FAQ
Questions, answered
Everything you might want to know about Orbis Mail. Can't find your answer? Get in touch.
Getting started
- Do I get a new email address with Orbis Mail?
- No. Orbis Mail connects to the business email addresses you already have. You keep your domain, your provider and your existing mail.
- Which email providers work with Orbis Mail?
- Any provider that supports IMAP and SMTP, which is almost all of them. Ready-made settings are included for Google Workspace, Microsoft 365, 20i, IONOS, Fasthosts, OVHcloud and cPanel hosts.
- Does it work with Gmail and Microsoft 365?
- Gmail and Google Workspace work with an app password. Microsoft 365 business mailboxes work where your administrator allows IMAP and authenticated SMTP. Personal Outlook.com accounts aren't supported yet.
- Is there an app to install?
- No. Orbis Mail runs in your web browser on a computer, tablet or phone.
- Is it available to businesses that aren't Orbis customers?
- Orbis Mail is available by request. We're welcoming existing Orbis Digital customers first and opening it to other UK businesses as we grow. Request access and we'll be in touch.
- Will it integrate with Orbis CRM and Orbis Salon?
- Yes, both integrations are in development. They'll let you link emails to CRM records and see salon bookings next to client emails.
Business webmail
- Do I need to move my email to use Orbis Mail?
- No. Orbis Mail connects to your existing mailbox with IMAP and SMTP. Your email stays with your current provider, and Orbis Mail is the place you read and send it from.
- Will my phone still get my email?
- Yes. Because Orbis Mail works directly with your mail server, your phone and desktop email apps carry on working and stay in sync.
- Can I use Orbis Mail on a phone or tablet?
- Yes. Orbis Mail runs in the browser and adapts to smaller screens, so you can read and reply on a phone or tablet without installing anything.
Multiple mailboxes
- How many mailboxes can I connect?
- Starter covers a single mailbox. Business and Enterprise plans support several mailboxes per user and per organisation. Limits are agreed with each organisation.
- Can different people share the same mailbox?
- Each user connects the mailboxes they are allowed to use. For a shared address such as info@, several team members can connect it with the credentials your administrator provides.
- What if my provider is not in the list?
- Choose Custom and enter the IMAP and SMTP server names and ports from your provider. Almost every business email service supports them.
Email signatures
- Can I use my existing signature?
- Yes. Paste in the text or recreate it with the editor, then set it as your default.
- Will my signature look the same in Outlook and Gmail?
- Orbis Mail stores signatures as simple, widely supported HTML with a plain-text version, which gives the most consistent results across email apps.
- Can the business control what signatures say?
- Organisation settings hold the shared company details, so signatures stay consistent and up to date across the team.
Email templates
- Who can edit a shared template?
- Everyone in the organisation can use shared templates. Only the person who created a template or an administrator can edit or delete it.
- Can I include formatting in templates?
- Yes. Templates support formatted text, so greetings, paragraphs and lists come through cleanly.
- Are there templates included?
- You start with an empty library and add the replies your business actually sends. Our guides include ideas for common small-business templates.
Contacts
- Are contacts shared with my team?
- Contacts belong to your organisation's workspace in Orbis Mail. Your administrator controls who can access your workspace.
- Can I import my existing contacts?
- You can add contacts individually today. If you have a large list to bring across, contact us and we will help you import it.
- Will contacts link to Orbis CRM?
- Linking contacts and emails to Orbis CRM records is in development. It will be available to customers who use both products.
Calendar
- Does it sync with Google or Outlook calendars?
- Not yet. The Orbis Mail calendar is self-contained today. Calendar sync is on our roadmap.
- Can I use it for client appointments?
- Yes. Many businesses use it for appointments and reminders. Salons using Orbis Salon will be able to see bookings alongside email once that integration launches.
- Is the calendar included in every plan?
- Yes. Contacts and calendar are part of every Orbis Mail plan.
Team management
- Who manages my organisation's users?
- Your organisation administrator. Orbis Digital sets up your workspace and can help, but day-to-day user management is in your hands.
- What happens when someone leaves?
- Suspend or remove their Orbis Mail account and their access ends immediately. Remember to change any shared mailbox passwords they knew, too.
- Can one person belong to several organisations?
- Each Orbis Mail login belongs to one organisation, which keeps data cleanly separated.
Security
- Does Orbis Mail store my emails?
- Your messages stay on your mail server. Orbis Mail fetches them when you open a folder or message. It stores your settings, contacts, calendar, templates, signatures and any notes you add.
- Where is Orbis Mail hosted?
- Orbis Mail runs on servers managed by Orbis Digital and is served over HTTPS.
- Can Orbis Digital staff read my email?
- Access to customer data is limited to what is needed to provide support and is only used with your permission or where the law requires it. See our privacy policy for details.
Bring all your business email into one calm workspace
Keep your email provider, keep your address, and get a better way to work. Request access and we'll set you up.