# Organize Mail and Use Reusable Messages

Search and organize mail, manage reusable email content, verify delivery, and understand when to use workflows for an audience.

Reviewed 2026-09-02

## Organize mail

Use **Inbox**, **Import candidates**, **Imported**, **Sent**, **Drafts**, **Archive**, **Trash**, and **All mail** to find the intended message state. Search before moving a message, and open the full thread to confirm context.

Archive when the conversation should leave the inbox without being removed. Use **Trash** only after confirming the mailbox and thread. Reopen the destination view to verify the result.

## Create a reusable email template

Open the email composer from the intended client or workflow. Prepare the subject and body with approved reusable language. Use only supported merge fields and keep private case details out of the reusable master.

Choose **Save as Template**, give it a clear name, and reopen it from **Template** to confirm the subject, body, and available use. Use **Update Template** only when the master itself should change.

## Test and use a template

Select the template, review every inserted value, recipient, link, and attachment, then choose **Send test** when available. A test is separate from a client send and must be reviewed in its own destination.

Return to the client message, make any case-specific edits, and select **Send Email** only after final review. Confirm the message in **Sent** or the conversation.

## Prepare an email audience

Mail does not present a separate standalone campaign workspace. For an approved audience, use **Batch** or a **Schedule** workflow so the audience, exclusions, timing, template, and item history remain visible.

Preview representative messages, confirm consent and exclusions, and activate or run only after approval. Verify completed, skipped, and failed items in the owning workflow or batch history.

## Configure Mail

Open **Settings**, then **Mail**. Use **Mailboxes & Aliases**, **Privacy & Display**, **Connected Accounts**, **Domains & Readiness**, and **Import & Cutover** for the visible configuration they own.

Save one group at a time and reopen it. Then return to **Mail** and verify the affected mailbox, sender, privacy, or import state separately.

## Stop conditions

Stop if mailbox ownership, sender identity, recipient, attachment, merge value, audience consent, exclusion, or delivery status is uncertain.