Trupeo needs access to the shared mailbox so it can show conversations, keep their state in step, and send your team’s replies. The way that access works depends on the mailbox’s email provider.
Google and Microsoft keep the mailbox password
Gmail, Google Workspace, Outlook, and Microsoft 365 use the email provider’s own authorization, also called OAuth. Trupeo sends the account owner to Google or Microsoft’s own sign-in page. The owner enters the password there, not in Trupeo, and approves the access shown by the email provider.
That access lets Trupeo:
- read and organize mail so the shared mailbox stays up to date in Trupeo;
- send mail from the connected address;
- identify the Microsoft account that was authorized and keep the connection active without a new sign-in every day;
- read and write the account’s contacts, so that from the connection on, the contacts your team added or kept, and their groups, are the same in Trupeo and in Google Contacts or Outlook, both ways.
For a mailbox connected before Trupeo asked for the contacts when connecting, its owner is invited to allow it at the top of the address book. It is also asked for the next time the mailbox is reconnected, by its owner or by a member, unless its owner stopped keeping the contacts up to date or chose “Not now” on that invitation. The owner of the mailbox can stop keeping the contacts up to date at any time. Stopping ends all reading and writing of the contacts, the contacts stay on both sides, and reconnecting the mailbox does not turn it back on. See The shared address book.
On Microsoft, the contacts come with the Contacts.ReadWrite permission,
together with the mailbox’s settings (MailboxSettings.ReadWrite), where Outlook
keeps its list of categories and their colors, since a contact group is an
Outlook category. See Outlook categories as labels.
An address shared with you or delegated to you from another Microsoft 365
account is shown these permissions on its first connection, but Trupeo does not
keep its contacts up to date.
On Google, Trupeo asks for two permissions when connecting. The first one reads, files and sends mail. It does not include deleting mail for good: “Delete” in Trupeo moves an email to the Gmail trash, and Gmail empties it on its own schedule. The second one reads and changes the account’s contacts. It can be left unticked: the mailbox connects anyway, the contacts are not kept up to date, and a reconnection does not ask again. The owner can turn it on later in the “Contacts” section of the mailbox’s settings.
The resulting connection token is stored in encrypted form. It can be revoked from the email provider account or removed by deleting the mailbox from Trupeo.
To see where that connection stands, open the “General” page of the mailbox’s settings: its “At a glance” part says whether it is connected and when the last email arrived, or since when it has been cut, with “Reconnect”. See Reconnect a paused mailbox.
For the exact Google screens and checks, see Connect a Gmail mailbox.
IMAP needs a connection secret
Email providers outside Google and Microsoft connect through IMAP for receiving and SMTP for sending. Their form asks for server details, a username, and a password because those protocols do not provide the same Google or Microsoft sign-in page.
Use an application password when your email provider offers one. It is dedicated to Trupeo and can be revoked without changing the mailbox’s normal password. Trupeo stores IMAP and SMTP usernames and passwords in encrypted form before they are saved, and never shows a saved password again, not even on the reconnection form.
Whether the connection to your email provider’s servers is itself encrypted depends on the email provider. Trupeo tells you: when it checks the connection, it warns you when a server does not encrypt the connection, and the “General” page of the mailbox’s settings shows, under “Encryption”, the state of incoming mail (IMAP) and outgoing mail (SMTP): “Encrypted”, “Not encrypted” or “Not checked yet”. Trupeo keeps the mailbox connected either way; your email provider can tell you whether an encrypted port is available. A Google or Microsoft mailbox always goes through HTTPS, so there is nothing to check.
The complete setup is in Connect an IMAP mailbox.
What is stored for the shared mailbox
Trupeo stores the mailbox address, the technical connection information, and the message data needed to provide the shared mailbox. Since 10 July 2026, Trupeo encrypts the full text and attachments of your messages before storing them, with a key for each mailbox. A message’s subject, its addresses and a short preview, and what your team writes in Trupeo, such as replies, forwards and team notes, are kept in the database, which Azure encrypts on its disks, without that extra layer. Attachments are kept in protected storage in France, as described in the privacy policy.
Trupeo does not copy your whole history up front. For the emails imported when the mailbox is connected, the full content of an email is only fetched from your email provider the first time someone opens it; new emails are fetched as they arrive.
Each member uses their own Trupeo account. Access to a shared mailbox comes from mailbox membership and role, so the team does not need to circulate one mailbox password for everyday work.
An owner can also limit a member to some scopes: that member then only sees the conversations filed in them. That separation only exists in Trupeo. Someone who knows the mailbox password and opens it directly at Google, Microsoft or your host sees everything, so do not give that password to someone you limit. On an IMAP mailbox, Trupeo does not reuse the saved password for them: if they reconnect the mailbox to other servers, they have to type it themselves.
Remove access or delete the mailbox
A mailbox owner deletes the mailbox from the “General” page of its settings, “Danger zone” section, with “Delete the mailbox…”. The “Delete the mailbox?” window says what Trupeo erases and what stays, then asks for the mailbox’s address to confirm. The mailbox record and its database data are removed, the subscription is canceled, email provider notifications are canceled when possible, and stored message bodies and attachments are queued for purge, along with any proof document sent for a reduced rate. The privacy policy explains the separate backup-retention period.
If you want a copy first, the same page has, for the owner, in its “Data” section, “Export this mailbox’s data”, with “Prepare the export”: conversations, emails with their sender, recipients, subject and date, team notes, the address book, the activity history and, on an IMAP mailbox, the labels Trupeo keeps and the conversations they are on. The file is prepared in the background and stays available for seven days. Tick “Include the content of the emails and the attachments Trupeo stores” to also get the email bodies and attachment files Trupeo keeps, and the drafts: the file is then much larger. The text of an email nobody has opened in Trupeo is not in it either way, since your email provider still holds it.
Once the mailbox’s stored files are purged, each of its owners receives an email certifying the deletion, with its date and the date by which the backups and previous file versions that still hold some of it are gone.
Deleting the Trupeo mailbox does not delete the original mailbox at Google, Microsoft, or the IMAP email provider.
Protect your own account
Access to the shared mailbox goes through each person’s Trupeo account, so that account deserves care too. In your account settings, “Security” page, you can turn on two-step verification and see your signed-in devices. See Your account. If you sign in with Google or Microsoft, two-step verification is set up with them.
What not to send to the Trupeo team
Never send us a mailbox password, application password, or email provider token. We do not need those secrets to investigate a connection problem. Send the mailbox address, the email provider name, and the exact error message instead.
The security page goes into more detail on how Trupeo handles a mailbox. To start safely, follow Connect your first mailbox. If something still looks wrong, contact us. A person reads every message.