Add contact saves them back to Gmail or Outlook, and a name or company you edit in TALISK_HQ is pushed there. When you have more than one mailbox open side by side, each tab's Contacts page shows the contacts and senders of that tab's mailbox, and + Add contact saves to that same mailbox's address book, not the last one you switched to.

To remove a saved contact from Gmail or Outlook, open Contacts, choose Email Contacts, click Edit on the person, then Delete from Google Contacts (or Delete from Outlook contacts) and confirm. The confirmation names the mailbox whose address book it comes out of. The button only appears for a contact saved in that address book: Gmail's auto-suggested "Other contacts", Outlook's list of people you correspond with, and addresses TALISK_HQ only knows from your mail cannot be deleted this way. TALISK_HQ may still suggest the address when you write an email, from your mail history. Deleting a contact profile in TALISK_HQ is a different action and never changes Gmail or Outlook. Gmail also shares the people it has auto-suggested to you, and Outlook shares the people you correspond with most, so those appear in the suggestions without a badge. An IMAP mailbox has no address book, so its suggestions come only from the mail itself.

If an account later shows a warning, click ⚠ Reconnect on its card to re-authorize: this keeps your existing history.

If your Microsoft 365 administrator changes your Outlook email address (for example when the business moves to a new domain and keeps the old address as an alias), reconnecting finds the same mailbox rather than adding a second one. Its history stays, it does not count as another mailbox on your plan, and its card shows the new address.

To stop using a mailbox, click the bin icon on its card. TALISK_HQ asks which of two things you want, and neither changes anything in Gmail, Outlook or your email provider:

• Disconnect stops syncing and keeps TALISK_HQ's copy of the emails, filters and AI training. The mailbox stays in the list and reconnecting picks up where you left off.
• Disconnect and erase also deletes TALISK_HQ's copy of that mailbox: its emails, drafts, scheduled emails, filters, reply rules, AI instructions, knowledge library and contact profiles. Bills already in your books stay. This can't be undone.

Switching mailboxes on your phone

Your mailboxes have their own screen. On any mail list, tap the mailbox name in the header beside the TALISK_HQ mark to open Mailboxes. Each one is listed with its email address, how it connects, and how many unread messages are waiting, and the mailbox you are reading is marked Current. Tap another to move to it. More also gets you there, under Active email account.

The header shows that control only when you have more than one mailbox connected, so on a single mailbox there is nothing to tap and nothing missing.

Reconnecting from your phone

Mailboxes ask to be signed in to again every so often, and for a Gmail or an Outlook account you can do it from your phone. Open Mailboxes as above and choose the one marked Reconnect. That includes the mailbox you are reading right now: if its row says Reconnect, tapping it starts the sign-in rather than taking you back to the inbox. Your phone takes you to Google or Microsoft to sign in and brings you back. A small dot beside the mailbox name in the mail header is how you know one of them is waiting to be signed in to again.

Your phone is usually the easiest place to do this, because the password is already saved there and you are often still signed in to the provider.

A mailbox you connected with a password rather than through Google or Microsoft is the exception. Those need the password typed in again, and that screen is only on a computer: open TALISK_HQ there, go to Settings, and re-enter it. Your phone will tell you so rather than sending you to the wrong sign-in page.

One rule to know: an address can only be connected under one provider at a time. If an address is already connected (say over IMAP) and you try to connect the same address through Google or Microsoft, TALISK_HQ refuses and changes nothing, because switching providers replaces the stored sign-in and is not something to do by accident.

If you have moved an address to a different provider and want to keep its history, get in touch before you connect it again. We move the mailbox across for you, so your messages, categories, rules and action items stay attached to it instead of being replaced.

Removing an account does not change how its address connects: it clears the stored sign-in but keeps the account, so connecting the same address under a different provider is still refused.