Email workspace

10.1 Internal Email Comments

Internal comments let users discuss an email privately inside makeo. Comments are visible to people with the right makeo workspace access, not to the external sender or recipient of the email.

Users can use internal comments to:

• Add notes to a specific mail or thread.
• Mention teammates with @. The picker shows the same workspace members available in Assign to me (mail toolbar or makeo Agent focus dock).
• Tag a person from the comment composer with the person button; this inserts an @ mention and adds them as a task assignee when a mail task exists.
• @ mentions render in bold inside the comment thread.
• Email Tasks show a red unread count on the task row when someone else comments on a task you own or are assigned to. Badges clear when you open the specific task or its mail thread in Email Agent.
• Discuss next steps before replying.
• Create a follow-up task from the email context.

Internal comments are shown as a conversation thread under the mail view. The panel starts collapsed so the email thread keeps more space; open Comments to read or write, or collapse it again when you are done. A count badge appears when there are existing comments. Preference is remembered in the browser. A user's own comments are visually separated from comments written by others, so teams can read the discussion like an internal chat.

11. Connecting Email Accounts

Signed-in users can open Workspace at /workspace to see every account makeo can use: Gmail, Outlook, iCloud, IMAP, Facebook, Instagram, WhatsApp, Slack, LinkedIn, Aula, and iMessage. Connected accounts show a count. The same page can add or remove a connection. After iMessage is connected, Contact on that page lists your makeo email and the number you can text makeo on. Change lets you pick the name in front of @makeo.io. That address is separate from Gmail and Outlook, and you do not log into it. The left menu also includes Vault and Invite a friend. Where it has been rolled out, the left menu also shows Wallet (FAQ-003D). The left menu always includes Preferences, Knowledge, Email, and Account. Workspace → Account covers billing and Data privacy — delete imported emails, messages, and other data from connected services (your login stays), or permanently remove the account. Knowledge has Documents, Websites, and MCP. Email has Folders, Draft, and Signature after a mailbox is connected. Your linked iMessage number is shown under your name in that menu when iMessage is connected.

On a phone, Settings → Connect opens Workspace. Desktop can keep the list inside makeo Agent Settings → Connect. Provider login returns to Workspace. /connect still works as a connect page if someone opens that address.

In makeo Agent chat, a short command such as "connect Gmail", "forbind Outlook", or the same for iCloud, IMAP, Facebook, Instagram, WhatsApp, Slack, LinkedIn, or Aula opens that provider's connect flow. On a phone it opens Workspace and starts the login. On desktop it opens Settings → Connect and starts the same login. Connect always opens the provider login in a full-size window.

Supported account types can include:

• Gmail.
• Outlook.
• Microsoft 365.
• iCloud.
• IMAP-based accounts.

Provider behavior can differ. Gmail, Microsoft, iCloud, and IMAP accounts may not support every action in exactly the same way. Labels, folders, drafts, attachments, and sync behavior depend on what the provider allows.

makeo connects Gmail, Microsoft, iCloud, and IMAP mailboxes through a secure OAuth or IMAP connection. Users who connected their mailbox before a major email update may need to reconnect to restore full functionality.

When a user removes a connected mailbox from makeo settings, makeo also revokes the provider connection before removing the local account record.

For IMAP accounts, folder availability can lag while the mailbox is indexed. makeo keeps retrying folder discovery and shows the available message list without treating temporary indexing errors as hard failures. For some IMAP messages, the Email Agent loads the full body when the user opens the email. IMAP does not support Calendar — use Google, Outlook, or iCloud for meetings and events.

Compose, reply, and forward actions send through the connected account. If threading is unavailable for a specific IMAP message, makeo can still send the reply as a normal message to the sender with the reply subject and available threading headers.

When Email Organizer auto-analyze is enabled, newly received inbox messages can be processed automatically. The organizer classifies the message, writes organizer metadata, and moves or labels it according to the account's category settings. Duplicate processing for the same message is avoided, and failed organizer tasks are retried up to a limit. Mail rules created in makeo Agent (skip organize, always move to a folder, or always create a task for a sender/domain) are checked before AI classification and take priority over normal organizer labeling.

