Witivio Documentation

# Mail Pro Get Started Guide

Welcome to Mail Pro, the AI email assistant for Microsoft 365 Copilot. Mail Pro helps you regain control of your inbox through simple, intelligent conversations, without leaving your workspace. Ask a question in plain language and Mail Pro searches, summarizes, prioritizes, and translates your Outlook email for you.

# What is Mail Pro?

Mail Pro is a secure agent for Microsoft 365 Copilot that transforms how you manage Outlook email. Instead of manually sorting or searching, you simply ask, and Mail Pro classifies, summarizes, and extracts information directly from your mailbox.

Mail Pro works in read-only mode and only accesses the signed-in user's own mailbox. It never sends, deletes, or modifies email.

Mail Pro requires an active Mail Pro subscription. Compare plans and buy a license on the pricing and subscription page.

# Set up Mail Pro

  1. 1

    Add Mail Pro to Microsoft 365 Copilot

    1. Open Microsoft 365 Copilot.
    2. Browse or search the agents list and select Mail Pro.
    3. Open Mail Pro to start a conversation.

    You can also add Mail Pro from Microsoft Teams: open Apps, search for Mail Pro, then open it with Copilot. If Mail Pro does not appear, ask your tenant admin to enable it in the Microsoft Teams admin center.

  2. 2

    Activate Mail Pro for your organization

    1. The first time you use Mail Pro, you may see a card that reads Mail Pro is almost ready.
    2. Select Activate now, or send the activation link to the person who manages Microsoft apps in your company.
    3. Your admin confirms activation on the consent page. It takes about 20 seconds.

    Activation is a one-time, standard Microsoft step that lets Mail Pro read your mailbox in read-only mode. Once it is done, the card disappears and every feature works right away.

  3. 3

    Answer the privacy card, once

    1. The first time you ask for your email, Mail Pro may reply with a privacy card instead of results.
    2. Pick Accept all, Customize, or Cancel. Every option, refusal included, clears the card for good.
    3. Ask your question again. Mail Pro now reads your mailbox and answers normally.

    Mail Pro asks this once and never asks again. Nothing is searched while the card is showing, so it says nothing about your inbox. See the privacy card on your first question for what each option covers.

  4. 4

    Ask your first question

    1. Type a request in plain language, such as Give me a quick digest of my inbox.
    2. When prompted, confirm that Mail Pro can search your inbox.
    3. Review the answer, then refine it with a follow-up like only action items or more detailed.

    Not sure what to ask? Select one of the built-in conversation starters to see what Mail Pro can do.

# The privacy card on your first question

Before Mail Pro reads your mailbox for the first time, it may answer with a privacy card instead of your email. This is a one-time consent question, and it is separate from the admin activation above.

Both options on the card are off by default, so nothing is shared unless you turn it on yourself:

Option What it covers
Email me tips & offers Product tips, updates, and offers by email, about once a month. You can unsubscribe at any time.
Help improve Mail Pro Usage insights that help Witivio fix bugs and prioritize the features people use most. Your email content is never included.

The card opens collapsed, with three choices:

  • Accept all turns both options on at once.
  • Customize expands the card so you can accept a single option, accept both, or select Decline everything.
  • Cancel records that you do not want to share anything.

Every option satisfies the question, so using Mail Pro never depends on saying yes. Selecting one opens a short confirmation page in your browser, which is where your answer is recorded.

# Ask your question again

Because your answer arrives through the browser, Mail Pro cannot see it during the conversation that showed the card. Ask your question again once you have chosen, and Mail Pro reads your mailbox and answers normally. The card does not come back.

While the card is on screen, nothing has been searched. It is not a search result and says nothing about what is in your inbox.

The card is localized in English, French, German, Italian, Spanish, and Portuguese. It is rolling out gradually, so you may not see it at all.

# Change your choice later

Mail Pro is an agent with no chat commands, so you cannot reopen the card yourself. Use the unsubscribe link in any email Witivio sends you, or contact Witivio through the privacy policy.

# Key features

Inbox prioritization Identify what is urgent, what is a to-do, and what is FYI, with unread critical messages spotlighted.
Thread summarization Get clear summaries of long threads with key decisions and next steps highlighted.
Time-based catch-up Receive clean summaries of email from a day, a week, or a custom date range.
Natural search Find email by asking in plain language instead of building complex filters.
Instant translation Translate incoming or outgoing messages without copy and paste.
Draft assistance Pull action items, list attachments, and get ready-to-refine draft responses.
Project follow-up Get instant recaps of what you missed, organized by project, sender, or priority.
Enterprise security Email stays in your Microsoft 365 environment, hosted on Azure in Europe, GDPR compliant.

# What Mail Pro does not do

Mail Pro is built for safe, read-only inbox intelligence. It does not:

  • send email
  • delete or archive email
  • modify anything in Outlook
  • access other users' mailboxes

Mail Pro strictly analyzes your own inbox to generate insights.

# Common setup questions

# Why do I see the "Mail Pro is almost ready" card?

This card appears when Mail Pro is installed but activation is not yet complete. Select Activate now, or forward the activation link to whoever manages Microsoft apps in your company (often the CEO, CTO, IT Manager, or Office Manager). After they confirm, the card disappears and Mail Pro returns full answers.

# Mail Pro is not answering fully. What should I check?

If you got a privacy card instead of email, answer it and then ask your question again. See the privacy card on your first question. If you still see the activation card, your admin may not have finished the approval. If answers stop after heavy use, you may have reached your plan's action limit. See the pricing and subscription page to review or upgrade your plan.

# Where does my email data go?

Nowhere outside your environment. Your email stays within your Microsoft 365 ecosystem, hosted on Microsoft Azure in Europe and fully GDPR compliant. No data leaves your tenant, and nothing is used to train external AI models.

# Next steps

← Fundamentals →