Advanced Email Features

Power user features for email management in FanDesk — from scheduling and templates to keyboard shortcuts, bulk operations, and deep workflow integrations.

Scheduled Emails

Write now, send later:

1. Compose your email completely
2. Click the arrow next to the Send button
3. Select Schedule Send
4. Pick the date and time for delivery
5. Click Schedule

Managing Scheduled Emails

• Scheduled emails appear in Sent > Scheduled
• Click any scheduled email to edit the content or reschedule the delivery time
• Click Cancel to unschedule and return it to drafts

Useful for sending emails at the right time in the recipient's timezone, or queuing end-of-week updates on Friday but sending Monday morning.

Undo Send

Catch mistakes immediately after sending:

1. Click Send — an undo bar appears at the bottom of the screen for a few seconds
2. Click Undo within the window to cancel delivery
3. The email returns to the compose panel for editing

Configure the undo window duration in Settings > Mail:

• 5 seconds (minimal delay)
• 10 seconds (default)
• 30 seconds (maximum)

The undo window works by delaying actual delivery. After the window expires, the email is sent and cannot be recalled.

Read Receipts

Track whether recipients opened your email:

Enabling on a Per-Email Basis

1. Compose an email
2. Click Options (gear icon in the compose toolbar)
3. Enable Track Opens
4. Send the email normally

Viewing Open Status

In the Sent folder, tracked emails show:

• Opened — Recipient opened the email, with timestamp and count
• Not yet opened — No open event recorded yet

Note: Read receipts depend on the recipient's email client loading the tracking pixel (a small invisible image). Some clients block images by default, so open tracking is not 100% reliable. Do not make critical business decisions based solely on read receipt status.

Email Rules Automation

Email rules automatically process incoming emails the moment they arrive. Create rules once and let FanDesk handle your inbox organization.

See Split Inbox & Email Rules for the full rules reference.

Quick Summary of Rule Capabilities

Actions a rule can take:

• Set the email's inbox category (Important, Team, Updates, Newsletters, Other)
• Apply a Gmail label (syncs back to Gmail)
• Mark as read automatically
• Star the email automatically

Conditions a rule can match:

• From (sender email or domain): contains, equals, starts with, ends with
• To (recipient): contains, equals, starts with, ends with
• Subject: contains, equals, starts with, ends with

AI-suggested rules: FanDesk can analyze your inbox and suggest rules based on your patterns — accept with one click from the Rules panel.

Email Templates

Save frequently written emails as reusable templates:

Creating a Template

1. Compose an email with your standard content
2. Click Save as Template in the compose toolbar
3. Give the template a descriptive name
4. Click Save

Using a Template

1. Click Compose
2. Click Templates in the compose toolbar
3. Select a template from the list
4. The subject and body pre-fill with the template content
5. Customize for the specific recipient and send

Good for: weekly status updates, standard onboarding emails, support responses, follow-up sequences.

Bulk Operations

Process multiple emails at once:

1. Check the checkboxes next to emails in the list (or click the select-all checkbox to select everything on the current page)
2. Use the bulk action toolbar that appears:
   • Archive all — Remove from inbox without deleting
   • Delete all — Move to trash
   • Mark all as read — Clear unread counts
   • Mark all as unread — Re-flag for attention
   • Apply label to all — Add a Gmail label to all selected
   • Change category for all — Move all selected to a different inbox tab
3. Confirm the action when prompted

Bulk operations work across Gmail and IMAP accounts.

Keyboard Shortcuts

Work faster in your inbox without touching the mouse:

Shortcuts are active when focus is on the Mail panel (not in a text input).

Deep Workflow Integrations

Create Task from Email

Convert any email into a trackable task:

1. Open an email thread
2. Press T or click Create Task in the toolbar
3. Task title pre-fills with the email subject
4. Add project, priority, assignee, and due date
5. Click Create

The task stores a link back to the original email — click it from the task to see the full thread context.

Create Calendar Event from Email

Schedule a meeting from an email thread:

1. Open an email thread
2. Press M or click Schedule Meeting
3. Event title pre-fills as "Meeting: [subject]"
4. Sender is automatically added as an attendee
5. Set date, time, and any additional details
6. Click Create Event

The event is created in Google Calendar and the sender receives a calendar invite.

Link Email to a Pulse Call

Start a Pulse (video/audio call) directly from an email thread:

1. Open an email thread
2. Click Start Pulse from Email
3. Participants from the email thread are suggested as attendees
4. A Pulse is started and a join link can be shared in the thread

After the Pulse ends, the transcript and AI summary are linked back to the email thread for context continuity.

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