Where to find it

Email Settings lives at Settings → Email (or click the gear icon at the bottom of the email sidebar). It scopes to the currently selected mailbox — so if you've connected a personal account and have access to one or more shared mailboxes, the settings always reflect whichever mailbox is active in the email page.

The page is laid out as a stack of cards. The top card always shows your Email Sync status — how far back history syncs, plus a banner if a token error needs attention. Below that:

• Email signature — toggle on/off, edit with rich text or HTML
• Outlook category sync (experimental) — sync CRM contact categories to Outlook (Outlook only)
• Account info — connected address, provider, sync status, email count
• Sync now — force an immediate sync instead of waiting for the next automatic update
• Reconnect Email — re-authorize your provider connection to fix sync issues
• Disconnect — remove your email connection. Your synced emails are deleted from Aggrandize, but contacts created from this mailbox stay in the org's shared directory

Email signature

Your signature is automatically appended to every new message and reply you send from Aggrandize. Manage it in Settings → Email — toggle Enable signature on.

Once a signature is saved, the settings page shows it exactly as recipients will see it — a rendered preview, not raw code. Editing is explicit: click Edit signature for the visual editor, or Edit HTML for source mode.

The fastest way to a professional signature is to ask the assistant. It can read your recent sent mail, find the signature you already use in Outlook or Gmail, and recreate it — logo, brand colors, layout and all. See Email signatures with the assistant.

Visual editor and HTML source

The visual editor covers the basics — bold, italic, underline, lists, and links. For designed signatures (logo, branded layout, social icons), click Edit HTML to paste HTML directly, with a live preview underneath:

<p><strong>Devon Walsh</strong></p>
<p>Principal · Northwind Architects</p>
<p>(303) 555-0188 · devon@northwindarch.example</p>

If your saved signature uses rich layout (tables, images), Aggrandize protects it: the visual editor — which can't represent those structures — is set aside for that signature, and edits open in HTML source instead. This prevents a quick visual tweak from silently breaking a designed signature.

Safety and conflict protection

• What you see is what's saved. Signatures are cleaned to email-safe HTML on save — scripts, forms, and hidden content are removed, and the preview always shows the final result.
• Remote images ask first. Previews don't load images from the internet until you click Show remote images, which lists exactly which sites the images come from.
• No silent overwrites. If your signature changes somewhere else while you're editing (another tab, or the assistant), saving shows a notice instead of overwriting — click Load the latest version to review.

Tips for signatures:

• Host images on the web (your company site or CDN) and reference them by https:// URL. Embedded/base64 images aren't supported — they bloat messages and most mail clients won't display them anyway.
• Design text-first: many mail clients block remote images by default, so your name and details should never live only inside an image.
• Test by composing a draft to yourself before relying on the signature for real client communication.

Outlook category sync

Experimental feature. Outlook category sync is in active development and behavior may change. We recommend trying it on a non-critical mailbox first. If you run into issues — incorrect categories applied, sync delays, or category creation failures — toggle the feature off in Settings → Email and let us know at support@aggrandizelabs.com.

If you use Outlook, Aggrandize can sync CRM contact categories (Client, Lead, Subcontractor, etc.) back to your Outlook account so the same labels show up on emails in your inbox.

1. Open Settings → Email
2. Under Outlook Integration, toggle Sync contact categories to Outlook on
3. The first time you enable it, Aggrandize creates the CRM category set in your Outlook account (you'll see a one-shot "Created N categories" confirmation)
4. From then on, classifying a contact in Aggrandize applies the category to all emails to/from that contact in Outlook automatically

Toggle the setting off any time. Existing category labels in Outlook are not removed; only the ongoing sync stops.

Reconnecting your mailbox

Sometimes an email connection degrades without fully breaking — new mail stops arriving automatically, or your provider expires the authorization after a password change or security policy update. The fix is almost always the same: re-authorize the connection.

The Reconnect Email section in Settings → Email is always available — you don't have to wait for an error to use it. Click Reconnect, approve the provider prompt (Google or Microsoft 365), and sync resumes. Your synced email is kept — reconnecting only refreshes the authorization, never your data.

You can reach the same action from the email sidebar: open the ⋯ menu next to your account and choose Reconnect.

When Aggrandize detects the connection is actually dead (an expired or revoked authorization), it won't wait for you to find this page — the Email page itself is replaced with a Reconnection Required notice and a Reconnect Account button. See Inbox → When your mailbox needs attention.

Troubleshooting

Emails not syncing: Check Email Settings for errors, and use Reconnect — it resolves most sync problems, including new mail silently not arriving. If a token error is shown, the Reconnect Account button in the error banner does the same thing.

Drafts not appearing: Look in the Drafts folder. Auto-saved drafts are stored in your email provider's Drafts folder.

Remote images not loading: Images are blocked by default for privacy. Click the banner at the top of the email to load them.

Categories not appearing in Outlook: Make sure the Outlook category sync toggle is on and the one-time setup ran without errors. Newly-classified contacts can take a moment to reflect in Outlook.

Need help? Contact support@aggrandizelabs.com.