Organizer processing avoids duplicate work on the same message. A message that is already organized, currently being processed, or has reached the retry limit is skipped instead of being processed again. Failed organizer tasks are capped at three attempts and then marked terminal so the same message is not processed repeatedly.

Manual Organize runs for 50, 100, or All messages continue scanning until the requested number of eligible messages is processed or the selected mailbox is exhausted. Existing AI labels are recognized by both provider folder IDs and canonical label names, so Gmail and Microsoft label formats do not get mistaken for user-created folders.

For Gmail, category settings that say "move to label" archive the message by removing any Inbox/Indbakke system label while keeping the selected AI label. makeo treats provider-localized or lowercase Inbox labels as Inbox as well, so Gmail messages do not remain in the inbox after a move-only category action.

Conversation/thread views use the full thread when a thread ID is available. Gmail and Microsoft can return full HTML/text bodies; IMAP-style providers may return only previews, so makeo loads the full message body when a user opens a specific message.

In the Email Agent, multi-message threads are shown as a chronological conversation view with message cards, participants, latest-message markers, and a reply-target marker for the message AI will answer.

Auto-drafts use the full conversation context when a thread ID is available. makeo also checks the conversation history to identify the last message sent by the user; if that sent message is newer than the last inbound message, the draft is treated as a follow-up to the recipient of the user's last sent email.

Automatic draft creation avoids duplicate work on the same message. makeo reserves the message before calling AI or creating a draft through the provider; existing drafts, previously sent replies, fresh in-progress draft work, or messages that have reached the retry limit are skipped to prevent duplicate drafts.

When connecting IMAP with a custom server, the IMAP host should include the port when required by the provider, for example imap.example.com:993.

12. Email Sync

makeo is designed to sync with the customer's real mailbox.

Sync can include:

• Fetching new mail.
• Showing folders and labels.
• Moving messages.
• Applying labels.
• Reading thread context.
• Sending from the connected account.
• Saving drafts where supported.
• Updating read status where supported.

The goal is to avoid creating a "ghost inbox." makeo should feel connected to the mailbox the customer already uses.

Connected mailboxes can receive live update signals where supported, so the Email Agent can refresh folders and messages without storing email content outside the connected mailbox workflow.

makeo handles temporary provider errors with retries. Missing records such as deleted messages are not retried automatically. If a mailbox provider rate limits requests, the Email Agent keeps existing cached mail visible and pauses background refreshes briefly before trying again.

13. AI Drafts

AI drafts are one of makeo's most important features.

When makeo drafts a reply, it can use:

• The latest message.
• The full thread where available.
• The sender and recipient context.
• The user's writing style.
• The user's signature settings.
• The user's custom instructions.
• Company context.
• Uploaded documents.
• Saved website knowledge.
• Relevant attachment context where supported.
• The type of business situation, such as support, quote, logistics, or finance.

The result is a draft the user can review before sending.

Drafts are remembered across channels — email, Messenger, Instagram, TikTok, WhatsApp, Slack, LinkedIn, and comment replies — in the makeo Agent Drafts stack (and on the conversation/comment until you send or delete). Social and comment drafts keep real line breaks between sentences so the text is not one long blob; the same applies when you Improve or Save.

makeo should be described as a careful assistant:

It reads the conversation, understands what needs to be answered, uses the user's voice, uses relevant knowledge, and avoids making up facts.

16. Email Organizer

The Email Organizer helps customers stay on top of their inbox by understanding what each message is for.

It can:

• Classify messages.
• Apply labels.
• Move messages into folders or labels depending on settings.
• Prioritize messages that need attention.
• Separate low-priority mail from important conversations.
• Help keep the inbox clean over time.

