Your mail.
Your AI.
The how-to.

01 / GET SETTLED

Get started

Mailrooom connects existing email accounts to compatible AI assistants through MCP. The browser gives you a read-only inbox, controls for assistant access, and a place to approve exact drafts. Your email provider continues hosting your mailbox.

1. Create your Mailrooom login. Open Create an account, enter your name, email and a password of at least 12 characters, then follow the verification link sent to your email. Your Mailrooom password is separate from the credentials for any connected mailbox.
2. Secure your account. Add a passkey or enable email two-factor authentication in Account. Keep recovery codes somewhere private.
3. Add a mailbox. In Connections, enter your provider's secure IMAP/SMTP settings and an app password where required. New connections start disabled.
4. Test and enable it. Open the saved connection, select Test connection & enable, and approve the read-only test. A successful test enables its selected permissions.
5. Use Mail or connect an assistant. Read inboxes in Mail. For AI access, authorize a compatible MCP client, then review assistant-created messages in AI drafts before approving a send.

Already registered? Sign in. If your verification email is missing, check spam and the address you entered. Registration can be temporarily unavailable while the administrator configures transactional email.

02 / BRING YOUR INBOX

Connect and manage a mailbox

Open Connections → Add connection. Use settings from your provider, rather than guessing a server from your email domain. The manual form deliberately starts with empty server settings. Microsoft OAuth uses its separate sign-in flow with fixed provider servers.

Approve encrypted password storage and save. Then open the connection and run Test connection & enable → Test connection. This checks IMAP authentication and opens INBOX read-only; it does not read message bodies, change messages or send an email. A passing test does not verify SMTP delivery.

Change an existing connection

• Edit connection: update the label, permissions or manual server settings in its popup. The mailbox address is credential-bound and cannot be changed through metadata editing. Changing server settings disables the connection until it is tested again.
• Update password: replace a revoked or changed app password. The old password is never retrieved or displayed. Retest to enable access again. Microsoft connections use Reconnect Microsoft instead of Update password.
• Account color: pick a preset or custom color. It identifies the connection and its right-side mailbox tag in Mail.
• Disable connection: stop new mailbox operations through that connection. An operation already underway may finish.
• Remove connection: remove its Mailrooom connection and local drafts. This does not delete the provider's mailbox or messages. Revoke its app password at the provider if you no longer need it.

The sidebar count includes enabled connections. Disabled connections stay in Connections but do not count as active accounts. A workspace currently supports up to 20 mailbox connections.

03 / FIND YOUR PROVIDER

Seven provider setup guides

These are provider-published settings, not a claim that every account or plan has been tested with Mailrooom. Availability depends on your provider, region, plan and administrator policies. Follow the official links for current requirements.

In Mailrooom, select TLS for settings a provider calls “SSL/TLS” on port 993 or 465. Use STARTTLS on port 587. Never disable encryption or certificate checks to make a connection work.

04 / READ WITHOUT CHANGING A THING

Read your mail

Mail combines the INBOX folders of enabled connections with Read permission. Mailboxes load progressively, so the first available messages appear while other accounts are still loading. A provider error does not hide successful results from another account.

• Filter: use Show mailbox to pick one account. The filter survives refresh and navigation within the current browser tab, provided that connection is still available. The right-side colored tag identifies each mailbox.
• Read a message: select its row to open a popup. The title and preview help you scan; sender/date information describes the received message, not the time you read it.
• HTML or Plain text: readable HTML opens by default if available. Switch versions in the popup. HTML is sanitized, remote images are blocked, and long versions may be truncated.
• Close: use Close, Escape, or click the overlay outside the message popup.
• Refresh: Refresh inboxes reloads messages. Current read/star flags are checked about once a minute while Mail is visible and online. This status check does not continuously fetch new message bodies or guarantee that new messages have been loaded; use Refresh inboxes for new arrivals.
• Older messages: use Load older messages when offered. A mailbox may finish or fail independently of others.

Opening mail never marks it read or changes its stars. The browser has no compose, delete, move, mark-read or star controls. Make those changes in your email client or, for supported read/star changes, through a separately authorized assistant. Attachments and remote images are not fetched by the message preview.

05 / INVITE YOUR ASSISTANT

Connect your AI assistant

Open AI access. Your compatible client must support remote MCP over HTTP and the OAuth authorization flow. Exact menus depend on the client and its version; support for one MCP transport does not imply compatibility with every server.

