Standard Features

Everything on this page works with AI switched off. The AI layer is covered separately in AI features.

Accounts and sync

Connect as many mailboxes as you like — Gmail, Outlook / Microsoft 365 (Graph API), and any IMAP/SMTP server (iCloud, Yahoo, Fastmail, ProtonMail Bridge, self-hosted). Mail is synced into a local SQLite database, so reading and searching stay fast and work offline.

The name on each account is the sender name recipients see on the mail you send from it. Set it in the Sender name field of the account’s settings, or leave it empty to send with the address only. Gmail accounts start with the name from Gmail’s send-as setting, and IMAP accounts with the display name you gave when connecting them. Mail sent through Outlook carries the name Microsoft has for the mailbox.

Unified inbox

An All accounts view merges every enabled mailbox into one list, alongside the per-account views. Custom IMAP folders are synced too, and you can create, rename, delete and drag messages between folders from inside the app.

Forwarding

Forward sits next to Reply and Reply all in the reading pane. The draft opens with no recipients and carries the original message under a Forwarded message header with its sender, date and recipients, together with the original attachments (up to 20 MB in total). It goes out as a new message, so it does not join the recipient’s existing conversations.

Organizing conversations

Archive takes a conversation out of the inbox without deleting it, and Move to Inbox brings it back. Both, along with Mark as unread and Star, are in the reading pane and in each conversation’s More actions (⋮) menu; the star also sits on every row of the list. The change is made at your mail provider too, so Gmail or Outlook show the same thing.

Starred in the sidebar lists your starred conversations. Archive lists archived mail for Gmail and Outlook accounts and in All accounts; an IMAP account archives into its own Archive folder, which appears with its other folders. Archived mail is only out of the inbox: search, the smart filters and the AI features still reach it.

Tick the box at the start of a row to select it. With one or more selected, a toolbar above the list acts on all of them at once — archive, snooze, delete, mark as read or unread, star — and Clear selection ends it. Accounts with folders of their own also get Move to folder.

Archiving or deleting removes the conversations from the list at once and shows a notice with Undo for 6 seconds. Your mail provider is only told when those seconds are up (or sooner, if you archive or delete something else or open another view), so Undo simply puts them back.

When the conversation you are reading leaves the list — archived, deleted, snoozed, or moved to Spam — the next one opens. Settings → Appearance → After archiving or deleting chooses between the next conversation, the previous one, or going back to the list. Marking a conversation as unread always goes back to the list.

Snooze

Snooze hides a conversation from the inbox until a time you choose: later today, tomorrow, this weekend, next week, or a date and time you pick. It is offered in the reading pane, the row’s ⋮ menu and the selection toolbar.

Snoozed conversations are listed under Snoozed in the sidebar, soonest first, where Unsnooze brings one back early. When the time comes, the conversation returns to the top of the inbox marked unread. A new message in a snoozed conversation brings it back straight away.

Snoozing is kept on this computer only: other mail apps keep showing the conversation in the inbox. Conversations wake while EmailOps is running; one whose time passed while the app was closed comes back the next time you open it.

Undo send and scheduled send

After you press Send, the message waits for a few seconds with an Undo notice; Undo takes it back and reopens it for editing. The wait is set in Settings → Appearance → Undo send: off, 5, 10, 20 or 30 seconds, 10 by default. EmailOps has to stay open until the message has gone.

The arrow next to Send opens Schedule send: tomorrow morning, tomorrow afternoon, Monday morning, or a date and time you pick.

Messages waiting to go out are listed under Scheduled in the sidebar, where you can Send now, Edit or Delete each one. A scheduled message only goes out while EmailOps is open; one whose time passed while the app was closed is sent the next time you open it. A message that could not be sent stays there marked Not sent, with Retry: EmailOps never resends on its own.

Signatures

Each account has its own signature, set in Settings → Signatures. Two switches decide where it goes: Insert in new messages and Insert in replies and forwards. In a new message or a reply it sits below your text; in a forward, above the forwarded message. It is part of the message body, so you can change or delete it in any message before sending.

