gRDV Messages

Email should feel like a conversation — not a sequence of disconnected messages.

Email is presented as what it usually is: a conversation. Open a thread, see its history, focus on the message, and reply. The responsive WebApp brings the same focused experience to desktop and mobile.

In many teams, email signatures and formatting are maintained separately in Outlook, webmail, desktop clients, laptops, and mobile devices. Different versions are used, old contact details remain in circulation, and a reply can look different simply because it was sent from another device.

gRDV Messages solves that problem by making WordPress a consistent, focused home for business email. Every message sent through the plugin uses one centrally managed HTML template and signature. No local signature copies to maintain. No uncertainty about which logo, disclaimer, or contact details are current.

The result is one reliable visual identity for every authorized sender — while your existing email provider and mailboxes remain yours.

Connect one or more mailboxes, select the IMAP folders needed for daily work, send through the configured SMTP accounts and manage conversations across all authorized mailboxes.

IMAP sync requires the PHP IMAP extension on the server. Password and attachment encryption require the PHP OpenSSL extension. Sending uses WordPress mail handling with the SMTP account configured in the plugin.

What it helps you achieve

• Keep every team email visually consistent across senders and devices.
• Complete the initial mailbox, signature and design setup with a guided assistant.
• Manage one branded HTML template and signature centrally.
• Work in conversation threads instead of a fragmented traditional inbox.
• Give authorized WordPress users a responsive mobile WebApp without configuring another mail client.
• Keep using the IMAP and SMTP mailboxes you already own.
• Avoid a mandatory SaaS account, vendor-operated email platform, analytics, or external email service.

More capabilities

• Connect and manage multiple mailboxes with individual IMAP and SMTP settings.
• Assign WordPress users to authorized mailboxes for mobile access.
• Synchronize selected folders and perform supported move or delete operations on the configured IMAP server.
• Use near-live, focus-boost and burst synchronization while the web app is open.
• Select the primary mailbox and send new messages and replies through the selected SMTP account.
• Let each WebApp user save their preferred sending account for new emails.
• Keep incoming and outgoing messages grouped as conversations.
• Use one HTML reply template, a signature and brand styling.
• Use table-based email layouts and inline fonts for improved compatibility with classic Outlook. Email clients can still change formatting when displaying, replying to or forwarding messages.
• Use a separate follow-up signature for later replies in a conversation.
• Upload, receive and send attachments.
• Store attachments locally with authenticated encryption and random physical filenames.
• Filter conversations by mailbox and folder.
• Move messages between supported IMAP folders, move them to Trash or delete them permanently.
• Use a mobile web app for the inbox, conversations, new messages and replies.
• Keep account passwords encrypted with the WordPress authentication salts.
• Export or erase email-related local records through the WordPress privacy tools.
• Optionally delete local message copies and encrypted attachments after a configurable period.

Optional Pro add-on

Your familiar mail app. One consistent business identity.

With gRDV Messages Pro and its self-hosted SMTP companion, your team can keep using its familiar, compatible mail app on desktop and mobile. Messages applies your centrally managed email template and signature before delivery. The mail app must support a custom outgoing SMTP server with TLS on port 465 and separate credentials. Set up the outgoing connection once, then keep working in the mail app you already use.

Update a logo, contact detail or signature centrally and use it for subsequent messages sent through Messages — from the WebApp or a connected mail app. Your team keeps its preferred workflow, and your business keeps a consistent appearance across configured devices.

What Pro adds to your daily workflow:

• Consistent outgoing email from connected mail apps, with central templates and signatures.
• Integrated Pro Server administration with separate device credentials and optional IMAP IDLE LiveSync.
• A private status link in the final Sent copy, valid for seven days when DSN requests are enabled, so you can check available status signals without opening the WebApp.
• Web Push notifications, synchronized app-icon badges and scheduled sending.
• Multiple template profiles for different mailboxes and communication needs.
• Message-specific reply recipients, separate forwarding, follow-up views and additional WebApp designs.
• Optional consent-based opening tracking and configuration export and import.

The Pro Server settings are included in Messages Pro. External mail-app sending requires the separately installed companion on a supported Linux server with TLS. Final delivery uses your existing mailbox provider; sender authorization and SPF, DKIM and DMARC configuration remain with that provider. Delivery and opening signals depend on the provider and recipient software. Anyone holding a private status link can view its limited status information until it expires.

Want centrally branded email from the mail apps your team already uses? Explore gRDV Messages Pro and see all features.

gRDV Messages remains fully functional on its own. Pro requires the Free plugin and an active Pro license.

Privacy

gRDV Messages stores email content and mailbox data in your WordPress installation. Depending on how you use the plugin, this can include sender and recipient addresses, subject lines, message bodies, headers, timestamps and attachments.

The plugin connects to the IMAP and SMTP servers configured by the site administrator. It does not create an account with gR DV, does not send email content to gR DV and does not contact a service operated by gR DV.

gRDV Messages does not create separate records of visitor request IP addresses or browser user-agent strings. Email headers stored as part of a message can still contain routing information added by the participating mail servers.

The site operator selects the mailboxes and folders to synchronize and is responsible for having a lawful basis, granting access only to authorized users, defining an appropriate retention period, handling data-subject requests and configuring backups consistently with those obligations. The plugin registers exporters and erasers with the WordPress privacy tools. Optional time-based cleanup deletes local message copies and their local encrypted attachments in bounded batches; it does not delete the authoritative copy on the IMAP server or copies in backups. The IMAP provider’s retention must therefore be aligned to prevent old messages from being synchronized again. Disabling folder synchronization starts deletion of local data that is no longer referenced by any enabled folder. WordPress Cron or the documented external cron URL should run reliably until cleanup has completed.

External services

gRDV Messages connects to the IMAP and SMTP servers configured by the site administrator. These connections are required to retrieve and send email. Depending on the mail provider, the transferred data can include mailbox credentials, sender and recipient addresses, headers, message content and attachments. The applicable terms and privacy policy are those of the mail provider selected by the site administrator.

The optional external cron URL is an endpoint on the same WordPress installation. Calling it does not contact gR DV or another service operated by the plugin author.