MailCalm Customer Setup Guide

This guide walks through the first-time MailCalm setup wizard.

MailCalm opens in Test mode by default, so no emails will be forwarded, moved, marked or renamed until you deliberately turn Test mode off.

Before you begin

You will need:

• An active MailCalm licence key
• The correct MailCalm download for your Mac: Apple Silicon for M1, M2, M3, M4 or newer Macs, or Intel for older Intel Macs
• Access to Microsoft Entra
• Permission to create an app registration
• Access to the Outlook mailbox MailCalm will manage
• The names and email addresses of the people who should receive routed emails
• Send As permission for the signed-in Microsoft account if MailCalm will manage a shared mailbox

Step 1: Download and install MailCalm

Go to https://www.mailcalm.co/download.

Choose the version that matches your Mac:

• Apple Silicon for Macs with Apple M1, M2, M3, M4 or newer chips
• Intel for older Macs with an Intel processor

To check your Mac, open the Apple menu in the top-left of your screen and choose About This Mac.

Open the downloaded DMG file, then drag MailCalm to your Applications folder.

Step 2: Start setup

Open MailCalm.

The setup wizard will explain that MailCalm will:

• connect to Microsoft
• connect to the mailbox
• add the routing team
• open safely in Test mode

Click Next.

Step 3: Activate your licence

Paste the licence key supplied after subscribing.

Click Activate licence.

MailCalm will confirm:

• the company name
• the subscription plan
• the number of routing people included

You can add as many people as you like. Your plan only limits how many people can be Active or Available for routing at the same time. People set to Off do not count.

Step 4: Connect MailCalm to Microsoft Entra

Click Open Microsoft Entra.

In Microsoft Entra:

1. Open App registrations.
2. Click New registration.
3. Name the app MailCalm.
4. Choose the single-tenant account option.
5. Leave Redirect URI blank.
6. Click Register.
7. On the Overview page, copy:
   • Application (client) ID
   • Directory (tenant) ID
8. Open API permissions.
9. Click Add a permission.
10. Choose Microsoft Graph.
11. Choose Delegated permissions.
12. Add the permissions shown in the MailCalm wizard.
13. Grant admin consent.
14. Open Authentication.
15. Open the relevant settings area.
16. Set Allow public client flows to Yes.

Return to MailCalm and paste the Application ID and Directory ID into the wizard.

Step 5: Sign in to Microsoft

Click Open Microsoft sign-in.

MailCalm will display a code and open Microsoft’s secure device sign-in page.

Enter the code, sign in with the Microsoft account that has access to the selected mailbox, then return to MailCalm.

MailCalm will confirm the connected account.

Step 6: Choose the mailbox

Choose the mailbox MailCalm should manage.

This may be:

• your own mailbox
• a shared team mailbox
• another mailbox you are authorised to access

If the mailbox is not listed, enter its email address manually.

For a shared mailbox, the signed-in Microsoft account must have the required access permissions.

Step 7: Add routing people

Add each person who should receive routed emails.

For each person, enter:

• name
• email address
• whether they should be Active immediately

At least one person must be added before setup can continue.

Working hours, schedules and availability can be refined later in the main MailCalm app.

Step 8: Review routing settings

MailCalm starts in Test mode.

In Test mode, MailCalm shows what it would do without:

• forwarding emails
• moving emails
• marking emails
• renaming email subjects

Choose whether MailCalm should:

• move routed emails into the Allocated folder
• add an ownership label to the original email subject

These settings can be changed later.

Step 9: Finish setup

Review the summary showing:

• licence and plan
• selected mailbox
• number of routing people
• number currently Active

Click Finish.

MailCalm will then:

• save the configuration
• create the Allocated folder if that option is enabled
• confirm that it can access the mailbox
• test whether the signed-in account can send from the mailbox
• open the main MailCalm app in Test mode

Installing MailCalm on another Mac

You can install MailCalm on another Mac used by the same business, for example if you replace your computer or need a backup setup.

Use the same licence key and complete setup normally on the second Mac:

1. Download the correct version for that Mac.
2. Open MailCalm.
3. Enter the same licence key.
4. Sign in to Microsoft again.
5. Select the shared mailbox again.
6. Recreate or review the required settings.

For email safety, only one Mac can actively route the same shared inbox at a time. If MailCalm is already routing that shared inbox on another Mac, the second Mac will not start routing until the other one stops.

Do not copy hidden MailCalm app folders, Microsoft authentication files, token caches, runtime files, logs, router lock identifiers or activity history from one Mac to another. Treat the second Mac as a fresh setup.

Shared mailbox Send As permission

If MailCalm can read the mailbox but cannot send from it, grant the signed-in Microsoft account Send As permission for the shared mailbox in Microsoft 365 Admin Center.

Microsoft permission changes can sometimes take 5–30 minutes to apply.

After the permission has been added, sign in again and retry setup.

What to do next

Before turning Test mode off:

1. Review the People page.
2. Check names and email addresses.
3. Set working hours and schedules.
4. Review Sticky, Filter and Special rules.
5. Send harmless test emails.
6. Check the Activity panel.
7. Confirm the suggested routing is correct.
8. Turn Test mode off only when you are happy with the results.

For a full testing process, see How to test safely before going live.