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Connect Google Workspace or Gmail

4 min read
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Email

Send emails to your users from a Gmail or Google Workspace mailbox. You connect the mailbox with a Google app password, not with your Google password. This page covers the steps that are specific to Google. Read Connect your email provider first for the steps that apply to every provider.

Who can use it

Only a workspace owner or admin can connect a mailbox. Other team members cannot open the Email providers page.

Get an app password from Google

  1. Turn on 2-Step Verification for the Google account. Google offers app passwords only when it is on.
  2. Open myaccount.google.com/apppasswords and create an app password.
  3. Copy the app password that Google shows.
Important

Use the app password, not your Google password.

Connect the mailbox in IvaBoard

  1. Open Email providers in your workspace settings.
  2. Under Through SMTP, select Gmail (app password).
  3. Type a short name in Name, such as Acme Mail.
  4. Type the address your users see in From address. This Google account must be able to send from it.
  5. Optional: type the name your users see beside the address in From name.
  6. Type the full address of the mailbox in Gmail address.
  7. Paste the app password in App password.
  8. Select Connect provider.
Workspace settings menu with Email providers marked 1.
Provider list with Gmail (app password) marked 2.
Gmail (app password) connect form with Name, From address, From name and Gmail address marked 3 to 6.
Gmail connect form, lower part, with App password marked 7 and Connect provider marked 8.

The card shows Waiting for a check. IvaBoard saves the app password securely. Afterwards the card shows at most its last 4 characters.

Note

Your Google account must allow app passwords. If your Google Workspace administrator does not allow them, this option does not work for that mailbox.

Note

IvaBoard refuses From addresses on its own domains.

Check the connection and send a test email

  1. Select Check connection on the Gmail card.
  2. The result shows on the card within about a minute. If it does not, reload the page.
  3. Select Send a test email on the same card.
Acme Mail card showing Waiting for a check, with Check connection marked 1.
Acme Mail card after the check passed, with Send a test email marked 3.

Send a test email appears after the check passes. The test email goes to your own verified address, not to your users. A provider that accepts the test has taken the message. That is not the same as the email reaching an inbox, so look in your inbox too.

When both pass, the card says "Ready. A product can choose this provider in its email sender settings."

Limits to know about

Google sets its own sending limits for each mailbox. IvaBoard does not count or enforce them, so a busy mailbox can start to fail at Google. For high volume, an email service from the list is usually a better fit.

Bounce reports

The Bounce reports part of the card says that bounce reports are not available for this provider yet.

Example

For example, Sam is an owner of the Acme Labs workspace. Sam connects the mailbox [email protected] with the name Acme Mail, the From address [email protected] and the From name Acme Labs. Sam pastes the app password, selects Connect provider, and then runs Check connection and Send a test email. After both pass, Sam chooses Acme Mail in the email sender settings of Acme Notes.

If something goes wrong

  • The card says "The provider refused the credential." Create a new app password in Google. Select Replace credential, paste the new app password in App password, select Save new credential, and check the connection again.
  • The card says "The provider refused the From address." Use an address that this Google account can send from. Then select Edit, change the From address, and check and test again.

More messages and fixes are in Troubleshooting email.

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