Email setup is one of the more technical parts of Aamu.app because it touches domains, DNS records, mailboxes, and project settings. The good news is that the flow is understandable once you separate it into three layers: the team owns the email domain, the project chooses which domain it uses, and each user configures their own mailbox.
The same domain setup is also useful for Helpdesk, because Helpdesk email tickets need a configured email route too. If you plan to use both Emails and Helpdesk, set up the email domain carefully once and reuse it where needed.
The setup flow
The high-level flow is:
Add an email domain in Team settings.
Choose whether Aamu handles the mail server side or whether you use a third-party IMAP/SMTP server.
Add the required DNS records at your domain provider.
Verify the domain in Aamu.
Attach the verified domain to a project.
Let users create their project mailbox.
Start sending and receiving email from Aamu.
The details matter, but this is the shape of the process.
Email domains
An email domain is configured at the team level. A domain can then be attached to a project that needs email. In practice, this means your team first proves that it controls the domain, and then projects can use it for mailboxes and email workflows.
One project can use one email domain for project email. Within that project, each user can have their own mailbox on that domain. Those mailboxes are personal: other users do not automatically see another user's personal email account, messages, or contacts.
To add a domain, open the profile or team menu, go to Team settings, and find Email domains. Add the domain you want to use.
Aamu mail server or third-party mail server?
When adding the domain, Aamu can support different mail setups.
Aamu.app mail server: Aamu provides the mail server side for the domain. You add the DNS records Aamu gives you, verify the domain, and create mailboxes in Aamu.
Third-party IMAP/SMTP server: you keep the mailbox with another provider and connect Aamu to it with IMAP for receiving and SMTP for sending.
The Aamu-hosted option is usually the simpler all-in-one route. The third-party option is useful when you already have mailboxes elsewhere and want Aamu to work with that existing setup.
DNS verification
After adding the domain, Aamu shows the DNS records you need to add at your DNS provider. That provider might be Cloudflare, your domain registrar, your hosting provider, or another DNS service.
The exact records shown in Aamu are the source of truth. Copy them carefully. Email domain setup commonly includes records for things like receiving mail and proving that Aamu is allowed to send mail for the domain. Depending on the setup, these may include MX, SPF, DKIM, or verification records.
DNS changes may take time to propagate. If verification does not succeed immediately, check for typos first, then wait a little and try again. It is normal for DNS to take some time.
Attach the domain to a project
After the domain is verified, attach it to the project where you want to use email. Open the project settings and go to the Email settings for that project. Select the verified domain.
This step matters because the team may have more than one project, and each project may use a different email domain or mailbox setup. Attaching the domain tells Aamu which domain this project should use for Emails and related workflows.
Create user mailboxes
Once the project has an email domain, users can create their project mailbox. Go to the Emails section, select the project, and open Email settings.
Each user chooses their email address and display name for that project. For example, one user might use ilkkah@example.com, while another uses support-person@example.com. The available address depends on the configured domain and mailbox setup.
Users can also configure personal email details such as a footer or tabs. Tabs work like folders or views for organizing messages.
How Emails and Helpdesk relate
Aamu Emails and Aamu Helpdesk are separate workflows, but they can depend on the same email domain foundation.
Use Emails when users need personal or project email inside Aamu. Use Helpdesk when incoming messages should become support tickets that the team can handle together. If you are setting up Helpdesk email later, this email domain setup is the groundwork.
The main distinction is privacy and workflow:
Personal project mailboxes belong to users.
Helpdesk mailboxes are used for shared support workflows.
Both need correct domain and mailbox configuration.
Testing the setup
After creating a mailbox, test both directions.
Send an email from Aamu to an outside address you control.
Reply from that outside address.
Confirm that the incoming reply appears in Aamu.
Check whether the sender, display name, and footer look correct.
If sending works but receiving does not, check the receiving-side DNS and IMAP settings. If receiving works but sending does not, check the sending-side DNS and SMTP settings. If neither works, start with domain verification and project attachment.
Troubleshooting checklist
If email setup gets stuck, check these:
The domain is added in Team settings.
All DNS records shown by Aamu have been added exactly.
DNS changes have had time to propagate.
The domain verifies successfully in Aamu.
The verified domain is attached to the correct project.
The user has created a mailbox in the Emails settings for that project.
For third-party mail servers, IMAP and SMTP host, port, username, and password settings are correct.
The mailbox address and display name are set as expected.
Done
After the domain is verified, attached to the project, and the user mailbox is created, you can send and receive email in Aamu.app.
The practical benefit is that email no longer lives apart from the team's work. Messages can be connected to tasks, contacts, customer workflows, Helpdesk setup, and the rest of the Aamu workspace.