The organizer is not just keyword matching. It uses AI judgment plus safety rules to understand intent. After classification it also applies reply-aware corrections: out-of-office and system/noreply mail are kept out of Action needed, payment-portal notices go to Notifications, and messages that clearly need a written reply are not left as plain FYI. AI category folders/labels are created on demand when a message is filed into them — makeo does not create the full set of AI folders when a mailbox is first connected.

17. Organizer Categories

makeo can classify mail into product-defined categories. Exact category names can vary by setup, but the purpose is to separate different types of work.

Common category themes include:

• Dialog or messages that may need a response.
• Action needed (includes tasks and to-dos).
• FYI or information only.
• Meeting updates.
• Bookings & events (event invitations are filed under Bookings).
• Notifications (includes comments, form submissions, tool alerts, and account/security notices).
• Marketing (includes promotions and cold outreach).
• Newsletters.
• Finance and payment-related messages (invoices, receipts, and orders are filed together).

The customer can decide whether categories should stay visible in the inbox or be moved away into labels or folders. Only categories that actually receive mail appear as folders/labels in the mailbox; unused categories are not pre-created.

18. How Email Organizer Improves Work

The organizer helps by:

• Reducing inbox noise.
• Making important messages easier to find.
• Keeping similar messages together.
• Identifying which messages likely need a response.
• Preventing newsletters and promotions from hiding important customer messages.
• Helping users process mail in batches.
• Making high-volume inboxes less overwhelming.

19. Organizer Quality And Limitations

Customers should expect meaningful time savings and better prioritization, especially in high-volume inboxes.

Customers should not expect every classification to be perfect.

Possible difficult cases:

• Very short messages.
• Mixed-purpose emails.
• Broken HTML.
• Unusual templates.
• Sarcasm.
• Rare languages.
• Messages with misleading sender names.
• Messages that include both a promotion and an invoice or security signal.

makeo uses extra safety rules to protect important mail. For example, messages about security, money, contracts, or real meetings should not be casually buried as generic marketing if there are strong signals that they matter.

19.1 Reply Tracker (Beta)

Reply Tracker keeps a status per conversation (not per email). It works on Gmail and Outlook, is turned on per mailbox, and is off by default.

• Where to find it: in the full makeo Agent canvas, open Mail in the workspace bar — the strip then shows Mail, Reply tracker, and Senders. A blue badge on Mail (and on Reply tracker once that strip is open) shows how many conversations need your reply. Click Mail again while the inbox is open to close the mail tools and return to the main shortcuts. The Reply tracker view has two tabs, Needs reply and Waiting. Each card shows the other person, how long it has waited, and one line explaining why. Cards can also be marked AI draft (a draft is ready) or Reminded (a follow-up reminder was sent). The list updates live as mail arrives. It is not in the minimized mini dock yet.
• Turning it on: open the Reply tracker shortcut and click Turn on reply tracking. makeo then scans the last ~20 conversations for that mailbox, which can take up to a minute. It is turned on per mailbox.
• Actions on a card: click the card to open the mail with Draft reply and Summarize as usual. Check again (circular arrow) re-reads the conversation. Mark as done (check mark) removes it until a new mail arrives in that conversation.
• Statuses: Needs reply (you owe an answer or promised something), Waiting for reply (you asked or are waiting for the other side), FYI, and Done. makeo reads the whole thread, not just the latest mail, and it understands any language. It recalculates the status whenever a new mail arrives or you send a reply, including replies you send outside makeo.
• Only real conversations are tracked. Newsletters, receipts, notifications, noreply senders, and bulk mail are skipped.
• Ask makeo answers "what do I still need to reply to?" and "who am I waiting for?" from Reply Tracker when it is on. When it is off, the answer comes from Inbox first, then unread and Dialog/Action needed mail.
• Follow-up reminders: on weekday mornings makeo sends one in-app notification. It covers conversations still waiting for your reply after 2 working days and conversations still waiting for the other side after 3 working days. Both limits can be changed, and each conversation is only reminded once until something new happens. makeo can also prepare a short follow-up draft for "waiting for reply" conversations. This is off by default, and makeo never sends it.
• AI drafts get cleaned up and learn. After you reply, makeo records whether you sent its draft as is, edited it, or wrote your own. If you replied without using the AI draft and the draft is untouched, makeo deletes it. Drafts you changed are never deleted. When you edit a draft, makeo saves up to 3 lasting lessons per edit, such as a corrected price, a preferred sign-off, or how you handle a type of request. It uses them in future drafts for that mailbox. One-off details are not saved, and personal mail only uses style preferences. Lessons can be listed, edited, or deleted.
• Requirements: auto-organize must be on for the mailbox. It also needs an active subscription or trial.
• Disconnecting a mailbox deletes its data in makeo. This covers Reply Tracker statuses, learned draft lessons, organizer history, the sender overview, and mailbox settings. The mail in Gmail/Outlook is not touched. Reconnecting starts fresh, so Reply Tracker must be turned on again.

