MailboxPilotEvery email with the right project. Detected automatically, filed in one click.
MailboxPilot recognizes the project from numbers, keywords and known contacts, adds the project header to the subject and archives the message as an EML file in your project folders – attachments, Outlook color categories and consistent file naming included.
For agencies, engineering and design offices, law firms, IT and construction projects. Works in Outlook for Windows, the new Outlook and Outlook on the web.
What it does
What MailboxPilot takes off your plate
Seven chores that eat time in every project mailbox – ordered by the moment MailboxPilot steps in.
Project number in the subject, keywords, known contacts and domains – MailboxPilot suggests the project with a confidence score and reasons, and remembers conversations.
While composing, MailboxPilot adds the project header – e.g. [26-014 Website Relaunch] – following your rules, including replies and forwards.
Save an email or a whole conversation as EML with attachments in the project folder – named by your template, e.g. 260731_0912_Approval_Design_Draft.eml.
Optionally, MailboxPilot files unambiguous matches on its own – enabled per project, with an adjustable confidence threshold and a full log.
Sent emails are recognized through your Microsoft account and assigned to the project folder – even when they were written on your phone.
Project and content category directly on the message, project always first – for sorting and search across all of Outlook.
Newsletters and system mail are recognized by their typical traits and left alone; specific senders, domains or conversations can be excluded explicitly.
Setup
Ready in three steps
No servers, no IT project: install the add-in and get going. A guided checklist and an interactive demo walk you through the start.
Create a project
Project number and name are enough. Keywords, contacts and domains sharpen the detection.
Connect a folder
Pick one folder per project on your drive – local or on the company network.
File emails
Confirm the suggestion or use the quick actions in the ribbon. MailboxPilot spots duplicates by itself.
Artificial intelligence
AI that works for you – not the other way around
Two separate building blocks, clearly labeled: recognition learns locally on your device. The writing assistant uses the cloud – only when you call it.
Learning categories
MailboxPilot classifies emails into categories like quote, approval, invoice or meeting notes – and learns from your corrections and your archive. Custom categories included.
- Your own detection keywords per category
- One-click corrections, effective immediately
- No cloud account needed, nothing leaves the device
AI writing assistant
Draft, revise, shorten, translate or suggest replies – with project context and without invented commitments or dates.
- Quick actions: More formal · Friendlier · Shorten · Proofread · DE ↔ EN
- Replaces only the draft – signature and quoted history stay
- No text goes out unseen
In comparison
Why not simply carry on as before?
Most teams choose between three routes: filing by hand, connecting a document management system, or archiving everything to a cloud service. Here is where MailboxPilot fits in – and where it doesn't.
| MailboxPilot | Filing by hand | DMS integration | Cloud archiving | |
|---|---|---|---|---|
| Setup | 2 minutes, no server, no training | none | IT project with server, roles and onboarding | Account plus mailbox connection |
| Where emails live | In your folders, as open EML files | In your folders | In the vendor's system, export required | With the vendor |
| Project assignment | Detected automatically, with score and reasons | You remember it | Usually manual folder picking | Usually none at all |
| Effort per email | One click – or none | Save, rename, sort | Several clicks plus metadata | None, but no structure either |
| Emails you send yourself | Including from your phone, via Microsoft 365 | manually only | depends on the product | usually included |
| Still usable without the product | Yes – files and Outlook categories remain | Yes | No, not without an export | No |
| AI while writing | Included, on demand only | – | rarely | rarely |
| Audit-proof long-term archiving | No – a DMS is the right tool for that | No | Yes | partly |
The columns describe typical properties of each category, not specific products – individual vendors' features and prices change continuously.
Detection that explains itself
Every suggestion comes with a confidence score and a reason – "project number in the subject", "sender belongs to this project". You see why something is proposed instead of having to trust a black box.
Corrections take effect immediately and stick: what you change by hand is never overwritten by the automation.
Your archive stays yours
Messages are stored as EML – an open format any mail client can open – in folders you choose. No upload, no database, no vendor lock-in.
The honest test: remove MailboxPilot tomorrow and your entire project archive stays fully readable. Even the Outlook color categories remain in place.
Including what you write yourself
Most filing tools take care of the inbox. Yet half of a project's correspondence consists of your own replies – often written on a phone somewhere on site.
MailboxPilot recognizes sent messages through your Microsoft 365 account and assigns them, no matter which device they came from.
Not an IT project
No server installation, no database, no migration, no training. Add a manifest to Outlook, create a project, get going – optionally rolled out to the whole team through the admin center.
That makes MailboxPilot worthwhile even for a five-person office that would never consider a document management system.
Pricing
Try first, decide later
7 days with the full feature set and unlimited projects. Then choose – with nothing to lose: your archive lives on your own drives anyway.
Free
For getting started and single projects
- 1 project of your choice
- All filing and detection features
- Local learning included
Professional
For teams with several projects running in parallel
- Unlimited projects
- One license for all your devices
- Purchase and management via Stripe
FAQ
Frequently asked questions
Where do my emails and files live?
On your own drives – local or on the company network. MailboxPilot writes EML files and attachments into the folders you pick per project. There is no file upload to a MailboxPilot cloud.
Which Outlook versions does MailboxPilot support?
Classic Outlook for Windows, the new Outlook and Outlook on the web. On the Mac, direct folder filing isn't technically available; there MailboxPilot delivers the filing as a ZIP download.
Do I need my IT department to install it?
Not for a single seat – the add-in is added to Outlook through a manifest file. For teams, your IT distributes the add-in centrally to all mailboxes through the Microsoft 365 admin center.
What happens after the trial?
All features remain free for one project of your choice. Your existing archive stays fully intact. Professional unlocks unlimited projects.
How does MailboxPilot handle privacy?
Project detection and category learning run locally on your device. The optional writing assistant sends the email content to an Azure OpenAI instance in the EU to generate text and stores nothing. Details are in the privacy policy (German).
Which industries is MailboxPilot for?
Anyone who organizes work in projects: agencies, engineering and design offices, law firms, consultancies, IT and construction projects. MailboxPilot only knows projects with a number, a name, keywords and a folder – what kind of project sits behind that is up to you.
Can I use MailboxPilot in my language?
The interface is fully bilingual and follows your Outlook display language: German for German-language locales, English for everything else.
Stop searching your mailbox
Try MailboxPilot for 7 days with the full feature set – and keep a clean project archive either way.
Get started