Email Integration

Send an email to BlaBlaNote and it becomes a note with a summary of that conversation, linked to your contacts in it. Use it to keep a conversation with a client without copying it by hand, from any email provider.

Sending notes by email is part of the paid plan, and it is available during the 30-day trial. Telegram stays free on every plan.

Your two addresses

You will find them in Integrations > Email, each with its copy button.

If you are in more than one team, the page says which team the notes go to: the one you had open when your addresses were created, even if you switch teams later. If you leave that team, they go to the one you have open.

Address	Example	What for	Accepts mail from
Your address	laura@box.blablanote.app	Forwarding by hand, copying in (CC or BCC)	Only your accounts
Your private address	u-3f9a1c…@box.blablanote.app	Filters and automatic forwarding rules	Any sender

The difference is how each one is protected:

• Your address is easy to guess, so it only accepts what you send. If someone else writes to it, the email is ignored. That is why it is safe to copy it in.
• Your private address is impossible to guess, so it accepts mail from any sender. Its protection is that no one else knows it: treat it like a password.

Why two are needed

When Gmail, Outlook or iCloud forward an email through an automatic rule, it arrives with the original sender (your client), not with you. Your address would reject it, because you did not send it. The private address exists for those forwards.

If you have no "Your address"

The address is proposed from the part of your email before the @. If another one is the same, it is proposed with a number (laura2@…). None is proposed if it is generic or reserved (info, hello, admin…), shorter than 3 characters, all its variants are taken, or you use Apple's relay. Choose one in Integrations > Email; until then, forward to the private address, with no one else in copy.

Changing your address

In Integrations > Email, press Change. The old one keeps working, so your forwards and filters do not break. The old ones are listed under your address; when you no longer want one, press Retire: it stops accepting mail at once, and what reaches it is discarded. You can have up to 5, the old ones included, and an address is never reused. If you delete your account, your addresses are deleted; of your address we keep only a fingerprint, a code that does not reveal what it was and makes sure it is never given to anyone else.

When to use each one

Situation	Address
You forward an email you received	Your address
You write to a client and want to keep the conversation	Your address, in CC or BCC
A filter automatically forwards everything from a client or a domain	Your private address
The domain of your email does not publish DMARC (see below)	Your private address, with no one else in copy

Forwarding by hand or copying in

1. Copy Your address in Integrations > Email.
2. In your email, press Forward on the message, or add the address in CC or BCC when writing.
3. Send it. The note appears in BlaBlaNote shortly after. If you have push notifications on, we let you know.

From which accounts

Your address accepts mail sent from:

• the email you sign in to BlaBlaNote with, and
• the accounts you have connected to BlaBlaNote (for example, your Google or Outlook calendar).

If you write from another email, connect that account to BlaBlaNote (Google, Microsoft or Apple without hiding your email). If it cannot be connected, forward to the private address, with no one else in copy.

DMARC

To check that the email is really yours, the domain of your email must publish a DMARC policy. Gmail, Outlook.com, iCloud and Yahoo publish one. If you use your own domain (for example, you@yourcompany.com) and it does not, mail to your address is discarded: use the private address, with no one else in copy, or ask whoever manages your domain to publish one.

Automatic forwarding

Always use your private address. It works with any provider that allows forwarding rules. Menu names may vary with the language.

Gmail

1. In Gmail, on a computer, open Settings > See all settings > Forwarding and POP/IMAP.
2. Press Add a forwarding address and paste your private address.
3. Gmail sends a confirmation email to that address. It does not become a note: you will see it in Integrations > Email, with the link to confirm and the code; it appears when you come back to the tab. Open it and, once Gmail says it is confirmed, press I have confirmed it to clear the notice.
4. Create a filter (Settings > Filters and Blocked Addresses > Create a new filter) for the emails you want to keep, for example from:@client.com, and tick Forward it to your private address.

This cannot be set up from the Gmail mobile app.

Outlook and Microsoft 365

1. In Outlook, open Settings > Mail > Rules and add a new rule.
2. Choose the condition (for example, the sender) and the action Forward to or Redirect to your private address.