19.2 Sender Overview, Unsubscribe, Archive, And Block

The sender overview shows who sends you the most mail, so you can clean up newsletters and noisy senders in a few clicks. It works on Gmail, Outlook, and other connected mailboxes. Scan, unsubscribe, archive, and keep do not need auto-organize or Reply Tracker. Block needs auto-organize.

• Where to find it: in the full makeo Agent canvas, open Mail in the workspace bar, then choose Senders (next to Reply tracker). It is not in the minimized mini dock.
• Scanning: the first time, click Scan mailbox. makeo reads up to 500 emails from the last 90 days and groups them by sender. This usually takes 10–30 seconds. Sent mail, drafts, trash, and spam are skipped, and so are your own addresses. Click Rescan to update the list. The overview does not update by itself.
• Tabs:
  • Newsletters shows senders you can unsubscribe from and have not handled yet.
  • Notifications shows automated service mail without an unsubscribe option, such as receipts, alerts, and account mail. You cannot unsubscribe from these, but you can archive or block them.
  • All senders shows everyone, with the most frequent first.
  • Each card shows the number of emails, how many you actually read, when the last one arrived, and how you can unsubscribe (One-click, By email, or Via link). The actions are text buttons on the card. When an action is missing, a short line explains why and what you can do instead. Click a card to open the latest email from that sender.
• Unsubscribe:
  • One-click: makeo unsubscribes for you right away, using the sender's official unsubscribe (RFC 8058).
  • By email: makeo sends the unsubscribe email from your own mailbox.
  • Via link: the sender's page opens in a new tab, and you finish there.
  • The button only appears when the sender offers an unsubscribe option. An unsubscribe cannot be undone from makeo.
• Archive: the Archive N button (N = emails in your Inbox) moves every email from that sender that is still in your Inbox to Archive (up to 250 at a time). Mail that the organizer has already sorted into folders or labels stays where it is. On Gmail, labels and unread status are kept. Outlook uses the Archive folder. Other mailboxes need an Archive folder.
• Block: new mail from that exact sender skips your Inbox and goes straight to Archive. makeo also archives what is already in your Inbox. It is a normal mail rule, so it also shows up in /rules and can be removed there. Click Unblock to undo. Block only works when auto-organize is on for the mailbox, because the rule runs when new mail is organized. Blocked senders are archived even if they are known contacts. A rule created in the chat for a whole domain (@domain) shows as Blocked on the card and can only be removed with /rules.
• Keep: marks a sender you want to keep hearing from. They leave the Newsletters and Notifications tabs. Click again to undo.
• Your choices (unsubscribed, archived, kept, blocked) are remembered when you rescan.
• Access: only the mailbox owner can see and use the overview. It needs an active subscription or trial.
• FAQ — "I unsubscribed but still get mail": some senders take a few days to process an unsubscribe. With Via link, the unsubscribe only counts once you have confirmed on the sender's page. You can always use Archive or Block meanwhile.
• FAQ — "Why can't I unsubscribe from Stripe/Microsoft/my bank?": service and account mail usually has no unsubscribe option, because it is mail you need. These senders are in the Notifications tab. You can archive what is in your Inbox or block new mail, but think twice before blocking invoices or security alerts.