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Adding an Email Account

MailCopilot supports any email provider that uses standard IMAP and SMTP protocols. You can also sign in with Google using OAuth for a seamless experience.

Adding via the Setup Wizard​

When you click Connect email (the mail icon at the bottom of the sidebar) or open the account manager, you will see the setup wizard.

Step 1: Choose a Sign-in Method​

You have two options:

  • Sign in with Google -- opens a browser window where you authorize MailCopilot to access your Gmail account. No password entry is needed.
  • IMAP/SMTP account -- for any email provider (Outlook, Yahoo, Fastmail, your company mail, self-hosted servers, and so on).

Step 2: Enter Your Credentials (IMAP/SMTP)​

If you chose the IMAP/SMTP option:

  1. Enter your email address and password.
  2. Optionally enter a display name (the name shown in outgoing messages).
  3. Optionally enter an email address (From) -- this is the address used in the "From" field of outgoing messages. If left blank, the SMTP login address is used.
  4. If your SMTP credentials are different from your IMAP credentials, check "SMTP login/password is different" and enter them separately.
  5. Click Next.

Step 3: Server Detection​

MailCopilot will attempt to automatically detect your mail server settings using standard autodiscovery protocols. If successful, the detected IMAP and SMTP servers are shown in editable fields. You can review and adjust the display name, email address, server hosts, ports, and SSL settings before connecting.

  • Click Connect to test the connection and save the account.
  • If you want full manual control over all settings (including separate IMAP/SMTP credentials), click Manual setup.

Manual Configuration​

If automatic detection did not find your server, or if you need to customize the settings:

  • IMAP: enter the host, port (typically 993), and check SSL/TLS.
  • SMTP: enter the host, port (typically 465 or 587), and check SSL/TLS.
  • Use the Autoconfigure button to try automatic detection again.
  • Use the Test connection button to verify your settings before saving.

Google Account (OAuth)​

Click Sign in with Google in the wizard. A browser window will open where you can authorize MailCopilot. Once authorized, the account is added automatically with the correct IMAP and SMTP settings.

TLS Certificate Verification​

MailCopilot always verifies TLS certificates when connecting to mail servers. If your server uses a custom or self-signed certificate, a trust prompt will appear during the connection test. You can review the certificate details and choose to trust it.

When signing in with Google, if your network uses a proxy or antivirus that replaces TLS certificates, MailCopilot will detect this and automatically offer to trust the certificate. You will see the certificate details (host, issuer, fingerprint) and can choose to accept or decline. The account is saved regardless, and you can manage certificate pins later in the account settings.

Managing Multiple Accounts​

You can add as many accounts as you need. To switch between accounts, use the sidebar or go to Settings > Accounts. The active account is highlighted, and you can set any account as the current one.

Customizing Account Avatar​

Each account is displayed in the sidebar with an avatar -- a colored circle with initials. You can personalize the avatar in Settings > Accounts by clicking the palette icon next to the account.

Display modes​

  • Letters -- a colored circle with 1--2 characters (initials). You can enter custom initials if the automatic ones are not ideal (for example, when all accounts have the same display name).
  • Icon -- a colored circle with an icon from a preset collection (mail, briefcase, star, rocket, etc.).
  • Gravatar -- loads your profile picture from Gravatar based on your email address. If no Gravatar is found, the avatar falls back to letters.

Changing the color​

Click any color in the palette to change the avatar background. The color is saved and stays the same across restarts.

Tooltip​

When you hover over an account avatar in the sidebar, a tooltip shows the account name and email address.

Supported Providers​

MailCopilot works with any IMAP/SMTP-compatible provider, including:

  • Gmail (via OAuth or app password)
  • Outlook / Microsoft 365
  • Yahoo Mail
  • Fastmail
  • Yandex Mail
  • Mail.ru
  • ProtonMail (via ProtonMail Bridge)
  • Self-hosted servers (Dovecot, Postfix, Zimbra, etc.)