1. In the assistant client's MCP server or connector settings, add the remote server URL above. Give it a recognizable name such as Mailrooom.
2. Start its authorization flow. Sign in to Mailrooom when the browser opens.
3. Inspect the client and callback destination on Mailrooom's consent screen. It offers Read, Draft, Send and Organize even when the client requests only Read, and labels which permissions the client requested. Only Read is selected by default. Select additional permissions explicitly, then approve only the access you intend to use.
4. Return to the client and refresh its server/toool list if needed. Ask it to list readable connections before requesting mailbox operations.

Codex's OAuth connection has been verified in this project. Claude, Cursor and GitHub Copilot can require client-specific configuration and features; their appearance in Mailrooom branding is not a guarantee of compatibility for every plan/version. If a client requires a different transport or unsupported registration flow, its setup may not complete.

For clients that display toool names, read access includes mail_connections, mail_unified_inbox, mail_inbox and mail_message; extra scopes expose their corresponding draft, organize and send toools. A client's configured toool list may be narrower than the server's available scope.

To add permissions to an existing assistant connection, start its reconnect or reauthorization flow and select the additional scopes on the new consent screen. Existing authorizations are never upgraded automatically. Your connected mailboxes remain in place. Refresh the client's toool list afterward; a client may expose only a configured subset of available toools.

Review and revoke access

Connector authorizations shows the client ID, granted scopes and original authorization time in your local time zone. Revoke invalidates that connector and other current assistant grants for immediate protection. Revoke all MCP access invalidates all current authorizations. Reauthorize the assistants you still want to use. This is separate from browser-session sign-out.

Access tokens last 15 minutes; refresh access is bounded to 24 hours. If an authorization expires or is revoked, reconnect through the client. Never paste access tokens, mailbox passwords or recovery codes into a prompt.

06 / YOU HAVE THE FINAL SAY

Review and approve AI drafts

AI drafts has its own tab directly below Mail. An assistant with Draft permission prepares an encrypted Mailrooom draft and syncs a copy to that account’s server Drafts folder. The browser lets you review and edit To, Cc, Bcc and message text before using Approve and send to submit that exact saved draft immediately. The sender and subject remain fixed in this editor.

1. Ask your authorized assistant to prepare a draft from an enabled mailbox with the necessary capabilities. Preparing it does not send.
2. Open AI drafts, select Refresh AI drafts if needed, and open Review on the message.
3. Read the exact sender, every recipient, subject and message body. Edit To, Cc, Bcc or message text as needed, then select Save changes. Separate addresses with commas; each recipient field allows up to 10 addresses and To requires at least one. Saving updates the encrypted draft, increments its revision, clears prior approval and syncs the saved version to the server Drafts folder. Review the saved version again.
4. Check the acknowledgment and select Approve and send. Mailrooom immediately reserves and submits the exact saved sender, recipients and message. You do not need to return to the assistant.
5. Wait for the result. Accepted by mail server confirms SMTP acceptance, not inbox delivery. If the result is pending, uncertain or the connection drops, use Reload status and do not submit another copy. Sending cannot be undone.

After SMTP acceptance, Mailrooom finds the account’s Sent folder and checks for the exact Message-ID before saving a private Sent copy. To, Cc, Bcc and message text are retained in your own copy; Bcc is never added to the SMTP message headers. Some providers already save a Sent copy, which Mailrooom uses when found. If saving cannot be confirmed, the message stays accepted and disappears from the draft list. A Sent copy needs attention notice opens a status popup with Retry saving Sent copy. That action only checks/saves the copy and never resends the email. The server draft is retained until the Sent copy is verified. Sent-folder availability and provider-side behavior can vary.

Server draft sync

Draft creation and every save attempt to update the same server draft. The review dialog shows the result. If sync cannot be confirmed, your encrypted Mailrooom copy remains saved. Select Retry server sync after checking the connection; it checks for an already saved copy before appending again. Do not create a second draft just to retry a failed sync.

The provider must offer one identifiable, writable Drafts folder and UIDPLUS for safe replacement. Mailrooom adds a new version, confirms it, then removes only older copies carrying that draft’s private marker. It never expunges unrelated deleted messages. Bcc remains in a saved draft so you can edit it in your provider’s client; Bcc headers are excluded from the outgoing SMTP message.

Sync runs from Mailrooom to the provider. Edits made in another email client are not imported; save the final version in Mailrooom and review it there before approval. After a confirmed SMTP acceptance, Mailrooom removes its linked server draft. If delivery is pending or uncertain, it retains the copy and does not retry sending. A cleanup failure does not resend the email. Removing a mailbox connection does not delete server drafts.

Mailrooom encrypts its own stored draft copy. The synchronized copy is held by your email provider under that provider’s protections, rather than Mailrooom’s storage encryption.