Add image puts a logo or a picture of your handwritten signature into it. PNG, JPEG, GIF and WebP are accepted; SVG and other files are refused with the reason. A wide image is scaled down to 600 px, each image may be 200 KB at most and the whole signature 512 KB. Gmail accounts also offer Import from Gmail, which copies the signature Gmail has for that address into the editor.

In the plain-text version of a message, a signature that ends it is preceded by the standard -- line, so other mail apps can recognise it. When the account has a signature for that kind of message, AI drafts leave your name and contact details out and let the signature sign.

Smart filters

Narrow the list by domain, sender, or any classification tag — useful for triaging one client, one project or one newsletter flood at a time. With AI on, the same tags also feed the Tag Board, which lays them out as a grid of blocks.

Clicking a filter writes it into the search box as a query you can see and edit — tag:priority=urgent, from:, domain:, ext: — and clicking it again clears it. Right-click a filter and choose Add to search to combine it with what is already there. A filter works inside the view you are in, so in Sent or a folder it lists only that view’s mail, and the search stays set when you switch accounts; when it finds nothing, the list says a search is active and offers to clear it. Each tag group lists its ten most-used values first, with a button under the group for the rest.

Calendar

Per-account month, week and day views for Google Calendar and Outlook. You get meeting reminders ahead of each event with a one-click Join button for Meet, Teams, Webex and Zoom links. Calendar sync is on by default for Gmail and Outlook accounts and can be switched off per account, along with the notification lead time, in Settings → Calendar.

Every calendar on an account is synced, not just the primary one — so a calendar a colleague shared with you shows up here the same way it does in Google or Outlook. Each one is tinted with the colour its provider gives it, and the legend above the grid hides or shows individual calendars; the same switches live in Settings → Calendar.

System notifications for a reminder leave the meeting title out unless you turn on Show the meeting title in notifications in Settings → Calendar: they can appear on the lock screen and in Notification Center, outside the app’s lock. The reminder inside EmailOps always shows the full meeting.

Attachments view

One place for the attachments you care about — invoices, contracts, receipts — with preview and download, instead of digging back through threads. Open it from Attachments in the sidebar.

The view collects attachments through rules, so it starts empty. Click Manage Rules (or Create a Rule on the empty view) and fill in:

• Rule Name — how the rule is listed.
• Sender Email Pattern — comma-separated; an exact match unless it contains * (*apple.com* matches any sender containing “apple.com”). Leave it empty to match any sender.
• Subject Pattern and Filename Pattern — * is a wildcard; only matching filenames are collected.
• Tags — pick tags you already use or type to create a new one; they appear as filter buttons at the top of the view.

Every pattern you fill in must match. Rules run on new mail as it syncs; tick Apply to existing emails after creating to collect from the mail you already have. Rules reach the inbox, Sent, the archive and your own folders, never Spam or Trash. Select attachments to download them together to your Downloads folder.

EmailOps also proposes rules on its own. When the same sender keeps mailing you documents (PDFs, Office files or e-invoices) — at least two emails in two different months, in your inbox or a folder you filed them in — a Suggested rules section appears in Manage Rules, and a badge next to Attachments in the sidebar counts them. Review opens the rule form already filled in (sender and filename pattern); the rule is only created when you save it. Dismiss hides the suggestion for good, even when the sender later mails from another address; Undo, or Restore under Dismissed suggestions, brings it back. Mail from your own address, or from colleagues at your own company, is never suggested.

EO Docs

EO Docs lets you write documents and spreadsheets together with other EmailOps users, with no cloud in between: every change travels as an ordinary email between your accounts, and each copy merges what arrives without conflicts. It is experimental and on by default; Settings → EO Docs turns it off, and while it is off nothing is received or sent.

Open EO Docs in the sidebar and click New to create a document or a sheet. Documents have headings, bold, italic, underline, lists, links, tables and images. Sheets grow with rows and columns, take a block pasted from Excel, and a column is resized by dragging the edge of its header. Undo and redo only take back your own changes.

A sheet cell that starts with = is a formula: SUM, AVERAGE, MIN, MAX and COUNT (or SUMA, PROMEDIO and CONTAR) over ranges such as =SUM(B2:B10). Inserting or deleting rows keeps the ranges pointing at the same cells. The filter button on a column header hides the rows you untick; filters only change your own view.

