How to Set Up and Manage Email Accounts

1. Getting Started: Accessing Email Account Setup

You can access the Email Account Setup page in two ways:

Method 1: From the User Menu

1. 1. 1. Click your username in the top-right corner.

      2. Select Email Accounts from the dropdown.

Method 2: While Composing an Email

If no email account is connected:

1. 1. 1. A prompt appears when you try to send an email.

      2. Click Connect Email Account to begin.

2. Connecting a Gmail Account

Step-by-Step

1. Go to the Email Account Setup page.

2. Click Connect Gmail (red button).

3. Sign in to your Gmail account via the secure Google login page.

1. Review the permissions and click Allow.

2. You will be redirected back to the setup page with a success message.

✅ Success! Your Gmail account is now connected and ready to send emails.

3. Connecting a Microsoft Account

Step-by-Step

1. Go to the Email Account Setup page.

2. Click Connect Microsoft (blue button).

3. Sign in to your Microsoft account via the secure login page.

4. Review the permissions and click Accept.

5. You will return to the setup page with a success message.

✅ Success! Your Microsoft account is now connected.

4. Managing Your Connected Accounts

Viewing Connected Accounts

See the "Connected Email Accounts" section for:

• Email Address and Display Name

• Provider (Gmail or Microsoft)

• Status: Active / Inactive / Token Expired

• Last Used Timestamp

• Default Badge

Setting a Default Account

1. Click Set Default next to the account you prefer.

2. The badge updates to reflect the new default.

Activating/Deactivating Accounts

1. Click the ⚙️ icon next to the account.

2. Choose Deactivate or Activate.

Note: If the default account is deactivated, another active account becomes default automatically.

Reconnecting an Expired Account

1. Click Reconnect next to the expired account.

2. Complete the OAuth flow again.

Removing an Account

1. Click ⚙️ → Remove Account.

2. Confirm when prompted.

⚠️ Caution: Accounts used for sent emails cannot be deleted. Use "Deactivate" instead.

5. Troubleshooting

Common Issues & Fixes

"Token Expired"

• Click Reconnect and follow the login flow again.

"Authorization Failed"

• Possible Causes:

  • Clicked "Deny" during OAuth

  • IT policy blocking third-party access

  • Network issues

• Solutions:

  • Retry and click "Allow"

  • Contact IT for permissions

Can't Send Emails

• Check that the account is Active

• Reconnect if token is expired

• Ensure not deactivated

Gmail - "Access Blocked"

• Google Workspace admin approval may be needed

• Ask IT to:

  • Go to Google Admin Console → Security → API Controls → App Access Control

  • Allowlist the app

Microsoft - "Need Admin Approval"

• Office 365 policy may require admin approval

• Ask IT to approve the app via Azure AD admin portal

"Cannot Delete Account"

• Account has historical data. Use "Deactivate" instead.

Still Stuck?

• Contact Support: Include screenshots, provider type, and steps taken

• Check Status Page: Look for service interruptions

6. Privacy & Security

🔒 Security Measures

• OAuth 2.0 authorization protocol

• No password storage

• Encrypted tokens

• Auto-refresh for tokens

• Access can be revoked anytime

✅ What We Access

• Email address & display name

• Send email permissions

• Metadata of sent messages

• Email threads started within Kudurru Stone

❌ What We Do Not Access

• Content outside threads started within Kudurru Stone

• Contacts

• Passwords

• Emails outside our system

• Calendars/Documents

Revoking Access

Method 1: Within the App

• Go to Email Setup → ⚙️ → Remove Account

Method 2: Google Account

• https://myaccount.google.com/permissions

Method 3: Microsoft Account

• https://account.microsoft.com/privacy/app-access

Note: Revoking access disables email sending. Reconnect to resume.

7. Frequently Asked Questions

Q: Do I need an email account to use the app?
A: Only to send emails. Other features work without it.

Q: Can I connect more than one account?
A: Yes. Set one as default and switch anytime.

Q: Will sent emails show in my Sent folder?
A: Yes. Emails go through your account directly.

Q: Can admins set up my account?
A: No. You must connect your own account.

Q: What if my token expires?
A: Click Reconnect to restore the connection.

Q: Does this support Google Workspace/Office 365?
A: Yes, but may require admin approval.

Q: Will this use my storage or sending quota?
A: Yes, just like sending from Gmail/Outlook.

Q: Can I pause email sending without disconnecting?
A: Yes. Use Deactivate instead of removing.

Q: What happens to sent emails if I disconnect?
A: They remain in your Sent folder and our system.

Q: How often must I reconnect?
A: Rarely. Tokens refresh automatically unless revoked.

Q: How can I see sent emails?
A: Check your Sent folder in Gmail or Outlook.