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Managing Emails

Copera Inbox keeps team email organized with six standard folders (Inbox, Sent, Drafts, Archived, Spam, Trash), bulk actions across selections, star-based flagging, Gmail-style archive, manual spam reporting, and four per-user notification modes. As your team inbox receives more email, staying organized becomes essential — this guide walks through every tool for moving emails between folders, tracking read status (synced across all inbox members), bulk-actioning many threads at once, managing stars and archives, reporting or rescuing spam, configuring notification modes (All / Important only / Needs reply only / Muted), and searching across the whole inbox.

Email Folders​

Every inbox comes with a set of standard folders to help you organize conversations:

FolderPurpose
InboxNew and active incoming emails
SentEmails sent from this inbox
DraftsEmails that have been started but not yet sent
ArchivedConversations that are resolved but kept for reference
SpamEmails identified as spam
TrashDeleted emails (before permanent removal)

Each folder shows the total number of emails and the count of unread messages, making it easy to see where your attention is needed.

Moving Emails Between Folders​

You can move emails between folders to organize your workflow:

  1. Select the email or emails you want to move.
  2. Use the Move action to choose the target folder.
  3. The emails will be relocated to the selected folder immediately.

Common workflows include:

  • Inbox to Archived --- Move resolved conversations out of the active inbox to reduce clutter.
  • Inbox to Trash --- Delete unwanted or irrelevant emails.
  • Spam to Inbox --- Rescue legitimate emails that were incorrectly marked as spam.

Marking Emails as Read or Unread​

Keep track of which emails need attention by managing their read status:

  • Mark as read --- Click on an email to open it, which automatically marks it as read. You can also explicitly mark emails as read from the thread list.
  • Mark as unread --- If you need to come back to an email later, mark it as unread so it stands out in the inbox.

Read status is shared across all inbox participants, so when one team member reads an email, it is marked as read for everyone.

Starring Important Emails​

Use the star flag to highlight important emails that need follow-up or special attention:

  1. Click the star icon next to an email thread in the list.
  2. Starred emails are visually distinguished, making them easy to find.
  3. Click the star again to remove it.

Starring is a quick way to create a personal shortlist of emails that matter most, without needing to move them to a separate folder.

Bulk Actions​

When you need to manage multiple emails at once, bulk actions save time:

  1. Select multiple emails from the thread list.
  2. Use the action bar that appears to perform operations on all selected emails:
    • Mark as read or Mark as unread
    • Star or Unstar
    • Move to a different folder
    • Delete (move to Trash)

Bulk actions are especially useful for cleaning up an inbox after a busy period or when handling a batch of related conversations.

Deleting Emails​

To delete an email:

  1. Select the email or emails you want to delete.
  2. Click the Delete action.
  3. The emails are moved to the Trash folder.

Emails in the Trash folder can be recovered by moving them back to the Inbox or another folder. Permanently deleted emails cannot be recovered.

Archiving Emails​

The Archived folder lets you remove emails from your active inbox without deleting them. Archived emails are kept for future reference and can be found at any time by navigating to the Archived folder.

How to Archive​

  • Single email --- Open an email thread and click the Archive button in the thread header. The email is moved to the Archived folder immediately.
  • Bulk archive --- Select multiple emails from the thread list using the checkboxes, then click the Archive button in the bulk action bar.

Restoring Archived Emails​

To move an archived email back to your Inbox:

  1. Navigate to the Archived folder in the inbox sidebar.
  2. Select the email or emails you want to restore.
  3. Click Move to Inbox in the bulk action bar.
tip

Use archiving as your default strategy for handled emails. Unlike deleting, archiving keeps the conversation available for search and reference. It is the safest way to keep your inbox clean.

Reporting and Resolving Spam​

You can manually report suspicious emails as spam and rescue legitimate emails that were incorrectly flagged:

Reporting Spam​

  1. Select one or more emails from the thread list.
  2. Click the Report Spam button in the bulk action bar (available in all folders except Spam, Sent, and Drafts).
  3. The selected emails are moved to the Spam folder.

When Super Copera Email AI is enabled, reporting spam also teaches the AI about your preferences. Future emails from the same sender will be scrutinized more carefully.

Marking as Not Spam​

  1. Navigate to the Spam folder.
  2. Select the email or emails that are not actually spam.
  3. Click the Not Spam button in the bulk action bar.
  4. The emails are moved back to your Inbox.

This action also signals to the AI that the sender is legitimate, reducing the chance of similar emails being flagged in the future.

Notification Modes​

Each user can configure how they want to be notified about new emails in a specific inbox. This is a per-user setting --- different team members can have different notification preferences for the same shared inbox.

