Link your Microsoft 365 mailbox to Trans IT and handle your mail where the transport, the invoice or the tariff already is. Your planners read, reply and send without leaving the app, and everything stays in sync with Outlook.

Open directly:Mail and Company profile, tab Outlook.

The full mail conversation of a transport, invoice, credit note, purchase order or customer tariff, in one place. Everything you do here also happens in the mailbox itself: sent mail sits in Sent Items, read is read in Outlook too, and a moved mail is in the folder where you put it.

A shared order box is linked once for the company, not per employee. Your Microsoft administrator approves it one time. After that nothing expires and nobody has to sign in again.

Go to Company profile, tab Outlook and click Connect mailbox. Fill in the address you want to link, for example your shared order box.

You are sent to Microsoft. An administrator of your organisation signs in there and approves the permissions. That is the whole action, and you never give us a password. Trans IT tests the connection right away. When it works, you set who may see the mailbox and what it is used for.

A second or third mailbox is added without your administrator. The approval is already given, so the mailbox is linked immediately.

Only a key user sees the Outlook tab and can link mailboxes, unlink them and set who may read along. We grant that right, not you. It gives access to mailboxes, so we want it on record who holds that key.

Let us know who in your company may manage this and we set those people up as key user. Usually one or two people, for example the office manager and somebody from IT. When that changes, tell us and we adjust it together.

On a transport, invoice, credit note, purchase order and customer tariff there is a mailbox button with the number of linked mails. Click it to open the conversation.

You see the conversations with the newest on top, and the messages below them in order. Reply, reply to all and forward work like in Outlook, with the original mail kept underneath your answer. Attachments from an incoming mail are saved to the documents of the transport with one click.

Mail that leaves from Trans IT is linked to the right record automatically. For incoming mail without history you link it yourself, by transport number, invoice number, container number, customer or period. A colleague can follow the conversation of a transport even without access to the mailbox it was sent from. In that case reading is possible, replying is not.

Next to the record there is a full inbox with Inbox and Sent Items, conversation view, flags, move, archive, delete to Deleted Items, handling several mails at once, and search on sender, subject or a transport, invoice or order number.

Pictures and trackers from unknown senders are blocked until you allow them, so a sender does not learn when you opened the mail.

Per mailbox you set what it is used for: invoices, transport confirmations, orders to suppliers, and so on. Trans IT then picks the right sender by itself. Mail that leaves at night or automatically uses that mailbox too, because the connection belongs to the company and not to an employee. Your existing templates and signatures keep working.

You can add a file from your computer to any new mail or reply, up to 3 MB per file. On a transport you can also pick documents that are already there.

We never receive credentials of an employee. The access runs through an approval by your administrator in your own Microsoft environment, and it can be withdrawn at any moment. We identify ourselves with a certificate whose private key never leaves our environment.

We ask two permissions at Microsoft: read and write mail, and send mail. Nothing else. No calendar, no files, no user management. We only read Inbox and Sent Items, so drafts stay out of view.

Per mailbox you choose whether everybody in your company may read along or only the users you pick. Somebody who may not see the mailbox cannot send from it either.

Your administrator can stop us completely from the Microsoft Entra admin center, by switching off sign in for our application or by withdrawing the approval. Limiting us to specific mailboxes is also possible, in Exchange Online. Contact us for that and we send the exact steps and check the result together.

The current Outlook connection needs a new sign in every few weeks and breaks when somebody changes a password, leaves the company or turns on extra security. Microsoft is switching off that kind of connection step by step.

The new connection replaces it. When you see a notice that a mailbox still uses the old connection, link that same mailbox again with the new button. Your mail keeps going out during the switch. Once the new connection is in use you can remove the old one.

Do we still see everything in Outlook?
Yes. Everything runs through to the mailbox itself, so Outlook and Trans IT show the same picture.

Does every employee have to connect something?
No. You link the mailbox once for the company and then decide who may read along.

Does this work with a shared mailbox?
Yes, that is what it is made for. Distribution lists do not work, because those are not mailboxes.

Who does the customer see as sender?
The linked mailbox, for example [email protected]. Who sent the mail is visible in Trans IT and you can put it in your signature.

What if we stop?
Unlinking is always possible, with one click in Trans IT or by withdrawing the approval at Microsoft. From that moment we no longer read or send anything. Mail that is already linked to a transport or invoice stays in your file.