Mail

Mail is Coline's unified email client for managing multiple email accounts in one place. Connect Gmail and Outlook accounts, compose and reply with AI assistance, search across all inboxes, and organize email with smart categorization.

Connecting accounts

Add email accounts from the Mail settings:

Gmail:

1. Click "Add Account" and select Gmail
2. Sign in with your Google account
3. Grant Coline permission to access your email

Outlook:

1. Click "Add Account" and select Outlook
2. Choose Personal (consumer) or Work (enterprise) account type
3. Sign in with your Microsoft account
4. Grant Coline permission to access your email

You can connect multiple accounts from each provider. Switch between accounts using the account selector in the Mail sidebar.

Inbox

The inbox shows your email threads with the most recent at the top.

Thread list:

• Sender name and avatar
• Subject line and message preview
• Timestamp
• Unread indicator (bold text, dot)
• Attachment indicator
• Star indicator

Click a thread to open it in the conversation view.

Account switching: Use the account dropdown to view emails from a specific account or all accounts combined.

Reading email

Click a thread to open the conversation view:

• Messages display in chronological order
• Expand or collapse individual messages
• View attachments with preview thumbnails
• Click attachments to download

Thread actions:

• Reply: Respond to the sender
• Reply All: Respond to all recipients
• Forward: Send to new recipients
• Star: Mark as important
• Archive: Remove from inbox without deleting
• Delete: Move to trash
• Mark unread: Return to unread state
• Labels: Apply custom labels for organization

Composing email

Click the compose button to write a new email:

1. Enter recipients in the To field (autocomplete suggests contacts)
2. Add Cc or Bcc recipients if needed
3. Enter a subject line
4. Write your message in the body
5. Attach files by clicking the attachment button or dragging files in
6. Click Send

Drafts: Emails save as drafts automatically. Access drafts from the Drafts folder in the sidebar.

AI drafting

Kairo helps you write emails faster:

Generate a draft:

1. Click the AI draft button in the compose window
2. Describe what you want to say (e.g., "follow up on last week's meeting")
3. Kairo generates a draft based on your description and the email context

Drafting options:

• Purpose: Reply, follow-up, meeting request, proposal, apology
• Tone: Professional, friendly, formal, casual, urgent, or auto-adapt to match the thread
• Length: Brief, medium, detailed, or auto-match to the original

Kairo analyzes your relationship with recipients and previous communication style to generate appropriate drafts.

AI email features

Beyond drafting, Kairo provides several email intelligence features:

Thread summarization:

• Get a quick summary of long email threads
• Extract key points, decisions, and action items
• See a breakdown of each participant's contributions

Email analysis:

• View statistics on your email volume
• See your top senders and recipients
• Analyze response time patterns
• Understand your email activity trends

Smart categorization:

• Automatically categorize emails: work, personal, finance, shopping, travel, support, news, social
• AI assigns priority scores to help you focus on what matters
• Batch categorize emails to organize your inbox

Smart batch management:

• Bulk archive, mark read, star, or label emails
• Smart filters protect important emails from accidental actions
• Process large backlogs efficiently

Search

Find emails across all connected accounts:

Basic search: Click the search icon or press / and type keywords.

Advanced filters:

• Sender/recipient: Filter by email address
• Date range: Today, yesterday, this week, last month, or custom dates
• Category: Work, personal, finance, etc.
• Priority: High, medium, low
• Has attachment: Find emails with files attached
• Unread only: Show only unread emails

Quick filters: Use preset filters for common searches:

• To Respond: Emails waiting for your reply
• FYI: Informational emails
• Meetings: Calendar invites and meeting-related emails
• Billing: Invoices and payment emails
• Promotions: Marketing emails

Search results show thread previews. Click to open the full thread.

Folders and labels

Organize emails with folders and labels:

System folders:

• Inbox
• Sent
• Drafts
• Archive
• Spam
• Trash

Custom labels: Create labels to categorize emails by project, client, or any system you prefer. Apply labels from the thread actions menu.

Sync

Mail syncs automatically in the background:

• New emails appear within seconds of arriving
• Sent emails sync back to your email provider
• Actions (archive, delete, star) sync bidirectionally

The sync indicator shows the last sync time. If sync encounters an error (expired token, connection issue), Mail displays an alert with steps to resolve it.

Multiple accounts

Manage several email accounts from one interface:

• Each account syncs independently
• Send from any connected account (select in the compose From field)
• Search across all accounts simultaneously
• View combined inbox or filter by account

Account health status shows connection state, last sync, and any issues requiring attention.

Keyboard shortcuts

Tips

• Use AI drafting for routine replies. Describe what you want to say and let Kairo handle the wording.
• Try thread summarization on long email chains to quickly understand the context without reading every message.
• Set up smart categorization to automatically sort incoming email and surface what needs attention.
• Search with filters to find emails faster. Combining sender, date, and keyword filters narrows results quickly.
• Archive liberally: Archiving keeps your inbox clean while preserving emails for search. Delete only what you truly do not need.
• Check account health if sync seems delayed. Expired tokens require re-authentication to restore sync.