Everything it does.And why it's there.

Every account in one queue

Up to five Gmail accounts land in one Triage queue. The title switches to one account, or a triage you named.

Why it exists

Mail spread over several accounts and tabs is how things get missed. One queue with one count means you always know how much is left.

How it works

1. Connect your Gmail accounts under Settings, Account, Gmail accounts. Up to five.
2. Triage gathers what needs you from all of them. The badge on the tab is what's left.
3. Click the title to show all accounts, one account, or a triage you made for a slice of your mail.

PowerThrough

The queue as one long scroll of whole emails, each with its actions under it. It's where Triage starts.

Why it exists

Seeing what's coming makes it easier to start. PowerThrough lays every email out in one scroll, and the keys act on whichever one you are on.

How it works

1. Triage opens in PowerThrough: every email in full, one after another.
2. The email you are on is the one the keys and the action bar act on.
3. Done and Later take it out of the scroll. Skip leaves it for later in the pass.

One at a time

Switch Triage to a single email on screen, with nothing below it until you decide.

Why it exists

Some days a scroll is too much. One email at a time asks for one decision, and nothing else competes for your attention.

How it works

1. Click the One at a time button in the Triage toolbar.
2. The email fills the screen with the action bar under it.
3. Decide, and the next one takes its place. Switch back to PowerThrough any time.

Who it is, before you read

Next to the sender: how many emails, whether you ever replied, when they last wrote, their site, and a phone number found in their signature.

Why it exists

Knowing whether this is someone you always answer or someone you never have changes what you do with the email. It's on the card so you don't have to go and look.

How it works

1. Beside the sender's name: how many emails they've sent, how many you replied to, and when they last wrote.
2. Click it for the full history: received and sent, conversations, unanswered, your typical reply time.
3. View site opens their company's site from the email address. A phone number in their signature is offered to save with Add, or Not theirs.

Done archives in Gmail

E marks an email done here and archives it in Gmail, after five seconds you can take back.

Why it exists

If done here meant nothing in Gmail, you'd clear the same email twice. Done is a real archive, so the inbox in Gmail empties as Triage does.

How it works

1. Press E, or click Done.
2. The email leaves the queue at once and an undo bar counts down from five.
3. When the count ends it is archived in Gmail. If Gmail refuses, it comes back and tells you why.

KeysE

Later: type when

H opens Remind me. Type when, like fri 2pm, next tue, eow or in 2 hours, and it comes back then.

Why it exists

Plenty of email can't be dealt with now but mustn't be lost. Typing when is quicker than a date picker, and the email waits in Reminders until then.

How it works

1. Press H, or click Later.
2. Type when, or pick tomorrow, next week, this weekend, in 1 hour or end of day. It reads fri 2pm, next tue, eow, 3 days, aug 7 and more, and shows the time before you confirm.
3. Press Enter. The email waits in Reminders and comes back to Triage when it's due.

KeysH

Skip and Back

J skips an email until later in the pass. K goes back to the one before.

Why it exists

Not every email can be decided in order. Skip moves it to the end of this pass without snoozing it, and Back undoes a step when you moved too fast.

How it works

1. Press J, or the down arrow, to skip. The email comes back after the rest.
2. Press K, or the up arrow, to go back to the one before.
3. Back while an undo is counting takes that action back instead.

KeysJK

Five seconds to undo

Done, Later, a reply, a forward or filing a sender all wait five seconds. U or Esc takes it back.

Why it exists

Deciding fast means sometimes deciding wrong. A short wait before anything reaches Gmail lets you go quickly without worrying.

How it works

1. Every action shows a bar with a five second count.
2. Press U or Esc, or click Undo, and the email is back as it was.
3. Start the next action and the last one goes through at once, so the wait never slows you down.

KeysUEsc

Important only

One switch shows only mail people wrote to you, not newsletters, receipts or orders.

Why it exists

When time is short you want the people, not the promotions. Important hides the rest without moving it, and says how much it held back.

How it works

1. Click Important in the Triage toolbar.
2. The queue keeps only mail somebody wrote to you.
3. At the end of the queue, a note says how many emails it held back, with Show all to see them.

Timeline and sort

Choose how far back Triage reaches, This Week, This Month or All Time, and the order it comes in.

Why it exists

Clearing a week is a different job from clearing a year. The range decides what counts, and the sort decides what comes first.

How it works

1. Click the clock in the Triage toolbar.
2. Time Range: This Week, This Month or All Time.
3. Sort By: Newest first, Priority, Due Date, or Manual, your own drag order. Senders you watch always come first.

New mail waits its turn

Mail that arrives while you work waits in a small pill. It joins the queue when you press Add.

Why it exists

A queue that reshuffles under you is hard to finish. New mail is counted but kept out of the way until you ask for it.

How it works

1. New mail that lands while you're working shows as a pill: 2 new emails.
2. The email you're on stays where it is.
3. Press Add and the new mail joins the queue.

Inbox zero, checked with Gmail

When the last email goes, it asks Gmail for every account's inbox count before it says zero.

Why it exists

Reaching the end of what was loaded isn't the same as an empty inbox. Asking Gmail first means the zero is true.

How it works

1. Finish the last email in the queue.
2. Triage asks Gmail how many conversations are left in each account's inbox.
3. Only at zero does it say Inbox zero, with how many you reviewed and the time it took. Otherwise it says All set for now.

A key for everything

R, E, H, J, K, F, O, P, U and more. Press ? for the list, and G then a letter to change tab.

Why it exists

Reaching for the mouse on every email adds up. Each action has one key, and the list is a keypress away.

How it works

1. Press ? or the keyboard button in the toolbar to see every shortcut.
2. G then a letter changes tab: I Triage, E Emails, R Reminders, C Calendar, T To-dos, S Snippets.
3. Write and talk keys can be changed under Settings, Inbox, Shortcuts.

Keys?G

Two-finger swipe

On a trackpad, swipe an email right for Done or left for Remind me.

Why it exists

A gesture is quicker than a key when your hand is already on the trackpad.

How it works

1. Put two fingers on the trackpad over an email.
2. Swipe right for Done.
3. Swipe left to open Remind me and pick when.

KeysTrackpad

Actions under the email, or down its side

Put Reply, Done, Later and the rest under the email, or on a rail down its left.

Why it exists

On a wide screen a rail down the side keeps the actions next to your eyes as you read.

How it works

1. Open Settings, Inbox, Layout.
2. Action bar position: Bottom or Left side.
3. It covers Triage and an open email both.

A clean start

Archive everything older than a date in one go. Nothing is deleted; it stays in All mail.

Why it exists

Thousands of old emails make any inbox feel hopeless. Archiving the old ones lets you start from what matters now.

How it works

1. With a thousand or more emails older than 90 days, Triage offers it once: Want a clean start?
2. Or open Settings, Inbox, Mass archive any time.
3. Pick the account and a date. Everything before it is archived in Gmail and stays in All mail. It keeps going with the app closed.

Reply under the email

R opens the reply right under the email. Type it, then ⌘↵ sends it with five seconds to take it back.

Why it exists

Replying in a separate window means losing sight of what you are answering. The reply sits under the email, so the question and your answer are on screen together.

How it works

1. Press R, or click Reply. The reply opens under the email with the cursor in it, and says who it goes to.
2. Type it. ⌘J writes it with AI here too, and the Calendar, To-dos and Snippets panes work the same as in compose.
3. ⌘↵ sends it with five seconds to undo. Esc closes it and keeps the draft. Discard asks first: Keep writing, or Discard.

KeysR⌘↵Esc

Reply to whom?

On an email that went to several people, Reply asks: 1 for just the sender, 2 for everyone.

Why it exists

Reply all by accident is the classic email mistake, and replying to one person when everyone needed it is the quieter one. Asking at the moment you reply avoids both.

How it works

1. Press R on an email that went to more than one person.
2. Reply to whom? Press 1 for just the sender, or 2 for everyone on it.
3. To stop being asked, pick a default under Settings, Writing, Replies: Ask me each time, Just the sender, or Everyone on the email.

Keys12

How replies start

Choose, for Triage, Emails and your phone, whether a reply starts with the microphone or the keyboard, and which keys write and talk.

Why it exists

Some people think out loud and some think in type, and the same person can be different on a phone. Each place you reply gets its own answer.

How it works

1. Open Settings, Writing, Replies. It asks once for each place: Triage, Emails, and On your phone.
2. On a computer: Hold to talk, or Write only. On the phone: Mic first, Write, mic on hand, or Write only. Then Group emails, and Save settings.
3. Under Settings, Inbox, Shortcuts, click Write a reply (R) or Talk a reply (Hold Space) and press a new key. Back to R and Space resets them.

Forward with a note on top

F forwards the email to anyone, a teammate, a contact or any address, with your note above it.

Why it exists

Most forwards need one line of context: why you are sending it, and what you want done. The note box is right there, and the person is a few letters away.

How it works

1. Press F, or click Forward. Type any email address, or a name: teammates and contacts come up.
2. Pick who it goes to, then add a note if you like. It goes above the forwarded email.
3. Press ⌘↵ or click Forward to them. You get five seconds to undo.

KeysF⌘↵

Instant intro

⌘⇧I on an email that introduces you starts a reply to everyone, with the introducer moved to Bcc and your thank-you line already written.

Why it exists

Answering an introduction is always the same move: thank the person who made it, move them to Bcc, and say hello. One key does the first two.

How it works

1. On an email that introduces you, press ⌘⇧I or click Instant intro under the email.
2. A reply opens to the people you were introduced to, with the introducer on Bcc and your saved line on top. Finish it and send.
3. Write your own line under Settings, Writing, Instant intro. {introducer} and {first_name} fill in their first names.

Keys⌘⇧I

Voice memos to Perfect Mail users

When the other person uses Perfect Mail, you can send a voice memo or a voicemail instead of typing, and it lands in their Triage.

Why it exists

Some things take a minute to say and ten to write. When both of you use Perfect Mail, your voice can go straight into their queue.

How it works

1. Only offered when the other person uses Perfect Mail. On their email, click Voice memo, then hold Space and talk (on the phone, hold the button). Let go and it's sent, with Undo.
2. In a new email, click Voicemail on their chip. Hold Space and talk, then Send voicemail. It lands in their Triage, no subject needed.
3. Or add a Voice note to an email: press V, then hold Space. It rides along with the email.

KeysVHold Space

New email from anywhere

C opens a new email, and so does ⌘C when nothing is selected. Closing it sets it aside, never throws it away.

