Emails

Integrate Cogram with your email inbox to summarize email threads or draft project reports based on meetings and emails.

Cogram can receive emails from your inbox and use them as source material: summarize a thread, generate a status report, or combine emails with meeting notes into a single project update.

The Filed Emails page in Cogram

Emails you send to Cogram are processed securely and are only accessible to members of your Cogram workspace. They are not used to train AI models.

Receiving Emails in Cogram

To include an email in Cogram, forward the thread to [e-mail], or CC [e-mail] when composing a new email.

Emails Cogram has received appear under the Emails module on the Filed Emails page, where you can see the subject, sender, and date for each received thread.

The Emails module has two tabs: Email (your filed inbox, described on this page) and Transmittals (sending files with tracked delivery, described below).

Sending files (Transmittals)

To send drawings, specifications, or other documents to anyone (inside or outside Cogram) with a tracked record of what was sent and to whom, use Send Files. Each send creates a transmittal: the project record of that file transfer.

1. Open the Emails page or the Transmittals tab and click Send Files.

2. Follow the composer steps: add details, attach documents, pick recipients from your Directory, then review and send.

Recipients get an email with a secure link to view and download the files. No Cogram account is required to receive a transmittal. The transmittal record tracks delivery and acknowledgment on the Transmittals tab.

Adding a recipient after sending

If someone was missed, you can send an already-sent transmittal to additional people:

1. Open the transmittal from the Transmittals tab.

2. Click Send to…, add the recipients, and optionally include a message.

3. Click Send. The transmittal's files are included automatically, and each new recipient appears as a new send in the transmittal's Thread.

There is no resend action for someone who already received the transmittal. To send the same package again to an existing recipient, create a new transmittal.

Viewing a transmittal's history

Open a sent transmittal from the Transmittals tab — its Thread shows the full history: every send, including recipients added later, plus when each recipient viewed, downloaded, or acknowledged the files.

Enabling auto-forwarding (Outlook)

Instead of forwarding emails one by one, you can create an Outlook rule to automatically forward matching emails to Cogram:

1. Open Outlook and go to the Home tab.

2. Select Rules > Manage Rules & Alerts.

3. In the Rules and Alerts dialog, click New Rule.

4. Choose Apply rule on messages I receive, then click Next.

5. Check the criteria you want (e.g., messages from a specific sender or containing certain words) and click Next.

6. When asked what to do with the messages, select forward it to people or public group.

7. Click the underlined "people or public group" link, enter [e-mail], and click OK.

8. Click Next, optionally add any exceptions, then click Finish to finalize the rule.

Matching emails now forward to [e-mail] automatically.

Working with multiple emails

On the Filed Emails page, you can select multiple emails at once to perform bulk actions. Click the checkbox on any email row to start a selection, and a bulk action toolbar appears at the top of the list.

Selecting multiple emails reveals bulk actions

Action	What it does
Change Project	Reassign all selected emails to a different project.
Unfile emails (N)	Remove the selected emails from their projects. The count of selected emails is shown in parentheses.
Export (N)	Download the selected emails as .eml or .msg (Outlook) files in a ZIP archive. To export a single email, open it and select Export in the email header. See Exporting Emails.
Agent	Open the AI agent with all selected emails as context, useful for generating a combined summary or report across multiple threads.

To select all emails on the current page at once, click the checkbox in the column header.

Opening and replying in Outlook

From the Emails page you can jump back to the original message in Outlook, or start a reply, without leaving Cogram.

1. Open the Emails page in Cogram and select an email to preview it.

2. In the email header, click the Outlook icon.

Click the Outlook icon in the email header

1. Choose the action you need from the menu.

The Outlook menu: Open, Reply, and Reply all.

Action	What it does
Open	Opens the original email in Outlook on the web, in a new browser tab.
Reply	Creates a draft reply in Outlook, addressed to the sender.
Reply all	Creates a draft reply in Outlook, addressed to the sender and all other recipients.

Open

Open opens the original message in Outlook on the web, in a new browser tab. If the message is no longer in your mailbox (for example it was moved or deleted), Outlook still opens, but shows that the message cannot be found.

Outlook shows this when the original message is no longer in your mailbox

An email doesn't show Open at all

Likely cause: the email was imported into Cogram (for example from a .msg or .eml file) rather than filed from Outlook, so there is no Outlook message to open.

Fix: none needed. Read the email directly in Emails.

Reply and Reply all

Reply and Reply all open Outlook on the web in compose mode, in a new browser tab, with the original message quoted and the recipients filled in. The draft is ready to edit; review and send it from Outlook.

Reply and Reply all require a connected Outlook account. If your Outlook is not connected to Cogram, you are prompted to connect it. Set this up in Account Settings > Integrations. Open does not require a connection.

If the original message was deleted from your mailbox, Cogram still creates the draft from the archived email it has on file. In that case the draft may start a new conversation rather than thread into the original.

Auto-filing emails to projects

Cogram can automatically file incoming and outgoing emails to projects, without you needing to forward them manually. This is configured under Account Settings > Integrations in the Email section.

• Auto-file incoming emails: Cogram automatically files emails sent to you into the matching project.

• Auto-file outgoing emails: Cogram automatically files emails you send into the matching project.

Both toggles can be enabled or disabled independently.

Note: If your organization has locked either of these settings, the toggle will appear grayed out with a lock icon and cannot be changed. Contact your Org Admin if you need it changed.

Setting defaults for your organization (Admins)

Org Admins and Owners can set and lock the auto-file defaults for all members in Organization Settings > Emails.

State	What the end user sees
Unlocked	The default is pre-set, but the user can toggle it on or off.
Locked	The toggle is grayed out with a lock icon. The user cannot change it.

Summarizing emails and drafting reports

Once emails are in Cogram, the agent can summarize a thread, extract action items, or generate a draft status report that combines emails with meeting notes from across a project. See the Agent page to learn how.

Importing historical emails

If you have project emails that predate your Cogram connection, in an Outlook archive (.pst), individual email files (.eml), or Outlook message files (.msg), Cogram can import them into a project on your behalf. See Importing Historical Emails to learn what to prepare and how to submit a request.