Email sync

Where to use email sync

Open a project in Mailink, then go to Project Settings and find Historical Email Sync.

Email sync is available when the project is connected to Microsoft. Without a Microsoft connection, sync controls are disabled.

Date range and folder selection

Before you start, choose a Start Date, End Date, and a Mail Folder.

• Date range controls which emails are scanned.
• You can choose a specific folder (for example Inbox or Sent Items) or select All Folders.

All Folders and exclusions

When you choose All Folders, Mailink scans across mailbox folders but skips excluded system folders.

Excluded folders include Drafts, Junk Email, Deleted Items, Archive, and related system folders.

How emails are processed

• Mailink creates tasks for emails that do not already have an existing email-to-task mapping.
• If an email has already been mapped, Mailink updates the existing mapped task instead of creating a duplicate.
• Emails from the same conversation are grouped into one task, and the latest message in that thread is used for the task description update.

Reading sync status and results

During sync, you can see statuses such as Starting, Fetching, Processing, and Syncing.

When complete, Mailink shows a summary including:

• Total and processed emails
• Tasks created
• Tasks updated
• Errors (if any)

Performance limits and tips

To prevent timeouts, historical sync processes up to 200 emails per run.

• For large mailboxes, sync in smaller date windows.
• If needed, select specific folders instead of All Folders to narrow each run.
• Use sync history to confirm what was processed before starting the next run.

Important notes

• Only project admins can start sync.
• A sync cannot be started while another sync is still active.
• For more help, return to the Help home.