Why it exists

An email you close by accident shouldn't be gone. Compose only drops a draft when you say Discard, so closing it is always safe.

How it works

1. Press C, or ⌘C when nothing is selected, or click Compose under the email.
2. Esc, a click outside the window or × sets the email aside. Next time compose opens, it says an email was set aside, with Open it and Discard it.
3. Only Discard drops an email.

KeysC⌘CEsc

Recipients you write to

People you've written to come up first, and a line under To says how often you talk.

Why it exists

Autocomplete that ranks alphabetically hands you the wrong person. Putting the people you actually write to first means the right one is usually on top, and the line under To confirms it.

How it works

1. Type a name or part of an address in To. People you've written to rank first, each with a hint like 11 emails · 14d ago.
2. Pick one. Under To: you've emailed them N×, they've emailed you N×, and when you last spoke. Someone you've never emailed shows ✦ new.
3. Paste several addresses at once and each becomes its own chip.

Sends from the right account

With more than one Gmail account, a From row picks which one sends. A reply always goes out from the account the conversation is in.

Why it exists

Answering a client from your personal address is an easy mistake. A new email lets you choose, and a reply doesn't give you the chance to get it wrong.

How it works

1. The From row shows only when you have more than one Gmail account connected.
2. Click it to pick the account a new email sends from.
3. In a reply the account is fixed: replies go out from the account the conversation is in.

Email a list three ways

Send to a list as one thread, as blind copies, or as a separate email to each person.

Why it exists

Group emails go wrong in two ways: everyone sees everyone, or you can't tell who read it. Choosing how it goes out, before it goes, fixes both.

How it works

1. Click List in the To row and pick one in Email a list.
2. Everyone together: one thread, everyone sees who else got it. Blind copy: addressed to you, everyone else on Bcc.
3. One each: a separate email per person, names filled in for real, and you can see who opened. Up to 200 people, it can't be scheduled, and the tab stays open until it finishes.

Who got it, and who replied

After a list send, a report shows who replied, who didn't, and who opened it without replying.

Why it exists

Sending to eighteen people shouldn't end in guessing. The report shows where each email got to, and the next email to the ones who haven't answered is one click.

How it works

1. After a list send, open its report. Tabs: Everyone, Replied, No reply, and Opened, no reply. Not sent appears when something didn't go out.
2. Opens are per person only for One each. Together and Blind copy can't say who opened.
3. Add people sends the same email to someone who missed it. Email these N writes to everyone on the tab, with Re: and the same send mode.

Templates and merge tags

Insert a saved template, yours or your team's. Merge tags fill in names, dates and more when they can.

Why it exists

The emails you send over and over shouldn't be typed over and over. A template brings its subject, body and attachments, and merge tags fill the parts that change.

How it works

1. Click Insert template in the toolbar. Search, or switch between All, Mine and Team. + Save current as template keeps this one, and Manage all opens the list.
2. Insert merge tag adds a tag: Recipient, Company, Thread, Sender, Date or Meeting. Tags fill in again when it sends, and one with nothing to fill is taken out.
3. With exactly one recipient, the first name is guessed from the address, otherwise it reads there. Company fills in only from a client. One each uses each person's real name.

Polish

Polish rewrites your draft with the prompt you picked from the list beside it.

Why it exists

A quick, rough draft is often the honest one. Polish keeps what you said and fixes how it reads, in the style you chose.

How it works

1. Write a rough draft.
2. ▾ beside Polish opens the Polish prompt list. Pick the one to use.
3. Click Polish. The draft is rewritten and says which prompt did it.

Tell it why, and it remembers

Not happy with a polish? Say what you didn't like. It re-polishes, and that prompt follows your note next time.

Why it exists

Correcting the same thing every time is tiring. One note, typed or said, and that prompt leans your way from then on.

How it works

1. After a polish, click 👎 Tell us why.
2. Type or dictate what you didn't like, then Save for next time.
3. It re-polishes with your note, and every later polish with that prompt uses it too.

Your own polish prompts

Write your own polish prompts: a name and a few lines on how it should write.

Why it exists

You don't write to your accountant the way you write to your team. Your own prompts let Polish write the way each one needs.

How it works

1. Open ▾ beside Polish and choose Manage prompts…, or go to Settings, Writing, Prompts.
2. Give it a Name and a Prompt body that says how it should write.
3. It shows in the Polish prompt list, ready to pick.

Write with AI

⌘J: say what the email should do, and it writes it, using your past emails as examples of how you write.

Why it exists

Some emails are hard to start. Saying what it should do in a line is easier than a blank page, and it comes back sounding like you.

How it works

1. Press ⌘J, or click the wand in the toolbar.
2. Tell it what to say, then Write. It learns how you write from your past emails.
3. Then ask for changes: shorter, warmer, add a deadline. Undo is on the line that says it's written.

Keys⌘J

Dictate

Talk for up to three minutes. Your words are transcribed, polished and added to the email.

Why it exists

Talking is quicker than typing, but a raw transcript isn't an email. Dictate tidies it before it goes in.

How it works

1. Click Dictate. Talk naturally: pauses become punctuation.
2. Click Stop. It's transcribed, then polished, and added after what you already wrote.
3. A take stops itself at three minutes. If polishing fails, the raw transcript is kept.

Offer times from your calendar

Open your calendar beside the email, drag over the times you can do, and they go in as a list in your time zone and any you added.

Why it exists

Typing out times means flipping between calendar and email and getting a time zone wrong. Here the calendar sits beside the draft and the list writes itself.

How it works

1. Click the Calendar pane in the compose bar. Your next days show with your meetings on them.
2. Drag over the times you can do. Zones adds another time zone; it's the zones you add, nothing is guessed.
3. Click + Insert N times. It goes in as Here are some times that work for me, then the same times in each zone you added.

Send a checklist from your to-dos

Tick to-dos beside the draft and they go in as a checklist with their due dates, or tap a shared list to link it.

Why it exists

Emails that ask for several things read better as a list. Your to-dos are already written, so ticking them beats typing them again.

How it works

1. Click the To-dos pane in the compose bar.
2. Tick the ones to send, then + Insert N to-dos. Each goes in as a ☐ line with its due date.
3. Or tap a shared list to put a link to it in the email.

Quote something you saved

Tap a saved snippet to quote it in the email with who said it, or include the whole email it came from.

Why it exists

When you're passing something on, quoting it exactly beats paraphrasing. Snippets you saved are a tap away, with their source attached.

How it works

1. Click the Snippets pane in the compose bar.
2. Tap a snippet. It goes in as a quote, with who said it and the subject.
3. Include full contents adds the whole original email under it.

Drop files in

Drag files onto the compose window: the top half puts them in the message, the bottom half attaches them.

Why it exists

A photo usually belongs in the message and a contract usually belongs attached. Where you let go decides which.

How it works

1. Drag files over the compose window.
2. Let go over the top half, Put it in the message, and images go inline. Other files become a download link.
3. Let go over the bottom half, Attach to the email, or use the paperclip. Up to 15 MB a file.

Formatting keys

⌘B, ⌘I and ⌘K for bold, italic and links, ⌘⇧C for Cc and Bcc, ⌘J for Write with AI.

Why it exists

Reaching for the toolbar breaks the flow of writing. The keys you know from everywhere else work here.

How it works

1. ⌘B bold, ⌘I italic, ⌘K links the selected text.
2. ⌘⇧C shows the Cc and Bcc rows. ⌘J opens Write with AI.
3. The toolbar has the rest: lists, Embed Roam video, Insert template, Insert merge tag, Insert GIF, Write with AI, and undo and redo.

Keys⌘B⌘I⌘K⌘⇧C⌘J

Undo send, then a follow-up

Send waits five seconds on the Sent screen. U takes it back, H sets a reminder to follow up.

Why it exists

The moment after Send is when you notice the mistake, and when you know whether you'll need to chase it. Both are one key on the Sent screen.

How it works

1. Send, or ⌘↵. Compose closes and the Sent screen counts down five seconds. Esc sends at once.
2. U is Undo send: the email is taken back and put in compose.
3. H is Remind me to follow up: 1 Tomorrow, 2, 3 or 5 days, 7 Next week, each at 9 am. T lets you type a time.

Keys⌘↵UHEsc

Send later

Schedule an email for later by picking a time or typing one. The server sends it, so your computer can be off.

Why it exists

The right time to write isn't always the right time to send. Scheduling it means you can write now and forget about it.

How it works

1. Click the clock beside Send. Pick In 1 hour, This evening (offered before 4 pm), Tomorrow morning or Monday morning.
2. Or type it: tomorrow 9am, in 2h, mon 8am. It shows the time it read, then Enter or Schedule.
3. It's checked every minute and sent from the server, so your computer can be off. One each sends can't be scheduled.

Outbox and Drafts

Scheduled and failed emails wait in the Outbox. Set-aside emails, reply drafts and auto-drafts wait in Drafts.

Why it exists

An email that's waiting or didn't go shouldn't be invisible. Everything not yet sent is in one of two places.

How it works

1. The N scheduled pill in the compose bar opens the Outbox: ↻ sends a failed one again, × means don't send.
2. In the Emails tab, the Outbox folder holds scheduled and failed mail. Open puts one back in compose; you can also send it again or discard it.
3. Drafts holds emails you set aside, reply drafts, auto-drafts marked Ready to review, and your Gmail drafts.

Auto-drafts for chosen senders

Pick senders whose emails get a reply drafted for you, in your style, from your past replies to them. It waits in Drafts.

Why it exists

Some people always need an answer, and you've answered them many times before. A draft in your words is waiting before you open their email.

How it works

1. Under Settings, Inbox, Priority, add a person or a domain and turn on Auto-draft. Or turn on Auto-draft on their person page.
2. When they write, a reply is drafted from your past replies to them. It needs at least two.
3. The draft waits in Drafts as Ready to review. It never sends itself.

Read receipts

See whether an email you sent was opened, how often, and how soon. Bots are left out.

Why it exists

Knowing an email was read changes whether you chase it. Counting only people, not scanners and bots, makes the count worth trusting.

How it works

1. Read receipts are on by default. Under a sent email: Opened 3 times · first 6m later, Sent · not yet opened, or Delivered · Apple Mail hides opens.
2. Opens from bots and link scanners don't count.
3. View recent opens in the right rail lists who opened what in the last 7 days. Turn receipts off with Read receipts on in the thread's ⋯ menu.

Send it to the right person

Tag a contact with what they handle, and emails like that offer to go straight to them, with the details pulled out.

