Maren Østgaard
Schedule for the Thursday read-through?
What mailbud actually does
It reads every new message in your Microsoft 365 mailbox and puts it in the folder you meant it for. Everything below is either something you set once, or something that then happens on its own.
- Microsoft 365· Official Graph API
- AES-256· Your mail encrypted at rest
- EU only· Hosting and AI both in Europe
- Nothing deleted· Mail is moved, never removed
Three things you set, once
This is the whole configuration. There is no rule builder, because there are no rules.
- 01
Describe your folders in words
One sentence per folder, the way you would explain it to a new colleague. “Invoices and payment reminders.” “Questions from clients about their own project.” That sentence is what the AI reads.
- 02
Pick where the folders live
mailbud creates real Outlook folders under a prefix you choose. The default is Mailbud, so you get Mailbud/Invoices and Mailbud/Clients, and your existing folder tree is left exactly as it was.
- 03
Turn it on
One switch starts it. The same switch pauses everything and leaves your mail exactly where it is, which is worth knowing before you hand over your inbox.
Then, for every message that arrives
Microsoft tells mailbud the moment new mail lands, so filing happens while you are still doing something else. There is no polling delay and nothing to open.
Every message is judged on what it says, not on who sent it. Your past corrections come along as examples, so a familiar sender helps, but it never gets to decide. An unusual email from a regular contact is read as the unusual email it is.
- Reads the subject, the sender and the actual body, not just the header
- Weighed against your folder descriptions, written in your own words
- Past corrections come along as examples, and never override the email itself
- Handles Dutch and English mail in the same mailbox
Inbox · just arrivedmailbud
N
Nora Halperin
Re: Q2 invoice & remittance
Attaching the February invoice with the corrected remittance note. Payment due the 28th…
mailbud reads…
“Vendor invoice. File under Invoices.”
Confidence 0.94→ /Invoices
Invoices
Clients
Newsletters
Support
When it is not sure, it says so
When mailbud is torn, mail does not get filed on a hunch. It goes to a review queue with the sender, the subject and the reasoning it gave, so you can see why it hesitated. There is no dial to tune here: it is either confident or it is not.
Clearing the queue is a keyboard job. Every choice you make is kept as a private example, which is what stops the same doubt coming back next week.
- The reasoning and the confidence score on every held message
- Approve or reassign, one keystroke each
- Your corrections are private to your account and never leave it
The review queue
Held below 70% confidence
Anything mailbud is torn about waits here, with the reasoning that made it hesitate. Try resolving one.
Mailbud: Needs review
M
Maren Østgaard
Schedule for the Thursday read-through?
Hi, could we push Thursday to 14:00? I have the venue until six so there is room either way.
Suggests: Clients64% sure
This sender has written before, but always about invoices. This one is about scheduling, so the usual folder is probably wrong.
Or just fix it in Outlook
A held message does not only sit in mailbud. It is tagged in your own mailbox, so you can deal with it wherever you happen to be reading mail, without opening anything else.
Drag it to the folder you meant. That is the whole correction. mailbud notices the move, takes the tag back off, and files your answer away as something it now knows about that sender.
- Drag it to the folder you meant, and that is a reassignment
- Drag it to the one it suggested, and that is an approval
- Drag it to Actioned to let it go
- Works from Outlook on the desktop, on the web, or on your phone
In Outlook, two held messages are dragged out of the reading list onto the folders they belong in: one to Clients, one to Invoices. Each drag is recorded as a correction that mailbud learns from.
It learns, and it keeps that to itself
The learning is the point, so it is worth being precise about what gets kept and in what state.
Every correction becomes an example. When the next message arrives, the examples that resemble it are pulled up and read alongside your folder descriptions, so a call you have already made once gets easier every time you make it.
A familiar sender makes their own past examples more likely to come up, which is genuinely useful. It is never the deciding factor though. If someone who normally sends invoices writes about something urgent instead, that email is read as what it is.
- Your examples are yours
- They are scoped to your account and never pooled with anyone else. No model is trained on them, here or at our AI provider.
- Stored unreadable
- The subject, sender and snippet of every example are encrypted under a key that exists for your account alone.
- It forgets on purpose
- Only your most recent examples per folder are kept. Old corrections fall away, so it tracks how you file mail now rather than how you filed it two years ago.
- Even the meaning is scrambled
- The vectors used to find similar mail are rotated with your own key, so a stolen database gives up vectors nobody can turn back into text.
- One switch destroys all of it
- Delete your account and the key goes with it, which makes every example unreadable at once rather than merely deleted.
And once you have replied
When you send a reply, the older messages in that conversation have usually stopped being useful. mailbud moves them into an archive folder for you, called Actioned by default.
So a thread you have dealt with disappears from view without you archiving anything by hand. Rename the folder, or switch the behaviour off, in settings.
- Triggered by your own reply, never by the AI
- Only touches mail in that conversation
- Rename the folder or turn it off entirely
And the things it will not do
- It cannot reply or forward. Both of those are sending, and we hold no send permission from Microsoft.
- It cannot delete. There is no delete step anywhere in mailbud, for any message.
- It does not touch mail that arrived before you connected.
- It stays out of folders outside the prefix you chose, apart from the archive folder you named yourself.
Questions about the feature set
How many folders can I have?
As many as you want. Most people start with four or five and add more as they notice mail they would rather keep separate.
Does it sort mail that is already in my inbox?
No. mailbud works on mail that arrives after you connect. Existing mail is left alone, which also means connecting it cannot make a mess of years of archive.
What if it files something in the wrong folder?
Move it back in Outlook, or correct it in mailbud. Correcting it in mailbud is worth the extra second, because that correction is remembered and the same sender is filed properly from then on.
Can I use it for more than one mailbox?
Each account connects one mailbox. Everyone in a team signs in with their own Microsoft account and gets their own folders and their own corrections.
Does it change anything in Outlook I would not expect?
It creates folders under your chosen prefix and moves incoming mail into them. With the archive setting on, it also moves a conversation's older mail aside after you reply. Nothing else is touched.
Try the whole thing for two weeks
Describe a few folders and see where the next email lands.
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