By default, Odoo sends emails from the account of the logged-in user. Handy, until that colleague heads off to France for three weeks and a customer replies to their quote at exactly that moment. The reply lands in one personal mailbox, nobody sees it, and a week later the customer calls, mildly irritated. The solution: centralised emailing via a team address, so every reply ends up on the right record in Odoo — visible to the whole team.
E-mailalias instellen
Go to Settings → Technical → Email → Aliases (activate developer mode first). Create an alias such as sales@yourcompany.nl and link it to a model: crm.lead for leads, sale.order for orders, helpdesk.ticket for support. Every incoming email to that address is then automatically processed into a record — a new lead, a message on an existing order — without anyone having to forward it.
Outgoing mail server with From Filter
For outgoing mail, go to Settings → Technical → Outgoing Mail Servers and configure your mail provider's SMTP server. Set the From Filter field to your own domain. The effect: emails from sales@yourcompany.nl leave neatly via your server, while a stray personal@gmail.com is rejected. That keeps your sender domain consistent and prevents emails ending up in spam folders due to a mismatch between sender and server.
A separate address per team
In Helpdesk, Sales, CRM and Project you set a separate Email Alias per team, directly on the team form. For example, you might set it up like this:
- support@ → the helpdesk team: every email becomes a ticket.
- sales@ → the sales team: every email becomes a lead in the pipeline.
- accounts@ → accounting: vendor bills come in directly as draft bills.
Replies to every email sent are automatically linked as a chatter message to the right ticket or order. The whole history is in one place, not scattered across four mailboxes.
Cover absences with followers
Make sure every team has at least two followers. If the primary employee is on holiday, the other team members automatically receive a notification for every new reply. The email stays with the correct record and doesn't get lost in a personal mailbox guarded only by an out-of-office message.
Finally: a practical tip
Test the whole chain once from the outside: send an email from a private address to your alias, check that a record is created, reply to it from Odoo and see whether your reply lands neatly back in the chatter. Fifteen minutes' work, and you know for sure that nothing falls through the cracks. Need help with the SMTP settings or the per-team set-up? Contact DAADit Group — we'd be happy to set it up with you.
Questions about your Odoo implementation? Start the free Business Scan.
Start the Business Scan →By default, Odoo sends emails from the account of the logged-in user. Convenient, until that colleague leaves for three weeks in France and a customer replies to their quotation exactly then. The answer lands in one personal mailbox, nobody sees it, and after a week the customer calls, mildly irritated. The solution: email centrally through a team address, so every reply lands on the right record in Odoo — visible to the whole team.
Setting up an email alias
Go to Settings → Technical → Email → Aliases (activate developer mode first). Create an alias such as sales@yourcompany.com and link it to a model: crm.lead for leads, sale.order for orders, helpdesk.ticket for support. Every incoming email to that address is then processed automatically into a record — a new lead, a message on an existing order — without anyone having to forward anything.
Outgoing mail server with a From Filter
For outgoing mail, go to Settings → Technical → Outgoing Mail Servers and configure your mail provider's SMTP server. Set the From Filter field to your own domain. The effect: emails from sales@yourcompany.com leave neatly through your server, while a stray private@gmail.com is refused. That keeps your sender domain consistent and prevents emails from landing in spam folders because of a mismatch between sender and server.
A separate address per team
In Helpdesk, Sales, CRM and Projects you can set a separate Email Alias per team, directly on the team form. For example:
- support@ → the helpdesk team: every email becomes a ticket.
- sales@ → the sales team: every email becomes a lead in the pipeline.
- invoices@ → accounting: vendor bills arrive directly as draft invoices.
Replies to every sent email are automatically linked as a chatter message to the correct ticket or order. The entire history sits in one place, not scattered across four mailboxes.
Cover absences with followers
Make sure every team has at least two followers. When the primary employee is on holiday, the other team members automatically receive a notification for every new reply. The email stays with the correct record and does not get lost in a personal mailbox guarded only by an out-of-office message.
Finally: a practical tip
Test the whole chain once from the outside: send an email from a private address to your alias, check that a record is created, reply from Odoo and verify your reply lands back in the chatter. Fifteen minutes of work, and you know for certain nothing falls through the cracks. Need help with the SMTP settings or the per-team setup? Contact DAADit Group — we are happy to set it up with you.
Questions about your Odoo implementation? Take the free Business Scan.
Start the Business Scan →