Odoo Gmail Integration: Using Your Personal Domain Without Inbox Chaos

If you're an Odoo user, you've probably asked yourself: "How can I send emails from Odoo and have the customer see it's from me (name@mycompany.com) and not a generic bot?" The technical answer is straightforward, but the strategy behind it is where many companies fail. A configuration mistake can lead to privacy issues, lost emails, or an inbox where messages mysteriously appear as "read".

1 Sending: Your Identity Comes First

For your quotes and invoices to go out with your signature and personal email, Odoo offers a robust solution: Google OAuth authentication.

Unlike old SMTP password configurations, OAuth lets you connect your Google Workspace account securely without sharing your actual password.

How does it work technically?

When configuring an Outgoing Mail Server with OAuth, Odoo uses a "FROM Filter". When you send an email, the system looks for a server matching your sender address.

• The result: Your customer receives the email directly from you@yourcompany.com, leveraging your domain's reputation and avoiding the Spam folder.

So far, so good. The problem arises when we want to manage replies.

2 The Trap of Personal "Incoming Servers"

It's tempting to think: "If I connected my outgoing, I'll connect my incoming too to have all my emails in Odoo". Be careful! This is the most common mistake.

Why shouldn't you connect your personal inbox directly?

1. The "Read" Problem: Odoo isn't a traditional email client. If you configure your personal account for Odoo to "pull" emails (via IMAP or POP), the system might download messages and mark them as read in your Gmail or even archive them. Imagine the frustration of opening your Gmail and not knowing what's new and what isn't.
2. Exposed Privacy: In Odoo, emails attach to the Chatter (the document wall). If you sync your entire inbox, a private HR email or confidential complaint could end up visible to any colleague with system access.
3. Loss of Power: Gmail (especially with integrated Gemini) is a superior management tool to Odoo's messaging view. By forcing work inside Odoo, you lose labels, smart filters, and Google's AI.

3 The Hybrid Strategy: Centralized vs. Individual

The correct way to work is to divide the strategy into two flows:

• For teams (sales@mycompany.com): Here we DO use full native integration. We want any email arriving at "Sales" to automatically create a CRM opportunity. It doesn't matter if it's marked as read in the original inbox, because the goal is for the team to manage it from Odoo.
• For individuals (yourname@mycompany.com): Here we need selectivity. You want to work in your Gmail and only send to Odoo those emails relevant to the business (a negotiation, a signed invoice, etc.).

4 The Solution: Connect Gmail Without Leaving Gmail

For personal accounts, Odoo recommends not using incoming servers, but using add-ons or extensions instead. The goal is for YOU to have control: you decide what gets saved in the CRM and what stays in your private domain.

Although Odoo offers a basic add-on, many users find that the workflow can be improved for those who live inside their Chrome browser and need agility.

Supercharge Your Workflow with Odoo Integration for Gmail

This is where our Chrome extension comes in, designed as a powerful alternative for demanding users. Unlike blind server synchronization, our extension allows you to:

• Keep Your Gmail Clean: Your emails remain yours. We don't alter your inbox's "unread" status.
• Selective Connection: Got an important email from a client? With a single click from your browser, send it to the corresponding record in Odoo.
• Instant Context: View Odoo data directly in your Gmail without constantly switching tabs.

Let Odoo manage company data and Gmail manage your personal communication, using our extension as the perfect bridge between both worlds.