Connecting Microsoft 365 or Google Workspace discovers your mailboxes but doesn't sync anything yet. Syncing is opt-in per mailbox, controlled by firm admins from the Mailboxes card,, so you can bring in the fee-earners' mailboxes and leave, say, a director's personal mailbox out. A separate switch controls whether a synced mailbox is visible to the whole team or stays private to its owner. Mailboxes from both providers are managed from the same card once connected.
Go to Settings, choose Channels, and open the Mail tab.
Find the Mailboxes card. Its description reads: Turn on the mailboxes to sync into Nagaris Mail, off by default. Share the ones the whole team works from; the rest stay private to their own user. Share the ones the whole team works from, and name who sees the rest.
Each row shows the mailbox's display name and email address, alongside a Sync Sync switch, ad Shararedd switch. and a Seen By cAtrol. Turn Sync on You badge marks the mailbox that matches your own sign-in address.
Only admins can change these controls; for everyone else they're visible but disabled. The card title shows a running tally of what's on, for example Mailboxes - 2/5.
Turning the Sync switch off stops new mail syncing from that mailbox; it doesn't delete what has already been synced. Turning it back on resumes syncing. The Shared switch only matters for a mailbox that's syncing, so it's disabled until Sync is on.
By default a synced mailbox is private: it only shows up in the Mail app for the one staff member whose sign-in address matches it. Turn on Shared to make it visible to everyone in the Mail app instead, under the Shared group in the filter rail.
Share a mailbox when several people need to work from it, such as a team or reception inbox. Leave it unshared for something personal, like an individual's own Microsoft 365 mailbox, that shouldn't be browsable by colleagues.
A mailbox that is syncing but neither shared nor matched to any staff member's sign-in address is invisible to everyone in the Mail app. The row for that mailbox shows a warning: Nobody sees this in Mail - share it to make it visible. Turn on Shared to fix this.
Once a mailbox is syncing, two more controls decide who can work in it (compose, reply and file, as opposed to browsing what's already there):
Shared: turn this on to give every team member access to the mailbox, for example a firm-wide info@ or admin@ address.
Seen By: for a mailbox that isn't shared, click the control to open a picker and name the specific team members who should see it, for example the fee-earner it belongs to, or a few people covering for them. Add or remove people at any time; it summarises as a dash, a single name or a count like 3 People.
Turning Shared on makes the Seen By picker read Everyone and disables it, since naming individuals has no effect once the whole team already has access. Turn Shared off to choose people again.
A newly discovered mailbox is seeded with the person it was found to belong to, so it doesn't start invisible to everyone. An admin can add or remove people from there.
Your tenant or domain changes over time: staff join, leave, and shared mailboxes get created. Nagaris re-checks it in two ways:
Automatically, once, when an admin opens the Mail tab, so the list usually already reflects recent changes.
Manually, via the refresh button in the corner of the Mailboxes card. After a refresh you'll see either Mailboxes are up to date. or a message like Found 2 new mailboxes (off by default).
Newly discovered mailboxes are always added switched off, so nothing starts syncing without an admin deliberately turning it on. If the refresh fails you'll see Couldn't refresh mailboxes. Please try again.
If neither provider is connected yet, the card reads Connect Microsoft 365 to choose which mailboxes to sync and No mailboxes yet, connect Microsoft 365 first.
If the tenant or domain genuinely has nothing to show, you'll see No mailboxes found for this tenant.
Once a mailbox is on, its threads flow into the Mail page, but only for the people who can see that mailbox: its owner, and anyone else once it's shared to browse and search, regardless of the Shared and Seen By settings, which govern who can act on a mailbox rather than who can read it. The filter rail lists a user's own mailbox under Your mailbox and any shared ones under Shared, each with a thread count, so anyone can narrow the view to a single mailbox, whether it came from Microsoft 365 or Google Workspace. Client and client group matching, unread tracking and search all apply to every synced mailbox regardless of sharing.
The client, contact and client group pages are the exception: their Mail tab shows a record's whole correspondence history across every synced mailbox, since that history belongs to the firm rather than to whoever's mailbox it landed in.
A mailbox that's switched on can still stop bringing mail in, most often because its Microsoft 365 licence has lapsed, the mailbox was deleted, or it turns out to be hosted on-premise rather than in the cloud. When that happens, anyone viewing that mailbox on the Mail page sees a notice above the thread list explaining why, along with when it last synced. There's nothing to fix from the Mailboxes card in this case: the fix lives in Microsoft 365, and Nagaris resumes syncing on its own once the mailbox is licensed and reachable again.
Sync begins from the point a mailbox is enabled; give it a little time before expecting a full thread list.
Disconnecting a provider (from its card on the Mail tab) overrides all its switches and stops every one of its mailboxes syncing, while keeping already-synced mail available. Disconnecting one provider doesn't affect the other.