In work accounts on Microsoft 365, automatic forwarding outside the organization is blocked by default, and many organizations keep it that way. If you get the error 550 5.7.520 Access denied, Your organization does not allow external forwarding, your administrator has to allow it. Forwarding by hand is not affected.

iCloud

1. Go to iCloud.com/mail.
2. Open the settings and choose Rules to forward only some emails, or Mail Forwarding to forward all of them.
3. Enter your private address.

It cannot be set up from the iPhone.

Other providers

Any provider that can forward with rules or filters works. Look for "forwarding" or "rules" in its settings and use your private address.

Keeping the private address safe

• Do not copy it into emails or share it: anyone who sees it in an email can use it.
• If it leaks, generate a new one in Integrations > Email: the old one stops accepting mail at once. Then update your forwarding rules and filters.
• Whoever has it can create notes in your account, but cannot read anything: the address only delivers mail and never sends replies.
• Notes that come by the private address say so on the note itself: the sender is not verified.
• It takes up to 50 notes a day. Anything past that is discarded, so a leaked address cannot flood your account.
• Mail marked as spam or carrying a virus is discarded.

What is saved

The note does not keep the email, but a summary of the conversation written by the AI, in your language: what the other person is asking for or proposing, where the conversation stands and how it fits your networking goals.

• The title: at first, the subject; the AI may change it.
• The date: that of the most recent message. If you forward a whole thread, the summary covers the whole thread.
• Tasks: if the email asks for something, the AI proposes tasks with a date, as in any note.
• Contacts: the note is linked to the contacts you already have in BlaBlaNote who appear in the email, as sender, recipients or in the text. No contacts are created on arrival; afterwards, the AI suggests the ones mentioned, as in any note.
• If you forward an email as an attachment (Outlook and Gmail allow it), the summary comes from the attached email and from whatever you write above it.
• Attachments are not saved.
• If the AI cannot write the summary, the note keeps the text of the email (up to about 50,000 characters), so it is not lost.

Once processed, the email is deleted from our servers; if processing fails, it is deleted automatically after 30 days. Only the note remains.

One note per conversation

When an email is a reply to another one that is already in a note, it is added to that note instead of creating a new one, and the AI rewrites the summary with everything. The note date becomes that of the new email, and the notification says "Email added to a note".

For example: you write to a client with your address in BCC, they reply, and you answer again with your address in BCC. Both of your emails end up in the same note, with whatever you quote from their reply.

• It is recognized by the headers your email program adds when replying. If an email does not carry them, a new note is created; you can join the two with Merge interactions.
• It only joins your own notes in the team your addresses go to.
• If any of the emails came through the private address, the note says the sender is not verified.
• If you had edited the summary, your text is summarized again together with the new email.
• Tasks: if you have not touched any of the ones the AI proposed, they are redone with the whole conversation; if you have touched any, the new email adds no tasks.

Open the email in Gmail

If you sent the email to your address from Gmail (Google Workspace too), the note has the Open the email in Gmail button, which opens it in your mailbox. With other providers, and with what arrives through the private address, there is no button.

If a note does not appear

For security, we do not reply to the emails we discard, so you will not get any notice by email. Check this:

• Do you have the paid plan or are you on the trial? Without it, emails are discarded and we let you know with a push notification, at most once a day.
• Did you send it from one of your accounts? Your address only accepts your accounts. If you write from another email, connect that account to BlaBlaNote (Google, Microsoft or Apple without hiding your email), or forward to the private address, with no one else in copy.
• Did an external tool send it with your address (a CRM, a mailing platform)? It may not pass the DMARC check.
• Does the domain of your email publish a DMARC policy? If not, forward to the private address, with no one else in copy.
• Was it spam or did it carry a virus? It is discarded at both addresses.
• Did more than 50 emails reach the private address in the last 24 hours? Anything past the limit is discarded.
• Is it an automatic forward from Microsoft 365? Check whether you got the 550 5.7.520 error.