Draft statuses refresh every 15 seconds while the view is visible and online. Previous expired approvals are labeled Approval expired. New approvals use Approve and send and submit immediately after review.

Unsaved edits disable approval. Save changes explicitly; closing or reloading with unsaved changes asks before discarding them. Failed saves retain your input. Reloading or saving a draft clears your acknowledgment so you review its current content again. Pending, unknown and sent drafts cannot be edited. Immediate browser sending requires a signed-in account, the mailbox Send capability, enabled sending and the exact saved revision/hash. Assistant-originated sends additionally require the assistant Send scope and an existing valid approval. Neither path can send a reserved draft twice.

07 / KEEP YOUR KEYS CLOSE

Account and security

Sign in and recover access

Use your verified Mailrooom email and password, or an enrolled passkey. Password managers can fill the labeled login fields. Use Forgot password? to request a reset email; the response deliberately does not reveal whether an address is registered. Resetting your password revokes browser sessions and current MCP access, so reconnect your assistants afterward.

Set an avatar

Open Account → Your avatar. Select a PNG, JPEG or WebP up to 5 MB, inspect the centered square preview and select Save avatar. Images are resized to 256×256 and stored privately without source image metadata. Use Remove avatar to return to an initial. Very large decoded images (over 16 megapixels or 8192 pixels per side) are rejected. Your image appears at the bottom of the desktop sidebar; the adjacent icon signs you out. Mobile keeps Sign out in the top bar.

Add or remove a passkey

1. In Account → Security → Passkeys, select Add a passkey and give it a recognizable name.
2. Confirm your current password and, if enabled, email/recovery verification. Complete your device or password manager's passkey prompt.
3. On future visits, select the passkey sign-in option and verify with that device. Passkey sign-in does not require the email-code step.

Keep another way to access your account before removing a passkey. Device and browser support varies; use the password flow if the passkey prompt is unavailable. Removing a passkey requires a fresh security confirmation.

Enable email two-factor authentication

1. Select Enable email 2FA in Account → Security.
2. Confirm your current password, then enter the six-digit code delivered to your account email.
3. Save the displayed recovery codes privately. Each works once, and replacing the set invalidates the old codes.

Password sign-in will now require an email code or a recovery code. Enrollment signs out other browser sessions. Disabling 2FA or replacing recovery codes requires fresh identity confirmation. Secure the email account receiving your codes tooo.

Manage active sessions

Account → Active sessions lists your browsers with sign-in, refresh and expiry information. Refresh sessions to update the list, revoke an unfamiliar session, or revoke all other sessions. Sign out ends the current browser session. Session refresh times are approximate activity indicators. Revoking browser sessions does not revoke AI grants: use AI access for those.

08 / FOR THE ADMINISTRATOR

Administration

Admin is available only to the designated service administrator. Standard users do not get access to these pages or APIs.

Users and plans

Users lists registered accounts, registration and verification status, and each user's connected email addresses, labels and enabled status. Search by name, login email or connected address, then load more results as needed. The Plan column accepts Monthly, Yearly or Not assigned. These are preparation fields only: choosing an interval does not create a subscription, charge a customer or change an entitlement. Prices and plan names are not configured.

Analytics

Choose a UTC date range of up to 90 days and filter by site. Reports show pageviews, estimated anonymous visitors, sessions, daily trends, the top 50 recorded pages and country/region/language breakdowns. Export top pages as CSV or open daily totals. Comparisons appear only when recorded history fully covers both periods.

Bounce rate is the share of completed sessions with exactly one pageview; an active visit is excluded until its session closes after inactivity. Visitors are browser estimates, not registered users or an exact count of people. Tracking starts with installation; it does not reconstruct earlier traffic. Browser privacy settings, bots and blocked requests can reduce counts. Admin, recovery, consent and API pages are excluded.

Microsoft OAuth: one-time administrator setup

Configure this once for the service. Users then connect their own Microsoft mailboxes through Microsoft consent. This is separate from SMTP2GO, Mailrooom login, and assistant OAuth. You need permission to register an application in a Microsoft Entra tenant; ask that tenant's administrator if you cannot create one.

