Frequently asked questions

🔍 Email Categorization

1. How does OutPrio decide which emails are important?

We rate each unread message by combining:

VIP Senders (your defined group)

Direct To You (only you in the To: field)

Mentions (your name or aliases in the body)

Group Size (smaller distribution = higher priority)

2. What do the color-coded priority labels mean?

Tier 5 (Top Priority): VIP + direct or VIP + mention

Tier 4 (High): VIP only or mention only

Tier 3 (Medium): Direct to you

Tier 2 (Low): Small group or VIP in CC

3. How can I customize my VIP list?

In Settings → VIP Group (desktop) or Dashboard → VIP Settings (web), give your group a name (e.g. “Executives”) and paste one email per line. OutPrio immediately re-rates incoming mail.

4. How do I add or remove aliases for mention detection?

Under Settings → Your Identity, add any nicknames or spelling variants (one per line). OutPrio scans the message body for those terms to catch indirect mentions.

5. Can I change the tier names (e.g. “Urgent” instead of “Top Priority”)?

Yes—go to Settings → Importance Labels, edit the text for Tier 5, 4, 3, 2, then click Save.

6. How do I adjust the look-back time window?

In Settings → Fetch & Display Preferences, choose your preferred window (e.g. last 3 hrs, 24 hrs, custom range). On the web, click “Apply” in the configuration panel.

7. What happens to read vs. unread emails?

OutPrio only surfaces unread messages. Dismissing an email marks it as read in Outlook, removing it from your prioritized view.

8. Can OutPrio respect my existing Outlook rules and folders?

Yes—OutPrio fetches unread items from your main Inbox folder but does not move, delete, or alter any folder or rule settings you have in Outlook.

9. How do I search, filter, and sort my prioritized list?

Search bar filters by sender, subject, or snippet.

Column headers let you sort by date or priority.

Group toggles collapse/expand Today, This Week, Older, or Importance buckets.

10. What if an important email is still missed?

You can always fetch a custom range up to 31 days via the custom date-time picker. We also welcome feedback to refine our AI rules.

11. How do I reset categorization to default settings?

In Settings → Reset to Defaults, click the “Restore Defaults” button to wipe custom tiers, VIP lists, aliases, and lookback preferences.