Why it exists

Some email only arrives so you can pass it on: receipts to the accountant, statements to the banker. Smart Send notices and does the handing off.

How it works

1. On a person's page, add a tag like Accountant and say what goes to them, for example receipts and order confirmations.
2. An email like that asks: Send this to Priya, your accountant? Send to Priya opens it ready to go, or No puts the offer away.
3. Add A line to her, check the Details copied from the email, choose Attachments and whether to forward the original underneath. Then Send, or Edit in compose.

Hold to reply

Hold Space, or hold Reply, and talk. Let go and a polished reply lands, with every name on the thread spelled right.

Why it exists

Most replies are quicker to say than to type. Holding to talk means there is nothing to start or stop, and the cleanup step means you don't have to say it perfectly.

How it works

1. On a computer, hold Space or hold the Reply button and talk. It shows Listening and a timer where the reply will go. Let go of Space when you're done, or press Esc to drop it.
2. It transcribes your voice and writes it up as a reply, spelling names from everyone on the thread. It's marked AI-polished from your voice, and you can edit it before you send.
3. On the iPhone, hold Reply under the card: hold, talk, let go. In an open email it's Hold to reply. Settings, Writing, Replies can turn the mic off.

KeysHold Space

Speech notes

Teach the transcriber the names and words you use. Hold a word and say it once, and it gets it right from then on.

Why it exists

Speech to text trips over names, companies and product words. A short list of the ones that matter fixes them in every reply, Command and to-do you say.

How it works

1. Open Settings, Writing, Speech notes, and add a name or word.
2. Press Hold & say it on a word and say it once. It learns exactly how you say it.
3. Type into Try it to see what it would correct. More context gives the transcriber anything else it should know. Every dictation in the app uses these notes.

Read an email aloud

Listen on the email, or P in One at a time, reads it to you. Pause, stop, and pick a speed from 1x to 2x.

Why it exists

Some mail is easier to take in by ear, or while your eyes are on something else. Listening keeps the queue moving when reading is a chore.

How it works

1. Click Listen at the foot of the email. In One at a time, P does the same.
2. A player shows how far along it is. Change the speed from 1x up to 2x and it remembers your pick. It reads in one voice.
3. Press P to pause, or stop it. On the iPhone, open the email and choose More, then Listen.

KeysP

Lock screen and AirPods controls

On the iPhone, an email being read aloud shows on the lock screen. Play, pause, next and previous work from there or from AirPods.

Why it exists

When you're listening on the move, the phone is in your pocket. The controls you already use for music work for your mail too.

How it works

1. Start an email reading aloud on the iPhone app.
2. Lock the phone. The email shows on the lock screen with play and pause, and AirPods controls work the same way.
3. Next and previous move through the Triage queue. It doesn't start reading the next email by itself; press play when you want it.

Audio inboxBeta

An early beta: a short spoken briefing for each email, and you answer out loud. Skip, tomorrow, archive, read it, go back, undo, pause.

Why it exists

The idea is to clear mail with headphones on and your hands free. It's off by default and the app itself says it is not working yet, so treat it as a preview.

How it works

1. Open Settings, Account, Beta, and switch on Audio inbox. An Audio inbox button joins the Triage toolbar.
2. Click it and press Start audio inbox. It reads a short briefing for each email and listens for what to do: skip, tomorrow, archive, read it, go back, undo or pause.
3. Its own settings have 28 voices and a playback speed. Undo takes back the last thing it did. For now it works through the emails already loaded.

Command

One sentence becomes an email in your voice, an invite, or a moved meeting. You see it written as you talk, and you confirm before anything goes.

Why it exists

A lot of email is really an instruction: tell Dana yes, move lunch, invite Marcus. Saying it once is quicker than opening compose, finding the address and writing it out.

How it works

1. Click Command at the end of the Triage toolbar. The panel shows a few examples. Say who you want to email and what it's about.
2. Your words show as you talk, and the email is written under them. Press Done, or Enter, when you've said it. Esc cancels.
3. Nothing is sent until you confirm. An email opens filled in, in compose, and Send is yours to press. A calendar change opens a sheet with one button to confirm it.

Keys↵Esc

Command on the phone

Hold Command beside Reply, or hold the New email pencil, and talk. On the Emails tab a question is answered from your mail.

Why it exists

On the phone, talking is the fast way in. Holding means one gesture does it, and a question gets an answer instead of an email.

How it works

1. Hold Command beside Reply under the card, or hold the New email pencil in the top bar. It says Listening… let go when done. Let go when you've said it.
2. On the Emails tab the dock is Search, Command and New email. Tap Command for search, or hold it to talk.
3. Hold it and ask a question that starts with find, what, who, when and the like, and it answers from your mail in a sheet, with the conversations it came from.

Email anyone by name

Say a first name and it finds them. When several people fit, it asks which one.

Why it exists

You know people by name, not by address. It looks through your contacts and team for you, and asks instead of guessing when it isn't sure.

How it works

1. Say it: Email Dana and invite her to dinner Friday at 7.
2. One match is used straight away. Several open Which Dana? with up to eight people. Use the arrows and Enter, or None of these. A name it can't find is tried as a sound-alike.
3. The email is written in your voice, learned from your recent sent mail.

Keys↑↓↵

A company, a domain or a list

Email everyone at a company, a domain, a contact list or a tag in one sentence, then pick together, blind copy or one each.

Why it exists

Telling a whole client team something shouldn't mean typing a dozen addresses. It finds the group, and you decide how it goes out.

How it works

1. Say everyone at northwindsupply.example, the whole Northwind team, a contact list by name, or a tag like my banker. A domain brings up to 200 people from your address book.
2. When a company name fits more than one domain, it asks Which Northwind? and shows how many people are at each.
3. One group on To opens compose as a list send: Everyone together, Blind copy, or One each.

People from a meeting, or on screen

Say everyone from my 2:00, or these people, and it knows who you mean.

Why it exists

Often the people you want are the ones in a meeting or on the email in front of you. Naming them one by one is slow and easy to get wrong.

How it works

1. Say everyone from my 4:00, or the people on the Acme call. It reads your next few days of calendar and uses the guests, leaving you out.
2. Say these people, them, or everyone on this email, and it means the people on the email on screen.
3. This person, him or her on their own means the sender of the email on screen.

Introductions

Say introduce them, and both people go on To with Laura, meet Priya. Priya, meet Laura.

Why it exists

An introduction has a shape everyone recognises. Saying it out loud gets you that shape with nothing to set up.

How it works

1. Say it: Email Laura and Priya and introduce them, with a line on why.
2. Both go on To. It opens: Laura, meet Priya. Priya, meet Laura.
3. The subject is their first names: Laura <> Priya. Change anything before you send.

An invite and an email together

Say the meeting and the message in one go. One button sends the invite and the email.

Why it exists

Setting up a meeting usually means a calendar invite and an email about it. Doing both from one sentence saves switching between the two.

How it works

1. Say it: Send Marcus an invite for lunch Thursday and email him the agenda. Meal words get the usual times: breakfast 8:30, lunch 12:30, dinner 7.
2. A New event sheet opens with the email under it. If you didn't say a time, it asks for one.
3. Press Send invite and email. Invited Marcus to the lunch, with Undo, which deletes the event.

Move a meeting, and say why

Move a meeting by saying it, and a note goes to the guests with your reason. Move it back if you change your mind.

Why it exists

Moving a meeting politely takes two steps: change the time, then tell people why. One sentence does both.

How it works

1. Say it: Move my lunch with Laura to 1:30 and let her know the kickoff is running long.
2. The Move sheet shows the old time struck through and the new one, Just Mon or Every time for a repeating meeting, and the note.
3. Press Move and send. Moved, with Move it back for a few seconds.

Add people to a meeting

Say who to add and to which meeting. Every time, or just the next one.

Why it exists

Adding someone to a meeting normally means finding it, opening it and typing their address. Saying it is quicker.

How it works

1. Say it: Add Marcus and Priya to retreat planning.
2. The Add to sheet lists them, with Every time or just one day for a repeating meeting.
3. Press Add 2 people. They get an invitation, and the other guests see the change.

Is this how you wanted it?

On an email you said aloud, say what to change. It rewrites it and remembers how you like it.

Why it exists

The first draft is rarely perfect, and the fix is often the same each time. Saying shorter, or hey not hi, once means it stays fixed.

How it works

1. When compose opens from Command, it asks: Is this how you wanted it? Choose Tell me what to change, Type it, or Looks good.
2. Say or type the change. It rewrites the email.
3. It notes how you like it: Noted for next time. The next email you say starts out that way.

Keys↵

What else it understands

Cc and blind copy, spelled-out addresses, repeats like every Monday. When it can't make sense of it, your words are kept.

Why it exists

People say things in many ways. It handles the common ones, and when it can't, you don't lose what you said.

How it works

1. Cc Tom, copy Priya or loop in Dana go on Cc. Blind-copy goes on Bcc. Spell an address out loud, sally at acme dot com, and it's written as one.
2. A new meeting can repeat: every Monday, or weekly.
3. If it can't make sense of it, it says Couldn't write that email. Use my words opens compose with exactly what you said.

Search everything

⌘S, ⌘L or / opens one search over places, settings, mail, events, lists, tags, people, to-dos, notes and snippets.

Why it exists

You shouldn't need to remember where something lives before you can find it. One box searches all of it, and jumps you there.

How it works

1. Press ⌘S, ⌘L, or / when you're not typing, or click the search button in the tab bar.
2. Type. Results come in groups: Go to, Settings (every setting is searchable), Mail, Events, Lists, Tags, People, To-dos, and Notes and snippets.
3. Mail starts with ✨ Search with AI and ends with Search all mail, which opens the full results on the Emails tab.

Keys⌘S⌘L/

Search operators

from:, to:, has:attachment, is:unread, is:read, newer_than:7d and quoted phrases narrow a mail search.

Why it exists

A word alone can match hundreds of emails. A few operators get you to the one you mean.

How it works

1. from:marcus or to:dana match the sender or recipient. has:attachment keeps mail with files.
2. is:unread and is:read filter by read state. newer_than:7d keeps the last seven days; d, w, m and y all work.
3. Put a phrase in quotes to match it exactly. Everything else is searched as full text.

Ask your whole mailbox

Ask a question and it reads your mail to answer, shows the steps it took, and lists the conversations the answer came from.

Why it exists

Sometimes you don't want a list of emails, you want the answer that's buried in them. It does the searching and reading, and shows its work so you can check.