1. Open Microsoft Entra admin center. Go to Entra ID → App registrations → New registration. Name it Mailrooom. Select the supported account type that includes any organizational directory and personal Microsoft accounts, so Outlook.com and commercial Microsoft 365 accounts can authorize it.
2. Under Authentication, add a Web redirect URI with this exact value: https://app.mailrooom.com/manage/oauth/microsoft/callback. Do not select SPA or enable implicit access-token/ID-token grants. Mailrooom uses the server authorization-code flow with PKCE.
3. Under API permissions, add delegated Office 365 Exchange Online permissions IMAP.AccessAsUser.All and, if assistant sending will be offered, SMTP.Send. Do not add application-wide mail permissions. The runtime requests IMAP plus identity/offline access, and requests SMTP only when Send is selected. Organization policies can require admin consent or publisher verification.
4. Under Certificates & secrets, create a client secret and record its Value, not its Secret ID. Record the expiry privately and arrange rotation before it expires. Also copy the Application (client) ID from Overview.
5. In Mailrooom Admin → Mailbox OAuth, enter that client ID and secret value, then Save Microsoft settings. The secret is encrypted and only its six-character suffix is returned after a twelve-asterisk placeholder. Never paste it into chat, documentation or a URL.
6. Enter a Microsoft mailbox you can sign into in the test field and select Test Connection. Complete Microsoft sign-in and consent. Mailrooom checks the signed identity and performs a read-only INBOX test; no message is sent and no mailbox connection is saved by this administrator test.
7. A successful test enables Microsoft sign-in for users. They can now select Connect with Microsoft in Connections. A passed IMAP test is not proof of SMTP delivery or every organization's compatibility.

Replacing app settings requires a new interactive test before new users can connect. Rotate the secret within the same app to preserve refresh-token compatibility; changing the client ID requires existing Microsoft mailboxes to reconnect. Mailrooom refreshes tokens server-side, and revoked refresh access disables that connection until explicit reauthorization. To remove Microsoft's upstream consent, use your Microsoft account's app-permission controls as well as removing the connection in Mailrooom.

Official setup: Register the application · Web redirect URI · App credentials · Delegated mail permissions

SMTP2Go Settings

1. Verify your sender address or domain with SMTP2GO, then enter the sender address and API key in Admin → SMTP2Go Settings.
2. Save email settings. A replacement key is stored encrypted; only its last six characters appear after a twelve-asterisk placeholder. Leave the key field empty to keep a saved key.
3. Select Test Connection to send one test message to your signed-in administrator address. Check that it arrives.

SMTP2GO acceptance enables registration email delivery; acceptance is not proof of inbox delivery. Saving changed settings requires a new successful test before registration reopens. These settings deliver Mailrooom verification, recovery and security emails; they do not replace the SMTP settings for connected mailboxes.

09 / WHEN SOMETHING GETS STUCK

Troubleshooting

10 / UNDERSTAND THE BOUNDARIES

Privacy and current limits

• Encrypted credentials, not zero knowledge. Stored mailbox credentials and local AI drafts are encrypted server-side. The running service decrypts data to perform authorized operations. This is not end-to-end encryption or a guarantee that an operator/runtime compromise could never expose mail.
• Read-only browsing. Inbox and message reads do not change read/star flags. HTML is sanitized and remote images/scripts are blocked. Email content is untrusted material; it must not be treated as instructions to an assistant.
• Scoped AI access. A connected assistant can receive the email data covered by its granted permissions. Review that assistant vendor's data-handling policies separately.
• Three revocation controls. Disable/remove a mailbox connection to stop its new operations; revoke assistant grants in AI access; revoke browser sessions in Account. Revoke the provider's app password separately when appropriate.
• Storage and deletion. Removing a connection removes its active Mailrooom credential record and local drafts, not provider messages. Encrypted records may remain in provider backups for their retention period. There is currently no self-service full-account export/deletion control; ask the service administrator about those requests.
• Usage measurement. First-party analytics records static page names and anonymous browser/session estimates, not mailbox contents or raw page queries. Search in this documentation is local. Do Not Track / Global Privacy Control are honored; analytics reporting is limited to 90 days and daily cleanup is configured.
• Feature limits. No new browser composer, received-mail editing, deletion, moving, attachment fetching or automatic HTML remote-image loading. Microsoft mailbox OAuth is supported after administrator setup; other providers do not yet have native mailbox OAuth. No offline mailbox mirror or native billing checkout is currently provided.

11 / THE SHORT VERSION

Quick definitions

IMAP

The protocol used to read mail from your provider. Mailrooom's browser uses it without changing messages.

SMTP

The protocol used to submit an approved email to your provider for delivery.

TLS / STARTTLS

Encrypted transport. TLS starts encrypted immediately; STARTTLS negotiates a required upgrade before credentials are sent.

App password

A provider-issued credential for one external application, separate from your primary account password. Protect and revoke it like a password.

MCP

Model Context Protocol: the interface an AI client uses to discover and call Mailrooom's permitted email toools.

Scope / capability

A scope limits an assistant's authorization; a capability limits an individual mailbox connection. Both must allow an operation.

Passkey

A cryptographic sign-in credential verified by your device or password manager, rather than a reusable typed password.