HELP

Help & documentation

Short, focused guides on the topics that come up most. Click a card to expand. If the answer is not here, the contact link at the bottom reaches a human.

Help Troubleshooting

🚀

Getting started

~3 minutes from signup to first classified email.

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Sign up with Google or Microsoft SSO — no password to create.
Connect your Gmail or Outlook mailbox via the OAuth button.
Within 30 seconds, SmartEmails classifies your recent messages and the first folders appear in your inbox.
Give it 24h to learn from your corrections before judging accuracy — the AI calibrates from your reclassifications.

📧

Connecting Gmail

OAuth flow, scopes, how to disconnect.

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Click Connect Gmail on the signup page and approve the Google OAuth prompt.
Scopes requested: read messages, manage labels, create drafts. We do NOT ask for send permission.
Google issues a revocable access token — your password never reaches us.
To disconnect: Settings → Mail → Disconnect, or revoke from your Google Account → Security → Third-party apps.

📨

Connecting Outlook

Outlook.com personal and Outlook 365 business.

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Works with Outlook.com personal accounts and with Outlook 365 business accounts.
Scopes requested via Microsoft Graph: Mail.ReadWrite (needed to apply folders and drafts).
For Outlook 365 business accounts, your IT admin may need to pre-approve SmartEmails — app ID on request.
Disconnect at Settings → Mail → Disconnect, or revoke at myapps.microsoft.com.

🏷️

Understanding categories

To Do, Meeting, Follow Up, Waiting For, Info, Newsletter, Archive.

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To Do — needs your action (a reply to write, a task to do).
Meeting — invites, agenda items, meeting follow-ups.
Follow Up — emails you sent that deserve tracking.
Waiting For — replies you are expecting from someone.
Info — informational, no action needed.
Newsletter — digests and content you may want to read later.
Archive — automatic confirmations, receipts, already-handled matters.
To correct: click the category badge on any email (browser extension or dashboard) and pick the right one — the AI learns from your feedback.
Custom categories — you can create your own (Settings → Custom categories). Give each a name, a color, and a few keywords so the AI can auto-classify matching emails.
What stays in your inbox — by default, only To Do stays visible in your inbox after classification; the rest moves to labeled folders. In Settings, you can decide which other categories also stay visible in your inbox.

🧩

The browser extension

Works on Chrome and Microsoft Edge.

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Install from the Chrome Web Store or the Microsoft Edge Add-ons store.
Once installed and logged in, a small colored badge shows the category next to each email in Gmail / Outlook web.
Click the badge to reclassify in one click, or use the calendar-slot action to block time on an email later.
The extension talks only to our API and to mail.google.com / outlook.office.com — no third-party analytics.

📅

Calendar & sidebar actions

Block time, schedule meetings, thread summaries, morning briefings.

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🔒 Block time — on any email, open the extension menu → Block time to create a calendar event and handle the email later. Pick a duration (15/30/60 min) and a slot; SmartEmails places it on your next free window.
👥 Schedule meeting — on an email from a contact, open the menu → Schedule meeting to create a calendar invite with the sender, including a Zoom, Teams or Meet link if you have connected one.
📄 Thread summary — available on any thread with 2 or more messages. The extension shows a TL;DR plus the action items the AI detected. Useful when you join a thread late.
☀️ Morning briefing — every morning, a daily digest is available in the sidebar: what needs action today, who you are waiting on, upcoming meetings. Never miss a priority.

✍️

AI draft replies

Generated automatically when you open an email that needs one.

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When you open an email classified as To Do, Meeting, Follow Up or Delegate, a reply draft is already prepared. Check your Gmail or Outlook drafts folder — it is there, ready to review.
The draft matches the language, greeting style and tone of the incoming email. You do not have to click anything to generate it.
If you have a signature set in Gmail / Outlook, toggle "I already have a signature" in Settings → AI signature so the AI stops before the sign-off and avoids duplicates.
The AI uses your templates when one fits the incoming email — see the Reply templates topic.

📋

Reply templates

Pre-written responses the AI uses as a base when context matches.

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Create reusable templates in Dashboard → Templates. Give each a name, trigger keywords, and a body.
Placeholders the AI fills automatically: {first_name}, {my_name}, {my_email}, {calendar_link}, {date}.
When an incoming email matches the trigger keywords, the AI uses the template as the base of the draft, then adapts it to the actual context.
Useful for repetitive cases — demo confirmations, meeting logistics, standard follow-ups.

⭐

VIP contacts

Never let important senders fall into low priority.

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Mark contacts as VIP in Settings → VIP Contacts.
Emails from VIPs get a ⭐ badge and are never classified as Info, Newsletter or Archive — they always surface at the top of your priority view.
Use it for your biggest customers, key partners, direct manager, investors — anyone whose email must not be missed.

🧹

Newsletter cleanup & unsubscribe

Mass-unsubscribe and clean past newsletters in a few clicks.

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Newsletters are auto-detected and classified under Newsletter.
One-click unsubscribe: open a newsletter, click Unsubscribe in the extension. We trigger the list-unsubscribe header or the unsubscribe link.
Bulk cleanup: Dashboard → Cleanup → pick a sender → Clean. Past emails move to Trash, future ones auto-archive.
Reversible — you can un-clean a sender any time from the same page.

💳

Billing & subscription

Trial, plans, invoices, cancellation.

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7-day free trial, no credit card required.
After the trial: Pro at €29/month (4000 emails/month) or Premium at €58/month (10000 emails/month).
Change plan any time from Settings → Subscription. Invoices and VAT information are on the same page.
You can cancel at any time. The cancellation takes effect at the end of the current billing period — no pro-rata refund.

🔐

Privacy & data rights

GDPR rights, data export, account deletion.

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You can access, export, rectify or delete your data at any time.
Most actions are exercisable directly in the app: Settings → Account → Export data / Delete account.
For specific GDPR requests, email privacy@smartemails.ai — response within 30 days as required.
Full policy at /security. Data Processing Agreement at /dpa.

🎁

Referrals

Invite friends, get a free month.

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Every user has a unique referral code — find it in Dashboard → Referrals.
As soon as your referee subscribes and pays their first invoice, both of you get one month free. The credit is applied on the second-month invoice, at the same time for referrer and referee.
Limited to 3 successful referrals in total.

Not finding what you need?

Write to support@smartemails.ai — we answer within one business day, usually faster. Questions that come in three times end up turning into a new help topic, so you are helping us improve this page too.