How it works

1. In search, choose ✨ Search with AI for what you typed, or click Ask AI on the Emails tab.
2. It shows each step as it goes, like Searched mail from Dana or Read the retreat thread, then a short answer and From these conversations. Click one to open it.
3. It looks through mail, files and the text of PDFs, your calendar, to-dos, notes and snippets. It is read-only: it never sends or deletes. Ask a follow-up underneath.

Ask about one email

✦ on the card opens Ask AI beside the email: summarize it, ask what they want, or get a reply to use.

Why it exists

Long or tangled emails take time to pick apart. Asking about the one in front of you gets the point, or a draft, without leaving it.

How it works

1. Click ✦ on the card. Start with Summarize, What are they asking?, Suggest a reply, Key points, Action items or Tone check, or type your own. Hold Space to ask out loud.
2. Copy the answer, or Use as reply to put it into a reply.
3. It reads PDF attachments too. If the email has text aimed at AI assistants, it says so and treats it as part of the email, not as instructions.

Keys↵Hold SpaceEsc

Pull down to search

On the iPhone, pull down at the top of a list and the same search opens.

Why it exists

The search button is at the top of the screen, far from your thumb. Pulling down brings it to you.

How it works

1. At the top of any list in the iPhone app, pull down.
2. When it says Release to search, let go. The same search opens, ready to type.
3. Don't want it? Switch off Pull down to search under Settings, Inbox, This phone.

Today beside your mail

On a wide window, today's calendar sits to the right of Triage and Emails. Hover a date in an email to see it on your day.

Why it exists

Half of email is about time. With the day beside the queue you can say yes or no to a time without leaving the email.

How it works

1. On a computer with a wide window, the day rail sits beside Triage and Emails: Today, the date with ‹ and ›, and the hours. Hide calendar on its edge folds it away.
2. Meet with… shows a teammate's day. View recent opens swaps the rail for who opened your email.
3. Hover a date in an email and the rail turns to that day and draws it, with clashes with and the meeting it hits, or free.

Day, Week and Month

The Calendar tab is your Google Calendar, live. Everything, Work or Life, one tab per account, shared calendars, and Find in view.

Why it exists

Planning a week and checking an afternoon are different jobs. One tab does both, and it's the calendar you already have, so nothing needs syncing.

How it works

1. Open the Calendar tab, or press G then C from Triage. Pick Day, Week or Month.
2. Everything, Work and Life split meetings by their category. With more than one account, each gets its own tab. Shared shows the calendars shared with you.
3. The search icon opens Find in view: it filters what's on screen by title, place or guest.

KeysG C

Drag to make, move and resize

In Week and Day, drag on empty time to make a meeting. Drag one to move it, pull its bottom edge to resize, and Undo puts it back.

Why it exists

Filling in a form for every meeting is slow. Dragging is how you'd do it on paper, and an undo makes it safe to be quick.

How it works

1. On a computer, in Week or Day, drag down an empty stretch. It snaps to 15 minutes, and letting go opens New event with that time.
2. Drag a meeting to another time or day to move it. Pull its bottom edge to make it longer or shorter.
3. A toast names the new time with Undo, and Undo puts it back.

New event

Add event opens New event: title, all day, busy or free, when, how often, where, guests and a video link.

Why it exists

A meeting needs a time, the people and a way in. One short form sets all three and sends the invite.

How it works

1. Click Add event in the Calendar toolbar. It starts at the next whole hour, an hour long.
2. Give it a title. Set All day, Show me as Busy or Free, Starts and Ends, and Repeats: One time, Daily, Weekly, Monthly or Yearly.
3. Choose Virtual or In person. Add guests by name or email, and pick Video conferencing: Google Meet, Zoom or Roam with your personal link, or None. Send invite, or Create event when there are no guests.

Everything about a meeting

Click a meeting and it opens ready to edit: time, busy or free, category, video link, place, guests and notes. Edits save on their own.

Why it exists

Before a meeting you want the link and the people; after it, a place to say how it went. One sheet holds all of it, and there's no Save to forget.

How it works

1. Click a meeting. Your own open ready to edit, and changes save as you go: ✓ Saved · guests notified.
2. Time, Busy or Free, and for a repeating one, This event only or All events in the series. Under How did it go?, its category.
3. The video link with Copy, the place with Open in Google Maps, guests with their yes, no or maybe, and the description. Open in Google and Delete are at the foot.

Answer an invite

Are you going? Yes, No or Maybe, right on the event. Only your reply changes.

Why it exists

Answering an invite shouldn't risk changing the meeting for anyone else. Only your own reply is sent, and everyone else's stays as it was.

How it works

1. Click a meeting you were invited to.
2. At the foot: Are you going? Yes, No or Maybe.
3. Your reply goes to the organizer and nothing else on the event changes. It says You're going, Declined or Marked as maybe.

Join links from any provider

Meet, Zoom, Teams, Webex, Around, Roam, Whereby and Gather links are found in the invite, its description or its location.

Why it exists

Join links hide in descriptions, locations and forwarded invites. The app digs them out so the link is always in the same place.

How it works

1. Open a meeting. Its video link is shown with Copy, wherever the invite kept it: the Meet link, a Zoom or Teams add-on, the description or the location.
2. Under the calendar gear, Default video picks what new meetings get: Google Meet, Zoom, Roam or None.
3. Put your personal Zoom and Roam links there too, and they go on every Zoom or Roam meeting you make.

Join from the top of the app

Five minutes before a meeting with a video link, a strip at the top says so, with Join call.

Why it exists

It's easy to be deep in email when a call starts. The strip turns up in time, with the link one click away.

How it works

1. Five minutes before a meeting that has a video link, a strip appears at the top of the app: Zoom meeting in 5 minutes, and its title.
2. Join call opens the link. The ✕ puts it away, and it goes by itself ten minutes into the meeting.
3. Turn it off or on under Settings, Notifications, Upcoming meetings.

Tell them you're on the call

From the meeting: Email guests, Send email reminder with the link, or Send text reminder from your OpenPhone number.

Why it exists

When people are late, the quickest nudge is one that already has the link in it. The meeting knows who's invited and where to join.

How it works

1. Open the meeting. Email guests (2) opens a new email to everyone on it.
2. Send email reminder writes I'm on the call to the guests, with the join link in it.
3. Send text reminder sends the same from your OpenPhone number to guests with a phone number. Needs an OpenPhone line linked by an admin.

Time zones you can name after people

Add up to three cities beside your hours and name each column after a person. Rows where everyone is at work turn green.

Why it exists

Nobody thinks “London”, they think “Sam”. Naming the column after the person, and showing where your working days meet, makes picking a time easy.

How it works

1. Click the globe, Time zones, and Add a city. Up to 3 at a time.
2. Type over the city in Name this column, Sam for instance. Hours sets one working day, 9 AM to 5 PM by default, for every zone.
3. With Highlight overlap on, rows turn green where it's working hours everywhere. The strip above the week reads Sam 3:42 PM.

Share your availability

Drag over the times you can do and copy them into a reply, in your time and Sam's. Or copy a link they book one from.

Why it exists

Back and forth about times wastes days. Paint the times once, and they get a list they can read in their own time, or a link that books it.

How it works

1. Click Share availability, and drag over the times you can do in Week view.
2. Copy times gives Here are some times that work for me (CDT), and under it In Sam time (BST) for the first zone you added.
3. Or fill in For (Lunch, coffee, a call…) and Length, and Copy link: they book one of those times from it.

Booking links

A link from Share availability opens a page anyone can book from, in their own time zone. One booking closes it.

Why it exists

Some people just want to pick a time. The page needs no account, shows the times in their zone, and tells you the moment they book.

How it works

1. They open your link, no account needed: Lunch with Nathan Hart, in their own time zone. They pick a time.
2. Your name, Email and Phone, then Book. They get a calendar invite by email, and the link closes.
3. You get John Miller booked Lunch at the top of Triage, with View to open it on your calendar.

Say an event

Say “lunch Thursday at 12:30 with Laura, every week” and New event opens filled in. Nothing is saved until you save it.

Why it exists

Saying a meeting is quicker than filling in a form, especially on a phone. You still see every field before it goes on the calendar.

How it works

1. On a computer, click the mic in the Calendar toolbar or the day rail and talk. On the phone, hold Hold to add an event and let go when done.
2. Title, time, repeat, guests and place fill in New event. If a name could be two people, it asks, like Which Sam?
3. Nothing is saved until you save it. A sentence that also asks for an email, a move or a reschedule goes to Command instead.

An event from a screenshot

Give it a picture of an invite, a ticket or a booking, and New event opens with what it read.

Why it exists

Plenty of plans arrive as pictures: a flyer, a ticket, a message from someone else's phone. Reading the picture saves typing it out.

How it works

1. Click the picture button beside the mic in the Calendar toolbar or the day rail. On the phone, tap the square button next to Hold to add an event.
2. On the phone, Choose a photo or Take a photo.
3. It reads the image and opens New event with the title, time and place filled in, ready for you to check.

Add an event from an email

Under an email with an invite or a date: Add this to your calendar? Yes or No. Or highlight a schedule and add every event in it.

Why it exists

Dates arrive in email, and copying them into a calendar is where they get lost. Adding from the email keeps the details it already has.

How it works

1. When an email has an invite or a date in it, Add this to your calendar? sits under it. Yes adds it, No puts it away.
2. Highlight text with times in it, like an itinerary, and choose Add to calendar. Tick the events you want and Add 2 events. The toast has Undo.
3. Dates in an email are underlined. Hover one to see it on your day in the rail.

Lay a teammate's calendar over yours

Team lays a teammate's meetings over your week, dashed and named, so you can find a time that suits you both.

Why it exists

Finding a time with a colleague usually means asking. Seeing their week on top of yours answers it.

How it works

1. On a computer, click Team in the Calendar toolbar. It shows when you have teammates.
2. Under Lay over yours, tick the teammates you want.
3. Their meetings show dashed, named like Laura: Board prep. Just mine takes them away.

Reschedule a day

Out sick or away: pick the days, push every meeting a week, two or a month, and send one email per meeting in one go.

Why it exists

Clearing a few days means moving every meeting and writing to everyone. Doing it in one pass takes minutes instead of an afternoon.

How it works

1. Open Settings, Calendar, Reschedule, and Start. 1 Pick meetings: Rest of today, Tomorrow, Rest of this week, Next week, Next two weeks or Pick dates. Type a reason, or hold and say it.
2. 2 New times: Push everything by 1 week, 2 weeks or A month, and see where each one lands.
3. 3 Emails: one per meeting, written from your reason. Send them all, and it says All set.

