Connecting Gmail to AI: search like Google, answer like you
Gmail can be connected to AI inside your own Google Workspace. The assistant searches with intent on sender, subject, period or attachment instead of paging through the mailbox, and reads in full only the messages that genuinely matter. It can also compose and send a message, but that truly goes out and cannot be undone, so it happens only on explicit request.
What the assistant does for you in Gmail
Search with intent instead of paging
The assistant searches on sender, recipient, subject, period, unread messages or messages with an attachment, alone or combined. It is the same way of searching Gmail already offers, except nobody has to assemble the query by hand.
Work with your own labels
If you use labels to order your post, the assistant can stay within them. A label already in use for quotations or for a project immediately bounds where it may look.
Read only the right messages in full
From the hits the assistant picks the messages that belong to the question and reads their complete text. The rest stays a line in a list, which is faster and brings far less post into view.
Summarise a conversation
For a thread with several messages the assistant reports what was agreed and what is still open, instead of repeating each mail in turn. That is usually the answer somebody was waiting for.
Compose and send a message
The assistant can write a mail and send it from the connected mailbox. That truly reaches the recipient and cannot be withdrawn, so it first shows who it goes to, what the subject is and what it says.
Where searching with intent makes the difference
Education
- Situation
- A programme coordinator needs to know which lecturers have not yet replied to last month's timetable change.
- What the agent does
- The assistant finds the original mail and the replies to it within that period and sets out who is missing from them.
- Result
- A short list of names instead of an afternoon of ticking boxes by hand.
Customer service
- Situation
- A customer refers to an attachment they once sent, but nobody remembers which mail it was in.
- What the agent does
- The assistant searches the customer's address, limits itself to messages carrying an attachment and shows the hits with date and subject.
- Result
- The employee opens the right message straight away without digging through the archive.
Procurement
- Situation
- A supplier has announced a price increase and someone wants to know what was promised earlier about volume discounts.
- What the agent does
- The assistant finds the conversation with that supplier over the past year and summarises the arrangements in it, with dates attached.
- Result
- A factual overview of the promises, with nothing coming from memory.
Project office
- Situation
- At the end of the week a project lead wants to know which unread post genuinely still asks for an action.
- What the agent does
- The assistant looks at what is unread within that week, scans the fragments and reads in full only the messages with an open question.
- Result
- A short work list with the original message per item, instead of a red counter.
Management
- Situation
- A recurring question from business relations has to be answered consistently, even when the director is travelling.
- What the agent does
- The assistant drafts the answer from the knowledge base and presents recipient, subject and text before anything is sent.
- Result
- The same answer for everyone, sent after a human has said yes to it.
Connect, bound, use
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1
Connecting with consent
An administrator grants consent for the connector from your own Google Workspace and can withdraw it there again. No employee password needs to live inside the platform.
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2
Choosing which mailbox is attached
You connect per mailbox. A shared info address is something else than a board member's personal mailbox, and those two do not belong to the same assistant.
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3
Setting rights per role
You decide which roles may use the assistant and whether sending is part of that. Most organisations start with searching and reading only and add sending later.
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4
Using it in the conversation
After that an employee simply asks a question in IntraGPT and the assistant does the looking up. What it did and what came out of it can be reviewed in the log.
A mailbox is not a knowledge base
A Gmail account holds plenty that has nothing to do with work alongside the work itself. The connector is therefore made to look something up, not to collect post.
Where the data lives: Nederland of de EU
Look up, do not copy
The assistant only ever retrieves the messages that belong to the question. No copy of your mailbox is built outside Gmail and nothing leaves in bulk.
You decide who can reach it
Which mailbox belongs to which assistant and which colleagues may use that assistant is recorded in roles. A customer service assistant never reaches the executive post.
Nothing goes out unseen
A sent message cannot be recalled. That is why the assistant always shows the recipient and the full text first, and never sends of its own accord.
Processing on your own server
The contents of the messages are processed on our own server in the Netherlands with open-weight models. No mail goes to an external model provider and nothing from your post is used to train models.
Questions about the Gmail connector
Can I connect Gmail to ChatGPT?
Such connections technically exist, but for an organisation they are hard to justify: you give a public service access to a mailbox with personal data, without roles and without an audit log. IntraGPT connects Gmail inside your own Google Workspace, per mailbox, recording what the assistant does. The model runs on our own server, so the content of the mail does not leave that environment.
Does IntraGPT work with Gmail?
Yes. Gmail sits in the connector catalogue as a working integration. The assistant can search the mailbox with intent, read messages, summarise a conversation and send a mail. That works on an ordinary Gmail account and on an organisation's Workspace account.
Does the assistant read my entire mailbox?
No. It searches with intent and first gets back a short list of fragments. Only the messages that belong to the question are read in full. There is no way through this connector to retrieve or forward the whole mailbox in one go.
Can the assistant open attachments?
It can find which messages carry an attachment and it reads the text of the message itself. Opening and parsing the file is not part of this connector. If you want documents to be searchable, the knowledge base or a connector to the storage where those files live is the better route.
How do labels work compared to folders?
Gmail works with labels and a message can carry several, unlike a folder where something sits in one place only. The assistant can stay within a label, so a label you already use bounds the search right away. Labels that differ per employee are less suitable for that than a shared one.
What is the difference with the Outlook connector?
For the user they resemble each other: searching, reading, summarising and sending. The difference is the surrounding environment. Outlook belongs to Microsoft 365 and works with folders, Gmail belongs to Google Workspace and works with labels and a stronger search. If you use both, they can be connected side by side.
What does a Gmail connector cost?
The connector is part of the project we run together. What drives the work is the number of mailboxes you connect, whether sending is allowed and which roles may use the assistant. A shared mailbox that is only searched is set up faster than five personal mailboxes with send rights.
How long does setup take?
The consent in Google Workspace is a short action for an administrator, after which the connector can be tried the same day. The time usually goes into agreeing which mailbox is attached and who may have messages sent.