Write and send email

Write new emails, replies and forwards in Mesy. They go out from the Gmail or Outlook account you connected. They can also go out from a shared mailbox, which is one address your team shares, such as sales@yourcompany.com.

Write a new email

To write an email from your inbox:

1. In Inbox, open All mail.
2. Click the pen button (Compose) at the top of the email list.
3. In To, type an address and press Enter.
4. Type a subject in Subj. You need one to send.
5. In the box that reads “Compose email…”, write your message.
6. Click Send. The panel closes and Mesy shows “Email sent”.

As you type an address, Mesy suggests addresses from your past email and from people and companies in Mesy. Press Enter, a comma or Tab after each address. To copy someone in, click Cc/Bcc.

One email can go to 25 addresses at most, counting To, Cc and Bcc together.

Start an email from a contact or from search

You can also start an email in these places:

• In a list such as your Contacts list (or whatever your business calls it), click a person’s email address. Each entry in that list is a record, such as one customer.
• In search, select a person, click Actions, then Compose email.
• In the AI panel above All mail, click Draft. This is a separate button from AI Draft inside the email. Use the AI panel in your Inbox explains it.

Starting from a list or from search tells Mesy which person you’re writing to. A template then fills in their details, and AI Draft uses what Mesy knows about them.

Move around Mesy while you write

The new email panel stays open in the bottom corner while you move around Mesy. Click the minus button (Minimize) to shrink it to a small tab. Click the tab to bring the draft back.

Mesy doesn’t save drafts. The panel says “Draft not saved” as a reminder. If you reload the page or close the tab, your text is gone.

Clicking Discard, closing the panel or pressing Esc deletes the draft straight away. Mesy doesn’t ask first. Esc works like this anywhere in the panel, even if you only meant to close a list of suggested addresses. In a reply, Esc deletes the reply too.

Only one new email can be open at a time. If you start another, Mesy asks you to send or discard the first.

See who you’re writing to

When the first address in To belongs to a person in Mesy, a card appears beside the panel. It shows:

• the person’s name, which opens their record
• Open deal, which names their open deal or says “none” (shown only if your business tracks deals in Mesy)
• Stage, the step an open deal has reached, with the deal’s value
• Last activity, or “none yet”
• Latest note, if they have one

The card doesn’t show on a phone or a narrow window.

Reply to or forward an email

To answer an email:

1. Open the email in All mail.
2. If the message you want to answer is folded up, click it to open it.
3. Under it, click Reply, Reply all or Forward.
4. Write your message in the box that opens at the bottom of the conversation.
5. Click Send. The reply box closes and Mesy shows “Email sent”.

Send or discard a reply before you open another email.

What each button fills in:

• Reply goes to the person who sent that message, and you can’t change that. Click Cc/Bcc to copy someone in.
• Reply all puts the sender and everyone else on the message in To, and keeps the original Cc.
• Forward leaves To empty for you to fill. The original message sits below a “Forwarded message” line.

For an Outlook email, Reply all and Forward also go only to the original sender. Mesy leaves out any address you add. To reach anyone else, write a new email.

Mesy doesn’t take your own address out on Reply all. If you were on the original message, your address is in To or Cc. Click the x beside it to remove it.

Mesy adds “Re:” or “Fwd:” to the subject. An Outlook forward goes out as a reply, so it doesn’t get “Fwd:”.

In a reply, click the line that starts “On” and ends “wrote” to show or hide the message you’re answering. That message isn’t sent with your reply.

With an email selected in All mail, press r to reply to its latest message. This doesn’t work on a phone or in a shared mailbox.

Use a template

A template is a ready-made email written by a manager or admin in your business. To use one:

1. In your email, click Template.
2. Type in the search box to narrow the list.
3. Click the template you want. Its subject and text replace what you had, and your signature stays at the end.

In a reply to a Gmail or shared mailbox email, the template’s subject also replaces the “Re:” subject.

A template can hold blanks such as {{first_name}} that Mesy fills in for you. Mesy fills them only when you start the email from a list or from search. In a blank new email or a reply, Mesy leaves the blanks as they are. Replace them by hand before you send.

Manage templates, at the bottom of the list, opens the Email Templates tab on the Admin page (Manager for managers). Only managers and admins can open it. Workspace settings, channels and email templates explains how to write templates.

Let AI write a draft

To have Mesy draft a new email:

1. Click AI Draft.
2. Type what the email should say, for example “Thank her for the meeting and suggest a call next week”.
3. Click Generate. Mesy fills in the subject and the text, then shows “Draft generated”.

Read the draft, change what you like, and click Send yourself. Mesy never sends it for you.

In a reply, if the box is empty, AI Draft writes a reply straight away without asking what to say.

Once the box holds any text other than your signature, the button changes to AI Refine. In a forward, the forwarded message counts, so the button reads AI Refine from the start. To improve your draft:

1. Click AI Refine.
2. Type how to change it, such as “shorter” or “more formal”.
3. Click Refine. Mesy rewrites the text and shows “Draft refined”.

In a forward, AI Refine rewrites the forwarded message too. Check it’s still there before you send.

Add your signature

Set up your signature in Settings, on the Profile tab. See Add an email signature.

Your signature appears at the end of every email you write, including replies and forwards. Mesy leaves it off when you send from a shared mailbox.

Send from a shared mailbox

Admins can always send from a shared mailbox. Anyone else needs an admin to click Who can send and tick their name, as Workspace settings, channels and email templates explains.

In a new email, a From row appears at the top when you can send as more than one address. Pick the address you want. Mesy remembers your choice in this browser for your next new email. After you send from a shared mailbox, Mesy shows a message such as “Sent as sales@yourcompany.com”.

A reply to an email in a shared mailbox always goes out as that mailbox. The reply box shows “Replying as sales@yourcompany.com”. You can’t change it. If your admin hasn’t ticked your name under Who can send, you won’t see Reply or Reply all on those emails. You can’t forward email in a shared mailbox.

If something doesn’t work

• If Mesy says “Connect Gmail or Outlook to send emails”, you have no connected account and no shared mailbox to send from. Connect one as Connect mail and read it shows.
• If Send stays greyed out, the address in To hasn’t been added. Press Enter, a comma or Tab after it, and check it’s a full email address. Mesy leaves out any address you typed but didn’t add.
• If Mesy says “to and subject are required”, your email has no subject. Add one in Subj and send again.
• If Mesy says “Too many requests. Try again later.” you’ve tried to send more than 20 emails within a minute. Wait a minute, then send again.
• If Mesy says “Too many recipients” or “Exceeds 25-recipient cap”, remove addresses until the email has 25 or fewer.
• If Mesy says “Unresolved merge fields”, it couldn’t fill a blank in your template. Type the missing detail yourself.