KeysSpace

How did today go?

From 6 PM a banner offers to look back on the day's meetings: category, energy from 1 to 10, feelings and a note, with a key for each.

Why it exists

How a meeting felt is gone by tomorrow. A quick pass in the evening keeps it, and Insights turns it into where your energy goes.

How it works

1. From 6 PM a banner says 3 meetings to look back on, with Review or Later. Or click Review today in the Calendar toolbar or the day rail.
2. For each ended meeting: its category, energy from 1 to 10, feelings, and a note, typed or held and spoken.
3. Keys 1 to 9, and 0 for 10, set the energy. Enter saves, J skips, K goes back. Change the time, or turn the banner off, under Settings, Calendar, Daily review.

Keys10EnterJK

Reminders

Every reminder, grouped by the day it comes back: Overdue, Today, Tomorrow, each weekday, Next week and on.

Why it exists

Setting an email aside is only safe if you can see what's coming back and when. The tab lays it out like a planner, and moving one is a drag.

How it works

1. Open the Reminders tab. What's coming up is grouped into Overdue, Today, Tomorrow, the rest of the week by day, Next week, In 2 weeks, Later in the month, Next month and Later.
2. Drag a reminder to another day, or click its time and pick from Move to. The toast says where it went and offers Undo.
3. Clear reminder, the crossed out bell on the row, brings the email back now.

KeysG R

Knock this out

Work through every reminder now, due or not, soonest first, in Triage's cards.

Why it exists

Sometimes you have an hour and would rather clear what's coming than wait for it. Knock this out lines every reminder up as cards, so you decide each one now.

How it works

1. On the Reminders tab, click Knock this out.
2. Triage shows every reminder as a card, due or not, soonest first. Reply, mark it done, or set it for later.
3. Back to Reminders, or any other tab, ends the pass. At the end it says No reminders left.

A follow-up as you reply

While a reply waits its five seconds, Follow up? Set reminder brings the email back on the day you pick.

Why it exists

The time to decide whether you need to chase something is right as you answer it. One key sets it before the reply has even gone.

How it works

1. Send a reply in Triage. Its undo bar counts down from five, with Follow up? Set reminder H under it.
2. Press H or click it, and Remind me opens. The count waits while you pick when.
3. The reply goes, and the toast says Reply sent, with the follow-up reminder set until then. The email comes back to Triage on that day and waits in Reminders until it does.

KeysH

To-dos by when they're due

The To-dos tab groups everything by its due date: Overdue, Today, Tomorrow, This week, Later and No date.

Why it exists

A flat list hides what's late. Grouping by due date puts the overdue ones on top and shows the week at a glance.

How it works

1. Open the To-dos tab. Open to-dos are grouped into Overdue, Today, Tomorrow, This week, Later and No date.
2. Filter with All open, Today, Tomorrow, This week, Overdue, No date or Done. Each one shows its count.
3. Search to-dos, or sort them By due date, Newest first, Oldest first or A to Z. Tick the box when it's done.

Add a to-do

Type what needs doing and press Enter. A note, a due date, an email link or a photo can go with it.

Why it exists

Most to-dos are a line and a date. The box takes that much at once, and the extras are there when one needs more.

How it works

1. At the top of To-dos, type in What needs doing? and press Enter or Add.
2. Click the paperclip to attach a photo or document, or drop the file on the box.
3. Add note, due date or email link opens a note, a date and a link to an email.

A to-do from an email

To-do on a Triage card reads the to-do and its due date out of the email. The email stays linked to it.

Why it exists

Copying a request out of an email loses the date and the context. Making the to-do from the email keeps both, one click away.

How it works

1. Press To-do at the foot of a Triage card. On the phone, it's To-do in the More sheet of an open email. It isn't offered in the Emails tab.
2. It reads the to-dos and their due dates out of the email. Confirm the to-dos to add, edit them, or Add your own.
3. Press Add to to-dos, or Add & share link. Later, View email this came from opens the email under the to-do.

Talk through your to-dos

Tap, say everything on your mind, tap again. Each task becomes its own to-do, with a date when you said one.

Why it exists

A head full of tasks empties faster out loud than on a keyboard. You talk, and the list writes itself.

How it works

1. In To-dos, tap Talk through your to-dos and say everything on your mind.
2. Tap again to finish. It writes it down, then turns your words into to-dos.
3. Each task is its own to-do, with a due date when you said one. Confirm them and they're added.

Shared lists anyone can tick

Share some to-dos as a link. Anyone can tick them off without an account, and you see each tick as it happens.

Why it exists

Handing work over by email means asking later whether it got done. A shared list tells you as it happens, and the other person signs up for nothing.

How it works

1. In To-dos, click Share list and pick the to-dos. Share link copies a link at once; Name it… gives the list a name, a due date and a note.
2. They open the link with no account, tick off what's done and can send a note back. The link has no expiry, and you can turn it off any time under Shared lists.
3. Each tick shows live at the top of your To-dos and in Triage: it was ticked off, and it's done on your list too.

Trash kept for 30 days

A deleted to-do goes to Trash for 30 days, with Undo straight away and Restore after.

Why it exists

Deleting the wrong to-do shouldn't cost you it. Trash keeps it long enough to notice, then clears itself.

How it works

1. Delete a to-do with its trash button, or swipe it left on the phone. Moved to trash offers Undo.
2. Trash (N) at the bottom of To-dos is kept 30 days. Restore brings one back; Delete forever removes it.
3. Empty trash clears all of it after you confirm.

Notes, with N

Press N anywhere and a note opens. Type or dictate it, save with ⌘↵, set a reminder, and share it with teammates.

Why it exists

A thought you have to find a place for is a thought you lose. N opens a note wherever you are, and it's saved before you're back to what you were doing.

How it works

1. Press N anywhere you aren't typing, and a note opens, already listening: talk, and Space stops it. Or just type.
2. ⌘↵ saves. Remind me, or ⌘H, sets when you're reminded of it.
3. A saved note can be shared with teammates as Viewer or Editor, asked about with Ask AI, and commented on. Find notes again from search.

KeysN⌘↵⌘H

Save a sentence

Highlight text in any email and choose Save snippet. It's kept with who said it, ready to copy, label or share.

Why it exists

The line that matters is usually one sentence in a long thread. Keeping just that sentence, with who said it, means you never dig for it again.

How it works

1. Highlight any text in an email in Triage, Emails or Categories.
2. A bubble offers Save snippet, Share link, Reply to this, and Add to calendar when the text has a day or time. Add a label if you like.
3. Save snippet keeps it in the Snippets tab. The toast says Snippet saved, with Undo.

Save a whole email

Save on the foot of an email keeps all of it in Snippets and copies its link.

Why it exists

Some emails are worth keeping whole: a confirmation, a set of instructions. One press keeps it and gives you a link you can send.

How it works

1. Press Save at the foot of a Triage card or of a message in a thread.
2. The whole email is saved to Snippets and its link is copied. The button then reads Copy link.
3. On the phone, it's Save in the More sheet of an open email.

Snippets

A wall of everything you've saved, each with who said it. Filter, search, label and copy.

Why it exists

Saved lines are only useful if you can find them. The wall shows each quote with its sender and subject, and a search covers all three.

How it works

1. Open the Snippets tab. Each saved line, email or file shows with who said it and the subject.
2. Filter by All, Highlights, Whole emails, Files, Labeled or Shared. Sort by Newest first, Oldest first, By sender or Longest first.
3. Search snippets, senders and subjects. Open one to copy it, label it, share it, or go back to the email.

KeysG S

Share a snippet as a link

Make a link to a snippet anyone can open. It counts the views, and lasts until you stop sharing.

Why it exists

Pasting a quote loses where it came from. A link shows the line with who said it, under your logo, and tells you whether it was read.

How it works

1. On a snippet, click Create a share link. The link is copied.
2. Anyone with it can open the page: the quote, who said it, and your logo and signature.
3. The snippet shows how many views it has had. The link has no expiry; Stop sharing turns it off.

Share an email as a link

Share a whole conversation, or one message, as a read-only page. Choose how long the link lasts and see how often it's opened.

Why it exists

Forwarding a thread hands over a copy you can't take back. A link can end, can be turned off, and shows whether it was opened.

How it works

1. In an open conversation, open ⋯ More and choose Share link.
2. Pick Whole conversation or one message, and how long the link lasts: 1 day to 1 year. Create the link and it's copied.
3. They see a View only page with the attachments. You see how often it was opened, can add newer emails with Add them, and can Turn off link.

Every attachment in one place

The Files tab holds every attachment in your mail. Filter by type and account; logos and signature images stay hidden.

Why it exists

Finding a file means remembering which email it came in. Files lists every attachment on its own, and leaves out the little images that clutter mail.

How it works

1. Open the Files tab. Every attachment lands there as your mail syncs. Calendar invites are listed apart.
2. Filter by Type: All types, Calendar invites, Images, PDFs, Documents, Spreadsheets, Slides, Archives, Audio, Video or Other. All accounts picks one Gmail account.
3. Small images is off, so PNG and JPEG images under 100 KB, like logos and signature images, are hidden. Search by file name, sender or subject.

Open any attachment

Click a file to see it. Step between an email's pictures with the arrows, ask AI about it, email it, or sign it.

Why it exists

Downloading a file just to look at it, then finding it again, is slow. The preview opens in place and the next file is an arrow away.

How it works

1. Click a file in Files, or an attachment in an email. PDFs show page by page with zoom.
2. ← and → step between the pictures in an email. Ask AI answers questions about the file; Email starts a new email with it attached.
3. A Word file also gets Convert to PDF and Google Docs. A PDF gets Sign & send on the Files page, or Sign & reply in a thread.

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Fill & sign a PDF

Sign a PDF, add text, a date or a tick, fill its form fields, and send the signed copy back on the thread.

Why it exists

Printing, signing and scanning a page to send it back takes ten minutes. Fill & sign does it in the window you're already in.

How it works

1. Click Fill & sign on a PDF in Files, or Sign & reply on one in a thread.
2. Insert signature, drawn, typed or uploaded. Add Text, Date or Check where you click, and fill the form fields. Signed this day adds the date, your name and your email under your signature.
3. Download the signed copy, or send it back: it opens as a reply on the thread it came in on, with the signed copy attached.

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Send a PDF to be signed

Attach a PDF in compose, choose who signs, and they sign it at a link after proving their email with a code.

Why it exists

Getting a signature shouldn't need another service and another account. The request goes out with your email, and you can see where it stands.

