In Xentral NextGen design: 
Settings > Set up your system > Email Accounts.
In classic design: Administration >System > Email accounts.
Apart from the primary email address that you can configure in Basic settings, you can create additional email addresses and settings in the Email Accounts module. You can use these email accounts for purposes such as sending correspondence, for the ticketing system, or archiving emails from employee accounts.
To create an additional email account :
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In NextGen design: In the Email Accounts window click +Add account.
In classic design: In the Email Accounts module click +New.
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In the Email Konto (email account) area enter the following information:
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Email address
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Verbinden mit - Select one of the displayed options, depending on your provider and configuration. If you want to learn more about the Microsoft OAuth authentication, check the Connecting Microsoft 365 email accounts with OAuth authentication to Xentral article.
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Name displayed
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Nur sichtbar für Mitarbeiter (only visible to employees) - Select employees that can view this email account. If you leave it blank, it will be visible to all Xentral users.
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You must configure the IMAP settings to receive and manage your emails from Xentral . The following IMAP options and settings are available:
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User name - Login credentials for this email account. Usually the email address or an account name.
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Internal description - Short description of the purpose of this email account.
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Password - Password of email account.
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IMAP server - IMAP server of the email address, depending on your provider.
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IMAP port - IMAP port of the email address, usually 143 (without encryption) or 993 (with encryption via SSL).
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Activate the dispatch folder - To enable this feature, select the Copy emails to the outgoing folder checkbox, enter the name of your sent folder in the IMAP sent folder field, and click Save.
Settings in this section are optional and you should enable them only if you want to send an email from Xentral . The corresponding SMTP settings are stored in Xentral in the same way as the IMAP settings. The email address, the user name, and the password are automatically taken from the settings in the Receive settings IMAP section.
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SMTP server - SMTP server of the email provider.
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SMTP port - SMTP port of the email provider, usually 25 (without encryption) or 465 (with encryption via SSL).
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SMTP SSL - Select either SSL or TLS.
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SMTP authentication - You can choose between Standard, Google OAuth, or OAuth account.
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Activate SMTP DEBUG - Select this check box to enable this functionality for the account.
You can set an additional email account in Xentral to act as your customer support account. To set up an email account as your customer support account, check the Setting up the ticketing system article.
In the Email archive section you can specify whether you want to archive emails for the specific email address and for how long. To enable the email archive for a specific email account, set the Selection drop-down menu to Archivierung aktivieren (active archive). In the Delete emails field you can specify the number of days after which Xentral deletes emails. If you set the value to 0, no emails will be deleted.
Note
When emails are deleted from the archive, they are only removed from Xentral . The emails still exist on the email account.
You can set an auto-responder for incoming emails in the auto responder section. The auto-responder sends a predefined email to customers who reach out to you. You can add variables for the subject {BETREFF} and ticket number {TICKET}. This is an example of an auto-respond email:
Note
To ensure automatic assignment of the follow-up emails in the ticketing system, you must add the # symbol in front of the {TICKET} variable in the subject.
You can create your own signature for each email address and project. If you don't specify the email address, Xentral assigns the signature that you defined in Basic settings. Apart from standard text you can also add images and HTML elements.
When it comes to adding images to your signature, there are certain limitations:
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You must use an image that is stored on an external server.
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You cannot use an image that is saved in Xentral
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You cannot use an image from Shopify, because the shop doesn't allow external integration.
To add an image to the signature:
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Go to Administration > System > Email accounts and open the email account you want to add your signature to.
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In the Own signature area click Source in the text editor and paste the image URL and the alt text into your signature.
<img src="url" alt="alternate text">
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Select the Activate check box.
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Click Save.
In Xentral it is possible to work with different email addresses for outgoing emails. After logging in with the SMTP account, for example muster.max@domain.de, you can use a different email address to send an email from. Some SMTP accounts allow sending with several different email sender addresses, others require that there is a separate SMTP account for each sender address. In the second case, a separate email account must be created for each email and separate SMTP settings must be maintained for each. In this case, an SMTP account must also be created in Xentral for each sending email address. The SMTP data must be entered separately for each account. Xentral will then automatically use the correct SMTP accounts when sending.