User Manual

Getting Started

Installation

1. Download the latest installer from the releases page
2. Run MailSignal-Setup.exe - no admin rights required
3. Launch MailSignal from your Start menu or desktop shortcut

First Launch

When you first open MailSignal, you'll see a welcome dialog explaining the app. Click Add Account to connect your first email account, or close the dialog to explore the interface first.

The main window displays your configured accounts and their unread counts. A taskbar icon shows your total unread count at a glance.

System Requirements

• Windows 10 or Windows 11
• Internet connection for email sync
• Chrome browser (optional, for profile selection feature)

Adding Accounts

MailSignal supports Gmail (personal and Google Workspace), Microsoft 365 (personal and business), and Microsoft Shared Mailboxes.

Adding a Gmail Account

1. Click the + Add Account button
2. Select Gmail
3. Enter your email address when prompted
4. Your browser will open to Google's sign-in page
5. Sign in and grant MailSignal permission to read your unread count
6. Choose how to open your inbox:
   • Chrome (with profile) - Select a specific Chrome profile
   • Default Browser - Opens in your system default browser
7. Click OK - your account is now connected

Adding a Microsoft 365 Account

1. Click + Add Account
2. Select Microsoft 365
3. A dialog will show:
   • A verification URL (click to open)
   • A device code (click Copy to copy it)
4. In your browser, enter the device code and sign in to your Microsoft account
5. Return to MailSignal and click OK
6. Choose your launch method (Chrome profile, Default Browser, or Outlook app if installed)
7. Your account is now connected

This works with both personal Microsoft accounts (outlook.com, hotmail.com) and Microsoft 365 work/school accounts.

Adding a Microsoft Shared Mailbox

Shared mailboxes are team inboxes that multiple people can access. To add one:

1. Click + Add Account
2. Select Microsoft Shared Mailbox
3. Sign in with your personal account (the one that has access to the shared mailbox)
4. Enter the shared mailbox email address (e.g., team@company.com)
5. Choose your launch method

Main Interface

The Taskbar Window

The main window shows all your configured accounts with their unread counts:

• Email address - Click to open that inbox
• Unread count - Number of unread messages (or • if zero)
• Coral accent - Accounts with unread messages have a colored left border

Opening Your Inbox

Click any account to open its inbox. MailSignal will:

1. First try to find and activate an existing browser window with that inbox
2. If not found, open a new browser tab or window

If you configured a specific Chrome profile, that profile will be used.

Taskbar Icon

The MailSignal icon in your taskbar shows your total unread count:

• 1-9 - Shows the exact number
• + - Shows for 10 or more unread
• No badge - All inboxes at zero

Control Buttons

• + Add Section - Create account groups (Pro feature)
• + Add Account - Connect a new email account
• ⚙ Settings - Access settings, manage accounts, and licensing

Settings

Click the ⚙ gear icon to access settings.

Polling Interval

Controls how often MailSignal checks for new mail:

• Free tier: 5 minutes to 1 hour
• Pro tier: 10 seconds to 1 hour

Shorter intervals mean faster updates but use more network requests.

Launch Settings

Configure how each account opens its inbox:

• Chrome (with profile) - Opens in a specific Chrome profile
• Default Browser - Uses your system default browser
• Outlook New (App) - Opens in the Outlook desktop app (Microsoft accounts only, if installed)

Manage License

View your license status, activate a Pro license key, or purchase Pro.

Managing Accounts

Access account management via ⚙ Settings → Manage Accounts.

Edit Launch Settings

1. Select an account from the list
2. Click Edit Launch Settings
3. Choose your preferred launch method and Chrome profile
4. Click OK to save

Remove an Account

1. Select the account to remove
2. Click Remove Account
3. Confirm the removal

This removes the account configuration and deletes all saved authentication tokens.

Re-authenticate a Failed Account

If an account shows a ⚠ Sign in warning (authentication expired):

1. Right-click the account in the main window
2. Select Re-authenticate...
3. Complete the sign-in process

Pro Features

Upgrade to Pro for $25 USD (one-time purchase) to unlock:

Unlimited Accounts

Free tier is limited to 2 accounts. Pro removes this limit entirely.

Faster Polling

Check for new mail as frequently as every 10 seconds (vs 5 minutes on free tier).

Custom Sections

Organize your accounts into named groups:

1. Click + Add Section
2. Enter a section name (e.g., "Work", "Personal")
3. Drag accounts into the section

Right-click a section header to rename or delete it.

Drag & Drop Reordering

Arrange accounts and sections in any order by dragging them.

Chrome Profile Selection

Use different Chrome profiles for different accounts - perfect for keeping work and personal browsing separate.

Activating Your License

1. Go to ⚙ Settings → Manage License
2. Enter your license key
3. Click Activate

Your license works on up to 3 computers.

Troubleshooting

Authentication Issues

Shared Mailbox Issues

Browser Launch Issues

License Issues

Data & Privacy

Getting Help

If you're still having issues, email support@mailsignal.app for assistance.