How it works

1. In compose, open the Sign pane and Choose a PDF, or a Word file, which is made into a PDF first. Signers must be on To or Cc.
2. They get a link, prove their email with a code, then review and sign. Files, Sent for signature shows each one as Out for signature, Signed, or Declined, cancelled or expired.
3. Anyone can check a signed copy against the record at /sign/verify. It isn't for wills, court filings or documents that need a notary.

Scan paper on your phone

On a phone or tablet, Scan in Files finds the page with the camera and saves the pages as one PDF in Files.

Why it exists

The paper you need to keep or send back is never in your inbox. Scanning puts it next to the rest of your files, as a PDF you can sign or share.

How it works

1. On a phone or tablet, open Files and tap Scan. The camera finds the page and takes it when it's steady: Hold steady, then Got it. Turn to the next page.
2. Look over the pages. Pick a look: Color, Grayscale, Black & white or Photo. Fix the edges, turn a page, or hold one to move it.
3. Save makes one PDF, up to 40 pages, in Files.

Share a file as a link

Share a file you scanned or added as a link that lasts 1 day to 1 year, counts its opens and can be turned off.

Why it exists

A file too big for an email, or one you want back, is better shared as a link. You choose how long it works and see whether it was opened.

How it works

1. On a file you scanned or added in Files, choose Share a link.
2. Pick how long the link lasts: 1 day, 7 days, 30 days, 90 days or 1 year. Create link copies it.
3. It shows when the link ends and how often it was opened. Change the end, or Turn off link.

Your logo on shared pages

Put your logo, and your signature or a block of your own, on every page people see from a link you share.

Why it exists

A link you send is still you writing to someone. The page they land on carries your name and logo rather than ours.

How it works

1. Open Settings, Account, Branding.
2. Upload a logo and pick Logo only or Logo + name. Choose My email signature or a Custom block.
3. They show on the pages for shared snippets, emails, files and to-do lists.

Emails: every folder

Every Gmail folder in one tab: Inbox, Unread, Shared, Drafts, Outbox, Sent, Reminders, Done, Spam, Trash, Received and All mail.

Why it exists

Triage hides what doesn't need you. Sometimes you need exactly that mail, and the Emails tab has it, folder by folder.

How it works

1. Open the Emails tab and pick a folder from the title: Inbox, Unread, Shared, Drafts, Outbox, Sent, Reminders, Done, Spam, Trash, Received or All mail.
2. List view shows rows; a conversation opens in place of the list. Open view shows every email open, one after another.
3. Your day, or recent opens, sits in the rail beside it on a computer.

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Keys in the Emails list

J and K move, Space glances, X selects, Enter opens, E is done and H is later, without touching the mouse.

Why it exists

Going through a folder is quicker with keys. The same letters as Triage work on the list, and on a whole selection at once.

How it works

1. J and K move down and up the list. Space glances at the row without opening it. Enter opens it.
2. X selects rows. E marks them done, H sets a reminder, S stars the sender, ⌘U unsubscribes. Esc clears the selection.
3. Inside a conversation, A replies to all, F forwards and O categorizes the sender.

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Important and Unimportant

Two chips on the Inbox split it: Important is mail from people, Unimportant is newsletters, receipts, notifications and companies.

Why it exists

Most of an inbox is mail nobody wrote to you personally. Splitting it lets you answer the people, then clear the rest in one go.

How it works

1. On the Inbox folder of the Emails tab, click Important for mail from people, the kind that wants a reply.
2. Unimportant is newsletters, receipts, notifications and mail from companies. Mark all N done clears it after you confirm.
3. The flag on a row moves its sender to the other side.

Categories

Mail filed by category, with counts, subcategories and three layouts. Send a category through Triage on its own.

Why it exists

Newsletters, receipts and suppliers are easier read together than mixed into everything else. Categories gathers each kind in one place.

How it works

1. Open the Categories tab. Pick All or a category, each with its count, then a subcategory. Show it as List, Cards or Open.
2. Edit opens Edit categories: rename, merge one into another, or delete one, which unfiles its senders.
3. To work a category as a queue, pick it under Categories on the Emails tab and press Start queue. Triage takes just that category, and these emails are hidden from your main inbox.

Mark done automatically

Have the mail in your categories marked done by itself after 7, 14 or 30 days, or clear it all now.

Why it exists

Newsletters and notifications pile up whether you read them or not. Auto done archives them after a while, so the inbox never fills with them.

How it works

1. In Categories, click Auto done at the top. Choose Off, 7 days, 14 days or 30 days. It applies to every category.
2. Category mail still in your inbox after that long is archived in Gmail. It stays in its category. Starred mail, drafts and anything with a reminder stay put.
3. Mark all done clears the category's inbox mail now, after you confirm.

Orders and shipping

Every order from your mail in one tab: what you bought, the total, when it arrives and the tracking number.

Why it exists

Order emails come from a dozen shops in a dozen formats. Orders reads them and lays out what's coming and when, with no carrier accounts to connect.

How it works

1. Open the Orders tab. Filter All, In transit, Arriving, Delivered or Not shipped. Sort by Latest, Arrival date or Merchant.
2. Each order shows the merchant, the items, the total and the estimated arrival, or Not in the email when it didn't say.
3. Carrier and tracking number come with Track package, and Open email goes to the email it came from.

Receipts, sales and tickets

Beside Orders: Receipts with subscriptions and refunds, Sale with the discount and code, and Tickets for what's coming up.

Why it exists

Receipts, sale emails and tickets are each a kind of mail you look for at a particular moment. Each gets a list that shows just what you need from it.

How it works

1. In Orders, switch to Receipts, Sale or Tickets.
2. Receipts filters All, This month, Subscriptions and Refunds. Sale filters by discount, 20%+ to 70%+, with the code, when it ends, and Unsubscribe.
3. Tickets shows Upcoming and Past events with the venue, the links and the files.

Texts and calls

With an OpenPhone line linked by an admin, a Messages tab holds your texts and calls, with recordings and an AI summary of each call.

Why it exists

Clients don't only email. Having their texts and calls next to their email means one place to see what was said.

How it works

1. Messages shows only when an admin has linked an OpenPhone line to your account. It lists conversations; New starts one, and Call rings them.
2. Calls show with the recording, an AI summary and next steps. Texts and calls also come into Triage as cards, with Create to-do.
3. On the Emails tab, Recent calls, how did they go? offers Call back, Text, an outcome and a note for each call.

A page for every person

Click a sender's name: every thread, email, file and voicemail with them, their addresses and phone, and what to do when they email.

Why it exists

What you know about someone is spread across years of threads. Their page puts it in one place, and it's where you decide how their mail is treated.

How it works

1. Click a sender's name on any email. Their page shows every thread with them, and switches to every email, every file, or voicemails when they use Perfect Mail too.
2. Each address carries its company chip. The phone number calls from your device, with Text beside it.
3. Under When they email: hide them from triage or screen them out, then Notifying, See first, Auto-draft, Categorize and Add a note. Write starts an email to them; Edit contact merges another address of theirs into this page.

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A page for every company

The company chip on a person opens everyone who has written from that domain, and every thread with it.

Why it exists

People at a company come and go, and one person often writes from two addresses. The company page shows who is there and puts a person's addresses together.

How it works

1. On a person's page, click the company chip beside their address.
2. People here lists everyone who has written from that domain, beside all the threads with it.
3. Tap two addresses that are the same person, say what they should be called, and they merge into one contact.

Contacts

Everyone you have ever had mail with, in one list. Add someone from a business card, tidy up duplicates, and export for Google Contacts.

Why it exists

Your real address book is your mail. Contacts builds it from there, and keeps it tidy without changing anything you haven't agreed to.

How it works

1. Open Settings, then Contacts: everyone you have had mail with, searchable by address or name.
2. Scan a card adds someone from a photo of their business card. Enrich lets you say what you know about the people you've met, and it goes on their contact.
3. Tidy up suggests Same person merges and Not a person removals; nothing changes until you accept. Export a Google CSV, under Into Google Contacts, makes a file you import there.

Lists

Put people on a list from any email, build one from your mail by describing it, and email everyone on it.

Why it exists

The people you write to as a group rarely live in one place. A list gathers them as you go, and shows how each send to it did.

How it works

1. On an email, click List and pick a list, or name a new one. An open email's More menu can add everyone on the thread.
2. Open Settings, then Lists. Make one by name, or click Build from mail and describe it, like Everyone I play golf with.
3. A list's page has Email everyone. Recently sent shows each send and how many replied.

Tags for a piece of work

File threads under a tag for a project. The tag's page holds its mail, answers questions about it, and shares as a live link.

Why it exists

A project's mail comes from many senders. A tag keeps it together without changing where anyone's mail goes, which is what categories do.

How it works

1. Click Tag on an email, or File under a tag on an open one. Find a tag, or type a new name.
2. A tag's page has the mail in it and Ask about this project. Rename and Export are in its toolbar.
3. Share makes a read-only link that keeps up as you file more mail. Tags are not categories: a category decides where a sender's mail goes.

File a sender

O files a sender, or their whole domain, under a category. Keep them in the queue, or send their mail straight to the category.

Why it exists

Most mail doesn't need a turn in your queue. Filing a sender once decides where everything from them goes, from then on.

How it works

1. Press O, or click Categorize. Pick a category, or type a name to make one.
2. Apply to This sender or Whole domain. Keep in queue tags their mail and leaves it in Triage; Skip queue sends it straight to its category. Sort each email for me files each one on its own.
3. Save rule. After Skip queue it offers to archive the older mail from them still in your inbox. Nothing is deleted; it stays in All mail.

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Suggested categories

It suggests a category for each sender you haven't filed. The suggestion waits on their next email, and nothing is filed until you say so.

Why it exists

Filing every sender by hand takes a while. A suggestion turns each one into a single tap, and you still decide.

How it works

1. When a sender you haven't filed emails you, a strip on the email says where it would file them, already ticked.
2. Yes files them; tap a category to change where. No means you won't be asked about that sender again.
3. Settings, Inbox, Auto-categorize shows how many suggestions are waiting and how often it has been right.

Route a sender

Send a sender's mail, or their whole domain's, to a teammate, another address, a Roam group or an in-app notice.

Why it exists

Some mail is always someone else's job. A route sends it there as it arrives, so you don't forward it by hand each time.

How it works

1. Click Route on an email. Choose Just sender or Whole domain, and add a label if you like.
2. Add destinations: a Teammate, an External email, a Roam group or In-app notify.
3. Also archive from my queue after routing is off unless you tick it, so the email stays in your queue too. Auto-forward and send to me puts a copy in your inbox as well.