Sheets are basic for now: text, numbers and those formulas, with no formatting, charts or other functions yet. A note above each sheet says so until you close it.

When two people change the same cell before either has seen the other’s change, every copy keeps the same one of the two values. The cell is then marked, a notice names the value that was dropped, and you choose: bring it back or keep the one shown. History lists these cells as well, settled or not.

Share asks for the email addresses, suggesting colleagues from your company first, and for your consent: from then on EmailOps emails your changes to them on its own, about two minutes after you stop typing, or straight away with Send changes now. Other EmailOps users get an invitation to Accept; anyone else gets a read-only copy in the invitation. Changes arrive with the next sync, are merged, and their emails are marked read and archived.

A change is only applied when it comes from someone the document is shared with. On Gmail and Outlook accounts it is also refused when the sender fails your provider’s authentication check (DMARC, or SPF without a valid DKIM signature). The emails are not end-to-end encrypted: they are as private as the rest of your mail.

Folders of your own (never shared) keep documents in order; drag a document onto a folder, or use Move to. Search finds documents by title and content, and History shows earlier versions. Export PDF saves the document as a PDF in your Downloads folder. Delete asks first; deleting a shared document removes only your copy, and the others keep theirs.

Import turns a Word document (.docx) or a spreadsheet (.xlsx, .xls, .ods) into EO Docs, one sheet per tab and formulas as their values; Open in EO Docs does the same for an email attachment. In the composer, From EO Docs attaches a document, which shares it with the email’s recipients.

Search

Full-text search over subjects, bodies, senders and attachments. With AI enabled this is joined by semantic search, which matches on meaning rather than exact words.

Searches can be narrowed with operators, on their own or next to free text:

Junk and bulk mail

EmailOps scores every incoming message locally for spam and unwanted bulk mail. No model and no network call is involved, and your corrections (“junk” / “not junk”) train the filter over time. You decide what happens to flagged mail:

• Fade it in the list — still there, just easy for the eye to skip.
• Keep it out of the inbox — removed from the list, still reachable via search and your provider’s own folders.

Neither option moves or deletes anything on the server; only an explicit Confirm junk or Block sender does. An optional impersonation/phishing warning is available and off by default.

Unsubscribe and block sender

A newsletter or mailing-list message that says how to leave the list shows Unsubscribe next to its sender. Before anything is sent, a confirmation says exactly what will happen: a request sent straight to the sender’s server (not through your mail provider), an unsubscribe email sent from your account, or the sender’s own page opened in your browser.

Block sender, in a conversation’s ⋮ menu, sends that sender’s new mail to Spam in this account and reports it to your mail provider as spam. Also move their existing messages to Spam files what is already there, and the conversation shows that the sender is blocked, with Unblock at hand.

Settings → Junk → Blocked senders lists everyone you blocked, with Unblock, which can also bring their messages back from Spam to the inbox. The ⋮ menu’s Hide from smart filters is a different thing: it only removes the sender from the sidebar’s smart filters.

New-mail notifications

EmailOps shows a desktop notification when new mail arrives in your inbox, and when a snoozed conversation comes back — never for an account’s first sync, older mail, mail you already read, junk or blocked senders. More than three new messages at once become a single summary. Clicking a notification brings EmailOps to the front; it does not open the message.

Settings → Notifications has the main switch, one switch per account, the Notification content (sender and subject, or Hide content, which shows only the account) and Only when EmailOps is not focused; all are on by default, with sender and subject shown. The message text is never shown, and while the app is locked with the main password neither are the sender and subject.

Privacy and security controls

A main password locks the app on startup, remote images and tracking pixels are blocked until you allow them, and credentials live in the system keyring. All of it is covered in Privacy & security.

Interface

Split or full-width inbox layout, and a UI available in English, Spanish, French and German. The AI’s output language is set separately, so you can read the interface in one language and have replies drafted in another.

Keyboard shortcuts

Press ? anywhere outside a text field to see every shortcut. They follow Gmail’s:

Shortcuts pause while you type and while a dialog or menu is open. The buttons they stand for name their key in the tooltip, as in “Archive (E)”. Settings → Appearance → Keyboard shortcuts turns them off, and Show the list opens the same overview as ?.