Email

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Overview

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How Email Integration Works

• Securely reads your email messages and metadata
• Indexes email content, subjects, senders, and attachments
• Updates continuously as new emails arrive
• All processing happens locally on your Mac

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Supported Email Providers

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Fully Supported

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Custom IMAP Servers

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Connecting Your Email

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Gmail Setup

1. Enable IMAP in Gmail:
   • Go to Gmail Settings → Forwarding and POP/IMAP
   • Select “Enable IMAP”
   • Save changes
2. Generate an App Password:
   • Visit Google App Passwords
   • Create a new app password for “Mail”
   • Copy the 16-character password
3. Connect in jo:
   • Open jo Settings → Data Sources → Email
   • Click Add Email Account
   • Select Gmail
   • Enter your email address and the app password
   • Click Connect

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iCloud Mail Setup

1. Generate an App-Specific Password:
   • Go to appleid.apple.com
   • Sign in and navigate to Security
   • Under “App-Specific Passwords”, click Generate Password
   • Name it “jo” and copy the password
2. Connect in jo:
   • Open jo Settings → Data Sources → Email
   • Click Add Email Account
   • Select iCloud Mail
   • Enter your iCloud email and app-specific password
   • Click Connect

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Outlook / Office 365 Setup

1. Enable IMAP (if needed):
   • Go to Outlook.com Settings → View all Outlook settings
   • Navigate to Mail → Sync email
   • Ensure IMAP is enabled
2. Connect in jo:
   • Open jo Settings → Data Sources → Email
   • Click Add Email Account
   • Select Outlook
   • Enter your Microsoft email and password
   • Click Connect

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Custom IMAP Server

1. Get IMAP settings from your email provider (server, port, security)
2. Open jo Settings → Data Sources → Email
3. Click Add Email Account → Custom IMAP
4. Enter your email, password, and IMAP server details
5. Click Connect

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What jo Indexes

• Subject lines — The email’s subject
• Body content — Full message text (plain text and HTML)
• Sender and recipients — From, To, CC, BCC addresses
• Dates and times — When emails were sent and received
• Attachments — File names, types, and content (for supported formats)
• Thread context — Related emails in a conversation

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What’s NOT Indexed

• Email folder structure (all emails are searchable regardless of folder)
• Read/unread status
• Labels or tags (provider-specific)
• Spam or trash folders (automatically excluded)

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Privacy Considerations

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Local Processing Only

• No cloud uploads: Emails are indexed locally on your Mac
• Encrypted storage: The local index is encrypted on disk
• No external sharing: jo never sends your emails to external servers
• Read-only access: jo cannot send, delete, or modify emails

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Email Credentials

• Credentials are stored in your Mac’s Keychain (Apple’s secure password manager)
• jo uses app-specific passwords, not your main account password
• You can disconnect accounts anytime without affecting your email

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Revoking Access

1. In jo: Settings → Data Sources → Email → Remove Account
2. In your email provider: Revoke the app-specific password
3. jo will delete all indexed email data from your Mac

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Search Capabilities

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Natural Language Queries

• “Did my landlord ever get back to me about the leak?” — Finds emails by topic
• “Catch me up on my emails with the accountant” — Summarizes recent conversations
• “What did Sarah say about the deadline?” — Searches sender and content
• “Show me emails with receipts from last month” — Filters by attachments and date

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Content Understanding

You: "Find that email about money problems"
jo: Found your conversation with Mike Chen from March 12 about 
     budget constraints for the Q2 project. He mentioned the 
     finance team cutting discretionary spending by 15%.

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Conversation Context

You: "What came out of my conversation with the contractor?"
jo: Based on your email thread with Tom Reilly (March 10-15):
     • He quoted $4,200 for the deck project
     • Timeline: 3 days once materials arrive
     • He'll send the contract by Friday
     • You agreed to the quote on March 15

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Cross-Source Intelligence

You: "What files did Sarah email me last week?"
jo: Sarah Chen sent you these attachments on March 15:
     • Budget_Draft_v3.xlsx (25KB)
     • Q2_Roadmap.pdf (1.2MB)
     Both files are now in your Downloads folder.

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Example Queries

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Finding Specific Emails

• “Where’s that confirmation email from Airbnb?”
• “Show me the email with the Zoom link for tomorrow”
• “Find the message where Jake sent me his phone number”

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Summarizing Conversations

• “Catch me up on emails from my boss this week”
• “What’s the status of the hiring process based on my emails?”
• “Summarize my conversation with the insurance company”

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Finding Attachments

• “Show me PDFs from the accountant”
• “Where’s that invoice Sarah sent last month?”
• “Find emails with presentation attachments”

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Time-Based Searches

• “What emails did I get yesterday afternoon?”
• “Show me unread emails from this morning”
• “Find emails from March about the project”

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Topic-Based Searches

• “Show me all emails about the website redesign”
• “Find travel confirmations from last year”
• “What have clients said about the new feature?”

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Performance and Storage

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Initial Sync

• Time: 10-30 minutes for 10,000-50,000 emails
• What’s synced: Last 2 years of email by default (configurable)
• Resource usage: About 10-20% CPU during initial sync

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Ongoing Sync

• New emails are indexed within seconds of arrival
• Background sync uses minimal resources
• jo checks for new mail every 60 seconds

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Storage Requirements

• Approximately 1-2% of your total email size
• Example: 10GB of email = ~100-200MB index
• Attachments are not duplicated (only metadata is indexed)

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Troubleshooting

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Connection Failed

1. Verify IMAP is enabled in your email provider’s settings
2. Check that you’re using an app-specific password (not your main password)
3. Ensure your firewall isn’t blocking IMAP connections
4. Try disconnecting and reconnecting the account

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Emails Not Appearing

1. Check the sync status: Settings → Email → Sync Status
2. Verify the email is within your sync history range
3. Force a refresh: Settings → Email → Sync Now

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jo Can’t Find an Email

1. Try searching with different keywords or phrases
2. Check if the email is in a spam or archive folder (may not be indexed)
3. Verify the email is within your sync date range
4. Re-index: Settings → Email → Re-index Emails

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Slow Search Results

1. Check if initial sync is still running (Settings → Email)
2. Ensure you have at least 2GB of free disk space
3. Try limiting sync history to reduce index size

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Related Data Sources

• Files — Search email attachments saved to disk
• Notes — Notes that reference email content
• Messages — Search conversations across platforms