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Connecting your email

Speudio pulls a copy of your messages with read-only access: IMAP (the standard email-reading protocol) for most providers, and Microsoft's own read-only mail interface for Outlook and Microsoft 365 accounts. We never write to your mailbox and we never send email as you.

Connecting takes one field. Open the account menu (bottom-left) → Settings → This mailbox → Connect a mailbox, type your email address, and Speudio detects your provider and the best way to sign in: a Sign in with Google/Microsoft button where that's offered, otherwise a single password box with the exact steps for your provider. Advanced server settings only appear when we can't recognize your address. You also give the mailbox a name so you can tell it apart in the sidebar switcher: Speudio prefills one from your address, and you can change it before connecting or rename it later. The sections below explain the app passwords a few providers still require.

Gmail / Google Workspace

If Speudio offers you a Sign in with Google button when you type your address, use it and you are done. The steps below are for when it doesn't. Gmail won't accept your everyday password here, so you create an app password instead: a one-off 16-character code that only Speudio uses, and that you can cancel any time from your Google account. It takes a minute:

  1. Make sure 2-Step Verification is switched on for your Google account; Gmail requires it before it will let you make an app password. You can check at myaccount.google.com/security.
  2. Go to myaccount.google.com/apppasswords, choose Mail as the app and Other as the device, and name it "Speudio".
  3. Google shows you a 16-character password. Copy it, then in Speudio open the account menu (bottom-left) → Settings → This mailbox, put your Gmail address in the username box and paste this password into the password box.

Outlook / Microsoft 365

The easiest and most reliable way is Sign in with Microsoft. Open the account menu (bottom-left) → Settings → This mailbox, choose Connect a mailbox, and if you see a Sign in with Microsoft button, click it: you'll be taken to Microsoft to approve read-only access and sent straight back to Speudio, no password to copy. This works for personal Outlook.com, Hotmail and Live addresses as well as work or school Microsoft 365 accounts.

It is also the only way. Microsoft has switched off password sign-in for reading mail: first for work and school accounts, and since September 2024 for personal Outlook.com, Hotmail and Live addresses too. An app password won't work either, so Speudio doesn't offer a password box for these mailboxes. If your account is a work or school one, your organization may need an IT administrator to approve Speudio the first time; if the sign-in is blocked, ask your admin.

Other providers

Speudio recognizes most consumer providers from your address alone and fills in the right server for you, so there's usually nothing to look up. That includes Yahoo, iCloud (me.com, mac.com), AOL, GMX, Zoho, Fastmail, Yandex, Mail.ru and mail.com, plus regional providers in our home markets: Telia and Bahnhof in Sweden, and Cosmote/OTE and Forthnet/Nova in Greece.

If your address is on your own domain, Speudio looks up the host behind it, so the usual business hosts are recognized the same way: one.com, Loopia, Gandi, GoDaddy and Rackspace Email. A domain running on Microsoft 365 is sent to Sign in with Microsoft, and one on Google Workspace to Sign in with Google.

A few of these need an app password instead of your normal one: iCloud, Yahoo, AOL and Mail.ru. You create it in that provider's own security settings (iCloud at appleid.apple.com under Sign-In and Security; Yahoo and AOL under Account security; Mail.ru under Passwords for external apps), then paste it into Speudio. When Speudio recognizes your provider, the connect screen shows the exact steps as a numbered list, with buttons that open the right settings page for each step.

GMX, mail.com, Zoho and Yandex keep IMAP access switched off until you enable it in their webmail settings. While that switch is off, even a correct password is refused. The connect screen shows turning it on as step 1 for these providers, with a button to the right page; for Zoho and Yandex you then also create an app password.

For any other IMAP host, Speudio's Mailbox settings screen (opened from the account menu, bottom-left) lets you enter the host + port manually. Standard IMAP runs on port 993 with SSL/TLS. Your provider's docs will say. If your address is on a company or custom domain, Speudio may not be able to detect the server on its own. Your IT department can give you the exact IMAP server name.

Some smaller servers offer port 143 instead, where the connection starts open and is then upgraded to an encrypted one (STARTTLS). Speudio supports that: leave Use SSL/TLS unticked and enter port 143. Your password is still never sent unencrypted. If the server refuses to upgrade the connection, Speudio stops and tells you instead of signing in unprotected.

Which folders Speudio reads

Your inbox and your Sent folder, always. Your Archive folder too, by default: in Gmail that is All Mail, which holds every label, so mail you archived or that a rule moved still shows up in the conversation. Mail that sits in two folders is stored once.

You can tick more folders, say Fakturor, under Mailbox settings → Folders. Press Show folders, tick the ones you want and save. The list shows how many messages each folder holds, and the next sync reads at most the newest 1,000 messages of a folder it has not read before. Older mail in it comes in when you import a contact or use Fetch older mail. Speudio never reads Trash, Spam or Drafts. Everything it reads counts toward your plan's storage, and when that is full, new mail stops coming in as usual.

Your Sent folder

Speudio finds your Sent folder automatically for almost every server, including localized names. If it can't, the outgoing half of your mail stops importing, so Speudio tells you in the notification bell rather than reporting a clean sync. Pick the right folder yourself under Settings → This mailbox → Sent folder: press Load folders, choose the one your provider uses, and the next sync picks up your sent messages. Leave it on Auto-detect unless you were told otherwise.

Proton Mail and Tuta

Proton Mail has no normal IMAP connection: install Proton Bridge on your computer, which gives you a local address and password to enter in manual setup. Tuta (formerly Tutanota) has no IMAP access at all, so a Tuta mailbox can't be connected to Speudio.

Connecting more than one mailbox

Every plan lets you connect several mailboxes: Solo 2, Pro 3, Business 5. Add another by clicking the mailbox name at the top of the sidebar and choosing "Add another mailbox", or via Settings → This mailbox. See the Multiple mailboxes guide for switching between them and how contacts are kept separate per inbox.

If your mailbox stops syncing

A changed password or a revoked app password doesn't mean starting over. Open the mailbox dialog (the inbox switcher in the sidebar, or the mailbox name at the top of Settings), expand the mailbox and choose Reconnect (or Update password): enter the new password once and syncing resumes with everything you imported intact. See Multiple mailboxes for details.

Read-only by design

IMAP mailboxes are opened with the readOnly flag set, and Microsoft mailboxes are connected with a permission that only allows reading mail. We never mark messages as read, never move them, never delete them. You can disconnect any time: click the mailbox name at the top of the sidebar → Disconnect; this removes all Speudio access immediately.