Hide or screen out a sender

Hide a sender from triage, or screen them out of everything. For one person, or everyone at their domain.

Why it exists

Some senders you still want, just not in your queue. Others you never want to see. Two levels cover both, and neither loses the history.

How it works

1. Click Mute on the email. Under This sender are two choices, each for the person or for everyone at their domain.
2. Hide from triage: the queue skips them. Their mail is still in your inbox and the Emails list.
3. Screen out: gone from your inbox, the Emails list, the queue and push. Their page and search still have the history. Press the button again to undo either.

Block and Report Spam

Block Sender makes a Gmail filter that sends their mail to Trash. Report Spam moves the thread to Spam in Gmail.

Why it exists

Some mail is unwanted, not just unimportant. These act in Gmail itself, so the sender is dealt with wherever you read your mail.

How it works

1. Click Mute on the email. Report Spam and Block Sender are at the bottom.
2. Report Spam moves the thread to Spam in Gmail. Block Sender creates a Gmail filter that sends their mail to Trash.
3. Neither waits for an undo. On the phone, Spam and Block are in the More sheet and ask you to confirm first.

Unsubscribe

⌘U unsubscribes from a mailing, then offers to archive what they already sent. Settings lists everything you're subscribed to.

Why it exists

Unsubscribing usually means hunting for a tiny link and a web page. Here it's one key, and the old issues can go with it.

How it works

1. On a mailing, press ⌘U or click Unsubscribe. It unsubscribes for you, or opens the sender's page when you need to finish there.
2. Then it offers to archive their older mail still in your inbox, and marks this one done.
3. Settings, Inbox, Unsubscribe lists everything that mailed you with an unsubscribe link in the last six months. Filter by Subscribed, No category or Unsubscribed.

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See first, Notify me, Auto-draft

Three switches for a person or a whole domain: their mail first, a push when they write, and a reply drafted in your style.

Why it exists

A few people matter more than everyone else. Deciding once how their mail is treated saves deciding every time they write.

How it works

1. Open Settings, Inbox, Priority. Type an address, or @ and a domain for everyone there.
2. See first: their emails jump to the top of the inbox. Notify me: a push notification to the phone when they email. Auto-draft: a reply written in your style from your past replies to them.
3. The same switches sit on the person's page as See first, Notifying and Auto-draft.

Watch a sender

Watch puts a sender's mail first in every sort, in Triage and in Emails.

Why it exists

Some people's mail should never wait behind the rest. Watching them keeps it at the top without a rule to write.

How it works

1. Click Watch on the email. It reads Watching from then on.
2. Their mail shows first in Triage whatever the sort, and under a Watching heading at the top of Emails.
3. On the phone, Watch is in the More sheet, and it tells you the sender will show first.

A private note on a person

A note on someone's page, for what you want to remember about them. It shows only on their page.

Why it exists

The thing worth remembering about someone, like when they'd rather have a call, belongs with them and not in another app.

How it works

1. Open their page and click Add a note.
2. Write it and click Save note.
3. The note shows under the switches on their page, and the pill reads Note. It shows only there.

Queue Rules

Every rule that shapes your queue in one sheet: who is screened out or hidden, what comes first, and which conversations are muted.

Why it exists

Rules made one at a time, from many emails, are easy to lose track of. Queue Rules shows them together and takes one away in a click.

How it works

1. Click the rules button in the Triage toolbar.
2. Active Rules lists each one with its kind: Screen out, Screen out domain, Hide from triage, Hide domain from triage, Priority, Muted conversation and others. Delete one to remove it.
3. Add one at the top: pick the kind, then type an address, a domain, or for Priority and Behavior the rule in your own words.

Introduce people you've met

Pair up people from your recent meetings and send the intro emails in one go. History shows every intro and what came of it.

Why it exists

Introducing two people you know is generous and quick, yet it rarely happens. Intros lines up the pairs from the people you've met and writes the emails.

How it works

1. Press ⌘S and open Intros. It works from the people in your recent meetings.
2. Each card is a pair and why they should meet. Introduce lines it up, Skip passes. Then write the emails, edit them, and send.
3. History shows every intro you've made, and whether they met.

Start a team

Make a team from Settings and invite people by email, as a Member or an Admin.

Why it exists

Sharing and talking about mail needs to know who you work with. A team is that list, and nothing is shared just by joining one.

How it works

1. Open Settings, then Team. Under Start a team, name it and click Create.
2. Invite someone by email as a Member or an Admin. Admins can invite and remove people. Invitations expire in 7 days, and only the invited address can accept.
3. Each person shows with their role, and admins can change it. Anyone but the owner can Leave team.

Share your inbox

Let a teammate see your inbox: one Gmail account or several, read-only or not, all of it or only new mail. Stop any time.

Why it exists

When someone covers for you, they need to see your mail, not a forwarded copy of it. Sharing gives them that, as much or as little as you choose.

How it works

1. In Settings, Team, open a person. Under Your inbox, turn on Share with them, or one switch per Gmail account when you have several. Turn it off to stop.
2. Read-only lets them read and discuss but not reply as you. New mail only shows them only mail that arrives after you share.
3. When a teammate asks to see your inbox, their row says Asked to see your inbox, and turning a switch on approves it. Sharing is mail only: your calendar, sleep and Insights stay yours.

Open a teammate's inbox

When a teammate shares with you, switch Triage to their inbox, or to all inboxes at once.

Why it exists

Covering for someone should feel like working your own mail. Their inbox opens in the same Triage, with the same keys.

How it works

1. When an inbox is shared with you, an inbox switcher appears in the Triage toolbar.
2. Pick My inbox, their inbox under Shared with me (it says Read-only or Full access), or All inboxes: yours plus everything shared with you.
3. Each new day it goes back to My inbox. On the phone, a read-only inbox says so under the card: you can read and discuss, not reply as them.

Triages: named slices to share

Name a slice of your mail, like Sales or Support, and share just that with a teammate. It can have its own email address.

Why it exists

Often a teammate should see one kind of mail, not your whole inbox. A triage is that slice, with a name, and it's the only thing they see.

How it works

1. Settings, Account, Gmail accounts, Triages: name it, pick the accounts, and add senders like bills@acme.com or @stripe.com. Create triage.
2. Switch between triages from the Triage title. It can also give the triage its own email address.
3. Share a triage with a teammate: Everything in this triage or Only new emails, and Read only or Reply as you. They see that triage and nothing else.

Talk it over under the email

A private thread pinned under any email, for your team only. Type a note or hold to record a voice message.

Why it exists

Asking a teammate about an email usually means forwarding it and losing track. Here the conversation sits under the email itself, where the sender never sees it.

How it works

1. Choose Discuss internally from an open email's More menu, or click Share with teammates on the email and pick who. Both need a team.
2. The Internal discussion is pinned under the email: private, not visible to the sender. Write a note and press Enter, or hold to record a voice message.
3. The email then carries a badge, Internal: N messages. On the phone, the Share tile reads Discussion with the count.

Emails shared with you

When a teammate shares one email with you, it lands in the Shared folder in Emails, with the discussion under it.

Why it exists

Sometimes you only need to see one email, not an inbox. A single share brings that email to you, with the conversation about it.

How it works

1. A teammate clicks Share with teammates on an email and picks you.
2. It shows in Emails, in the Shared folder, with a count of notes you haven't read. It also comes up in your own Triage.
3. Open it to read the email and the internal discussion under it.

When a share ends

When you stop sharing your inbox, Triage shows what arrived while they had access, and everything they sent as you.

Why it exists

Handing over your inbox is easier when you can see afterwards what happened in it. The review says it in one card.

How it works

1. When an inbox share ends, a Share ended card opens in Triage.
2. It counts the Emails arrived, the ones They replied to, and what was Sent as you. Replied and Arrived list the threads, and each one opens.
3. Click Done and Triage goes on as before.

Insights

Your mail and meetings for a week, month, quarter or year: emails sent and received, meetings, video calls, people met and cities.

Why it exists

It's hard to change how you spend your time without seeing it. Insights puts the numbers from your mail and your calendar on one page.

How it works

1. Insights isn't a tab. Open it from the Settings menu, find it with ⌘S, or press G then A from Triage.
2. Pick Week, Month, Quarter or Year. It opens on Year. Overview shows the numbers; Map shows the cities.
3. Tiles for Emails sent, Emails received, Meetings, Video calls, People met and Cities, then Email and Meetings charts, People you met and Places.

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Where the time went

Every hour placed as Work, Life, Health, Sleep or Unaccounted, from each meeting's category. A wrong guess is one tap to fix.

Why it exists

A week can feel all work and turn out not to be, or the other way round. Sorting the hours shows which it was.

How it works

1. Where the time went shows Work, Life, Health, Sleep and Unaccounted, with hours and a share of the period.
2. Each meeting gets a category from its title: Work, Personal, Family, Health, Travel or Focus time. A wrong guess is one tap in the event to fix.
3. Click a pillar to see the meetings in it.

How did it go?

After a meeting ends, rate it from Drained to Energised, pick a feeling or two, and add a note. Insights sums it up.

Why it exists

Some meetings give you energy and some take it. Noting which, as you go, shows the pattern you'd otherwise only feel.

How it works

1. Open a meeting once it has ended. Under How did it go?, pick 1 to 10 from Drained to Energised.
2. Pick feelings like energising, draining, focused or scattered, or add your own word. Add a note, and Save.
3. The Energy card in Insights shows how many you reflected on, the average, and the feelings that came up most.

Ask about your time

Type a question about the period, or tell it a meeting's category is wrong. It suggests the fix, and nothing is saved until you confirm.

Why it exists

Charts answer the questions someone thought of. Asking in words gets at yours, and correcting a tag there is quicker than finding the meeting.

How it works

1. Click Ask in Insights. Start from Where did the most time go?, Who did I meet with most? or Which meetings were draining?, or type your own.
2. Tell it a category is wrong, and it suggests the change: the meeting, the old category and the new one.
3. Confirm saves it. Dismiss leaves it as it was. Nothing is saved until you confirm.

Year in review

Your year in one sentence, with the numbers: emails, meetings, people, calls and cities. Then the busiest month, who you met most and where you were.

Why it exists

A year is too long to remember in detail. One sentence and a few numbers give it back to you.

How it works

1. Click Year in review in Insights.
2. One sentence for the year so far: emails sent and received, meetings, people, video calls and cities.
3. Under it: hours in meetings, video calls, the busiest month, who you met with most, and where you were.