Configuring Notifications​

  1. Open the inbox channel from the sidebar.
  2. Click the channel name or settings icon to open the Channel Overview dialog.
  3. Navigate to the Notifications tab.
  4. Select your preferred notification mode.

Available Modes​

ModeDescriptionRequires AI
All emailsReceive a notification for every new email that arrives. This is the default.No
Important onlyOnly receive notifications for emails the AI has classified as important.Yes
Needs reply onlyOnly receive notifications for emails the AI has determined need a reply from you.Yes
MutedNo notifications at all. The inbox is marked muted in the sidebar with a crossed-out bell icon, and its unread badge is hidden so it never pulls your attention. No push or in-app notifications are sent.No

When you set an inbox to Muted, its entry in the sidebar shows a crossed-out bell icon and the unread count badge disappears, so a muted inbox stays visually quiet. You can still open it any time to read new mail — muting only affects notifications and the badge, never delivery.

note

The Important only and Needs reply only modes require Super Copera Email AI to be active for the inbox. If AI is not enabled, these modes fall back to the All emails behavior so you are never silently under-notified. An inline prompt in the notification settings lets you enable AI with a single click.

tip

If you are part of a high-volume support inbox and only want to be notified about emails that directly need your attention, try the Needs reply only mode. It dramatically reduces notification noise while ensuring you never miss an email that expects a response.

Notifications Stay in Sync Across Your Devices​

When you read, move, or delete an email on one device, Copera clears its notification everywhere else automatically. If a new-email alert is sitting on your phone and you handle that email at your desk, the phone notification disappears on its own --- so you never tap into a notification for something you have already dealt with. New email arrives as a push notification on your phone, and the in-app bell and your phone's notification tray always reflect the same up-to-date state.

Searching and Filtering​

Find specific emails quickly using the inbox's search and filtering capabilities:

  • Search by keyword --- Type in the search bar to find emails by subject, sender, or content.
  • Filter by folder --- Click on a folder in the sidebar to view only emails in that folder.
  • Filter by read status --- Quickly see only unread emails that need attention.
  • Filter by starred --- View only starred emails for a focused view of flagged items.

Best Practices​

  • Archive instead of delete --- When a conversation is resolved, archive it rather than deleting it. This preserves the email for future reference without cluttering your active inbox.
  • Use stars for follow-up --- Star emails that require action so you can easily find them later.
  • Process emails regularly --- Encourage your team to review and organize inbox emails daily to prevent buildup.
  • Use folders strategically --- Move emails to the appropriate folder as soon as they are dealt with to keep the inbox clean for the whole team.
  • Set notification modes per inbox --- Use quiet notification modes on high-traffic inboxes and keep full notifications on inboxes where every email matters.

Frequently Asked Questions​

Is read status shared between team members?​

Yes. When one inbox member opens and reads an email, it is marked as read for everyone assigned to that inbox. This prevents duplicated replies and ensures your team stays in sync.

What is the difference between archiving and deleting?​

Archiving moves an email to the Archived folder where it is preserved for search and reference. Deleting moves it to the Trash folder, where it is held before permanent removal. Archive is the safer default for resolved conversations — you can always find the email later.

How do I rescue an email from the Spam folder?​

Open the Spam folder, select the email, and click Not Spam in the bulk action bar. The email moves back to your Inbox, and Super Copera Email learns that the sender is legitimate — reducing the chance of future emails from them being flagged.

Can different teammates have different notification settings for the same inbox?​

Yes. Notification modes are per-user and per-inbox, so each teammate can independently choose All emails, Important only, Needs reply only, or Muted. Your preference does not affect anyone else's notifications.

Do the "Important only" and "Needs reply only" modes require AI?​

Yes. Both modes depend on Super Copera Email's AI classification. If AI is not enabled for the inbox, these modes fall back to the All emails behavior so you never silently miss notifications. An inline prompt in the notification settings lets you enable AI with a single click.

Can I permanently delete emails in Trash?​

Emails in Trash are cleaned up periodically by Copera, so they are effectively permanently deleted after the retention window. You can recover any email from Trash by moving it back to the Inbox or another folder before that cleanup runs.

If I read an email on my phone, does the notification clear on my computer?​

Yes. Reading, moving, or deleting an email on any device clears its notification everywhere else automatically. The in-app bell and your phone's notification tray always stay in sync, so you never tap into a notification for something you have already handled.

What does a Muted inbox look like in the sidebar?​

A muted inbox shows a crossed-out bell icon and hides its unread count badge, keeping it visually quiet. You still receive every email — muting only turns off notifications and the badge, never delivery. Open the inbox any time to read new mail.