4Mail

Connect your mailboxes to read, write, file, and clean up your mail directly in Bmator. With automated rules and agents handling routine work, your attachments turn into searchable documents that you can query and reference at any time.

Your mailboxes are kept in sync every two minutes. A message's body is fetched from your mail server when you open it, and Bmator stores a copy only when you keep it in knowledge or file it.

Chapter Overview

The pages in this chapter walk through the full lifecycle of managing your correspondence in Bmator, starting with connecting your accounts, moving through everyday reading and writing, and finishing with automated organization and cleanup:

1. Connecting a mailbox: what to expect
2. Connecting a Gmail or Google Workspace mailbox
3. Gmail: setting up your own Google connection (a company domain, or a personal address)
4. Gmail: connecting with an app password
5. Connecting an Outlook.com, Hotmail or Live mailbox
6. Connecting a Microsoft 365 work or school mailbox
7. Reading your mail in Bmator: inbox, conversations, keeping
8. Writing mail: drafts, attachments and signatures
9. Signatures
10. Deleting and cleaning up mail
11. Mail rules: filing, tagging and cleaning automatically
12. Spam, blocked senders and correspondents
13. Mail agents: summaries, suggestions and drafts

Getting Started

To begin working with your email in Bmator, navigate to your mailbox settings and link an account.

1. Go to Mail and open Mailboxes.
2. Select Connect a mailbox to connect Gmail, Outlook, or any IMAP mailbox.
3. Wait for the initial synchronization. If the mailbox was just connected, the first sync is on its way.

Once connected, you can review incoming messages under All inboxes, switch between Conversations and individual Messages using List mode, and filter your views by Unread or Kept mail.

Filing and Knowledge Management

Bmator bridges the gap between your inbox and your workspace knowledge base:

• Keep in knowledge: Makes the message something Ask Bmator can find and cite. A cleanup later removes it from the mailbox, never from your knowledge.
• File into…: When you file an attachment into a folder, it becomes a converted, searchable document linked back to the original email. The same file is never filed twice in one folder.
• Recent destinations: Displays the folders you filed into most recently at the top of the dialog, placing frequently used folders one click away.
• Create a work item: Turns a message into a work item in one of your projects. The message is preserved in the project's workspace, and the work item links directly back to it.

Automation with Mail Rules

Set up automated conditions and actions under Mail rules to organize incoming mail without manual effort. Each rule can be toggled using Enabled and configured to run automatically:

• Run on sync — over what arrives, every two minutes: Evaluates arriving messages every two minutes as synchronization occurs.
• Also run on a schedule — over everything in its folders: Sweeps everything already residing in the specified folders on a daily, weekly, or monthly schedule.

Every rule action is logged and undoable, ensuring you maintain complete oversight over automated filing, tagging, and cleanup.