Stats

The last 7, 30 or 90 days: emails per day, response time, busiest hours, top correspondents, where your time goes and everything you have.

Why it exists

Insights is the big picture; Stats is the detail. It's where you see how quickly you answer and who you write to most.

How it works

1. Click Stats in Insights, and pick 7 days, 30 days or 90 days.
2. Emails per day, Average response time, Busiest hours, Top correspondents, Where your time goes and the Meeting mix of video and in person.
3. Tag your events lists meetings with no category: Sort these for me sorts them. Everything you have counts it all.

Apple Health on your calendar

On the iPhone app, your steps, workouts and sleep come onto the calendar on the day they happened.

Why it exists

A run or a bad night changes a day as much as any meeting. Seeing them on the calendar explains the day.

How it works

1. Open Settings, Calendar, Apple Health, and turn on Bring Apple Health onto my day. On the iPhone app only (Apple Health).
2. Set Steps a day: the day turns green when you get there. Workouts sit beside your meetings, sleep shows as a night, with exercise minutes and resting heart rate on the day.
3. It's read each time you open Perfect Mail on your iPhone. Remove everything takes it all off again.

Sleep from any tracker

Make an ingest token, and any watch, ring or script that can post your nights puts them on the calendar and in Insights.

Why it exists

Sleep is the biggest block of any week and the one nothing else accounts for. Any tracker that can send a night can fill it in.

How it works

1. Open Settings, Calendar, Sleep, and Make a token. It's shown once, with Copy.
2. Anything that can post JSON with that token, a watch's export, a shortcut or a script, sends your nights to it. Sending it shows the command.
3. Nights show on the calendar from the evening before, and in Insights under Sleep.

Up to five Gmail accounts

Connect up to five Gmail accounts. They land in one inbox, and the primary one runs your calendar and sends by default.

Why it exists

Work, home and side projects each have an address. Connecting them all means one place to read, and one queue to clear.

How it works

1. Open Settings, Account, Gmail accounts, and click Connect Gmail. Add another the same way, up to five.
2. The primary account is used for your calendar and as the default sender. Make primary moves that to another one. Show in inbox picks which accounts the inbox shows.
3. Sync now and Reconnect fix an account that has fallen behind. Disconnect revokes the app's access at once, and mail already copied into the app is removed within 30 days.

Private addresses

A private receiving address for each purpose, usually one per triage. Mail sent to it lands in the account and triage you choose.

Why it exists

Giving out your real address for every sign-up or form invites mail you can't sort. A private address per purpose arrives already sorted, and you can switch it off.

How it works

1. Open Settings, Account, Addresses.
2. Each address says whether it is Receiving, Disabled or Needs attention, and you can filter by that and by account.
3. Edit changes where its mail goes and how it is organized. Conversations shows what came in. Disable stops new mail to it; what already arrived stays.

Out of office

Set Gmail's own vacation reply from Settings: dates, subject, message, and who gets it.

Why it exists

An out of office reply should keep working when the app is closed. This one is Gmail's own, so it does.

How it works

1. Open Settings, Writing, Autoresponder, and pick the Gmail account.
2. Turn on Send auto-replies. Set a Start and End if you like, a Subject and the Reply. Tick Only send to people in my Google Contacts, or Only send to people in my organisation for Google Workspace.
3. Check the Preview, or Send me a preview. Save to Gmail, and the autoresponder is on in Gmail.

Notifications

Choose what reaches you: upcoming meetings, senders you follow, smart notifications and team activity, by push or by email.

Why it exists

A notification is only useful when it's rare. You pick which kinds get through, and each one says what it does.

How it works

1. Open Settings, then Notifications.
2. Upcoming meetings shows a strip in the app before a meeting with a video link. Emails from senders I follow pushes when someone you set to Notify me writes. Smart notifications, off until you turn them on, pushes when an email looks important and learns from your answers.
3. Team activity pushes for shares, inbox requests and discussion notes, and Team activity by email also emails you when someone shares an inbox or asks for yours. Pushes arrive in the iPhone app.

Light, dark, or match your system

Light, Dark or Match system, on each device. Live bloom adds a soft wash behind the inbox that fills in as you finish emails.

Why it exists

Some people read better on light pages, some on dark. Each device keeps its own choice.

How it works

1. Open Settings, Inbox, Theme.
2. Pick Light, Dark, or Match system to follow your computer or phone's own setting.
3. Live bloom puts a soft ocean wash behind your inbox. It shifts a little with every email you finish and comes into full colour at inbox zero. It isn't drawn on phones.

Your login stays on our server

Your Gmail login never reaches the browser or your teammates. Nothing the app does deletes mail for good.

Why it exists

An email app holds the keys to your mail. Keeping them on the server, and never deleting for good, keeps the damage of any mistake small.

How it works

1. Your Gmail tokens stay on the server. They are never sent to the browser, and teammates you share with never get them.
2. Delete moves mail to Gmail's Trash, which Gmail empties after 30 days. Done, archive and mass archive never delete: the mail stays in All mail.
3. Disconnect in Settings, Account, Gmail accounts revokes the app's access right away, and mail already copied into the app is removed within 30 days.

Help and feature requests

Report a bug, ask for a feature or contact support from inside the app. A person reads every message.

Why it exists

Feedback that needs an email client and an address rarely gets sent. Here it's two taps, and it goes to the people who build the app.

How it works

1. Click the ? button. On a phone, Help is in the Settings menu.
2. Pick Report a bug, Request a feature or Contact support.
3. Each one opens a message to the Perfect Mail team, sent outside your Gmail, with your support ID attached. A person reads every message.

Refer a friend

Your own link gives a friend 45 days free.

Why it exists

The best way to hear about an email app is from someone who uses it. Your link makes that worth something to the friend.

How it works

1. Open Settings, Account, Refer & earn.
2. Copy link. Anyone who creates an account through it gets 45 days free.
3. Message, signups and leaderboard opens the full page: the message you send, who signed up, and the leaderboard.

Getting started

Sign in, connect your Gmail, clear the old pile if you like, and book an onboarding call. Your newest mail arrives first.

Why it exists

A new inbox app is only useful once your mail is in it. The first run gets you there in a few steps, and you can start working before the import finishes.

How it works

1. Sign in with your email and password. Getting started walks you through: pick your invite link, then Connect your Gmail.
2. Clear the pile first offers to archive everything before a date. Archive older mail, or Skip for now. Nothing is deleted; it stays in All mail.
3. Book your onboarding call. Meanwhile your mail comes in, the newest first, with the rest filling in behind it.

Perfect Mail for Mac

A Mac app whose tab bar is the title bar. It updates itself and keeps voice working when it's hidden.

Why it exists

Mail you live in deserves its own window, not a browser tab among dozens. The Mac app is that window, with nothing to maintain.

How it works

1. Download it from tryperfectmail.com/download. It needs macOS 13 or later on Apple Silicon.
2. The tab bar is the title bar, so drag the window by it. Voice keeps running when the window is hidden or in the background.
3. It checks for updates 30 seconds after launch and then every hour, downloads them by itself, and installs when you quit. Or choose Restart to Update from the app menu.

Triage on the iPhone

One email at a time: swipe right for Done, left for Remind me, hold Reply or Command under the card, and six actions below.

Why it exists

On a phone you want one thumb and one decision. The card is the whole screen, and everything you do to it is a swipe or a hold.

How it works

1. Swipe right for Done, left for Remind me. Long emails show a Summary, short ones show the email. Tap to read the whole thing.
2. Hold Reply or Command under the card, talk, and let go. ⌨ Type Reply is under them, with how many are left.
3. Below are Important, Mute (the conversation), Categorize, Remind me, Share and Skip. Share becomes Discussion when the team is talking about it.

Reading an email on the iPhone

An open email has Ask AI and More at the top, and Hold to reply at the bottom. More holds everything else.

Why it exists

A phone screen is small, so the email gets the room. The rest is one tap away under More, in the same order every time.

How it works

1. At the top: Back, ✦ Ask AI, and ⋯ More. At the bottom: Hold to reply, or Type reply. When the email has a date, Add to Calendar is offered.
2. More has this email: Ask AI, Listen, To-do, Remind me, Share, Tag, Save, Rename, Important, Mute, Instant intro and Unsubscribe.
3. Then the sender: Watch, Voice memo, Mute sender, List, Categorize, Route, View site, Spam and Block.

A mail list instead, on the phone

Prefer a list? Switch the iPhone's inbox to Mail list. Rows still swipe, with sorting and categories along the bottom.

Why it exists

Some people like to see everything at once. The list keeps the swipes you know, and only changes this phone.

How it works

1. Open Settings, Inbox, This phone, and under Inbox view choose Mail list.
2. Every conversation shows in a list. Rows still swipe: right for Done, left for a reminder.
3. Sort by Newest first, Oldest first, Unread first or Favorites first, with your categories across the bottom.

Share a screenshot to Perfect Mail

On the iPhone, share a screenshot or some text to Perfect Mail and it becomes a new event, a new email with it attached, or a contact.

Why it exists

Plans arrive as screenshots and texts more often than as invites. Sharing one in turns it into an event without typing it out.

How it works

1. In Photos or any app, share a screenshot or some text to Perfect.
2. It reads the screenshot, or the text, and opens New event filled in. Check it, then press Create event, or Send invite when there are guests.
3. A picture can instead go into a new email as an attachment, or a business card can become a contact.

In any browser

Open app.tryperfectmail.com on any computer or phone. It's the same app the Mac and iPhone apps load.

Why it exists

Sometimes you're on a computer that isn't yours. Signing in from a browser gets you the same inbox, with nothing to install.

How it works

1. Go to app.tryperfectmail.com in any browser, on a computer or a phone.
2. Sign in. Your mail, queue and drafts are all there.
3. The Mac and iPhone apps load this same app, so nothing is missing or different.

Push notifications on the iPhone

A push when someone you follow emails, and, if you turn it on, when an email looks important. Pushes arrive in the iPhone app.

Why it exists

Most email can wait for your next pass. A push should mean someone you care about wrote, and nothing else.

How it works

1. Open Settings, Notifications. Emails from senders I follow pushes when someone you set to Notify me writes. Team activity and Upcoming meetings are there too.
2. Smart notifications is off by default. Turn it on and it pushes when an email looks important, learning from your yes or no when you open one.
3. In the iPhone app, press Turn on notifications on this phone, then Send a test push. Pushes only arrive in the iPhone app.