Emails in Odoo are not a simple matter. Many of you found this fact already out during their settings. However, for those who are preparing for this, we would like to point out a few good tips and advice how to proceed and to tell you how actually Odoo mailing works.
Odoo Is Not an E-mail Client
This formulation should be the title no. 1. It is the most basic and the most important information you should take with you from this article. Odoo mailing will not replace e-mail clients such as Outlook or Mozilla Thunderbird, but it helps you to send offers, orders or invoices from the system.
It looks like that we shot all bullets of information right at the beginning, but it isn´t so. It pays off to continue reading. Below, the general principle of how Odoo mailing works is written. E-mails are divided into outgoing and incoming mails and the following rules apply to them:
Everything you send is being sent from the united SMTP server (outgoing e-mail server), that sends the message to the recipient. The name of the used, that send the e-mail, is being used as the sender email. You have two possibilities of Reply_to parameter usage:
a) „Reply to“ is marked as a collecting email. In Odoo has the format email@example.com after installation.
If a customer answers the email then an answer arrives on this collecting e-mail. This way, a box with this name has to exist on the email server.
If the e-mail does not exist on the e-mail domain – the message returns as undeliverable!
If the email exists, you can map it as a server of incoming post IMAP and those messages download back into Odoo. Odoo recognizes, according to the e-mail signs, under which section it has to be assigned – respectively, from where the original e-mail was sent.
If there are set some action after the delivery in the system, so they will run through and create new records. For example: for email firstname.lastname@example.org is possible to create a ticket in the helpdesk etc.
b) „Reply_to“, a direct e-mail message of a user is set. This happens when you turn off the catchall function. E-mails return to the user boxed right on the e-mail server.
In the case e-mail cannot be found in Odoo – they don´t have a way how to get there. The way how to synchronize them in Odoo inbox is through the mapping of the incoming box on the box of the given Odoo user.
E-mail addresses for the incoming post can be set for the post downloading (we recommend only IMAP) and then they:
a) Can be devised under individual sections after their delivery on collecting e-mail;
b) can follow the set rules – that means the reception rules but they are not a trivial matter and require really careful settings for the right functioning (they are mostly used in combination with for example the name of a project or as an e-mail for helpdesk tickets etc.) For example email@example.com or firstname.lastname@example.org;
c) can use it during mapping of personal mailboxes such as IMAP, the mails are divided directly into Inboxes of given users as personal notifications.
CTTO Ref: https://odoois.com/blog/technical-blog-3/post/odoo-mailing-33