Kuju Email User Guide
Everything you need to know about using Kuju Email, from first login to advanced administration.
Getting Started
Account Activation
Your domain administrator will send you an invitation email. Click the activation link to set your password and complete account setup. Invitation links expire after 14 days — contact your admin if your link has expired.
Logging In
Navigate to your webmail URL (provided by your admin or accessible at your domain’s custom hostname). Enter your full email address and password. If your domain has a custom hostname (e.g., webmail.yourdomain.com), you may see a branded login page where only your username is required.
Two-Factor Authentication
Kuju Email supports TOTP-based two-factor authentication, compatible with Google Authenticator, Authy, and similar apps.
Setting up 2FA:
- Go to Settings → Security
- Click Enable Two-Factor Authentication
- Scan the QR code with your authenticator app
- Enter the 6-digit code to verify and activate
- Save your recovery codes in a secure location — these are your backup if you lose access to your authenticator
Passkeys (WebAuthn)
For passwordless login, you can register FIDO2/WebAuthn security keys or platform authenticators (Face ID, Touch ID, Windows Hello). Go to Settings → Security → Passkeys to register a new passkey. Once registered, you can log in by touching your security key or using biometrics — no password needed.
Webmail
Reading Messages
The inbox displays messages with sender, subject, date, and size. Click any message to open it in the reading pane. Use the toolbar to reply, reply all, forward, archive, delete, or move messages between folders. View full message headers or raw source via the menu. Messages display flags (read, starred) that sync across all your devices via IMAP.
Composing Messages
Click Compose to write a new message. The editor supports rich text formatting with auto-save drafts. Use Reply All to respond to all recipients, or Forward to send a message to someone new (including as an EML attachment). Proper In-Reply-To and References headers are maintained for threading.
AI Rewrite & Tone Control
While composing, use the AI Rewrite feature to adjust your message’s tone. Choose from four styles:
Each rewrite is saved as a version (v1, v2, v3...) so you can compare and restore any previous version instantly. Quoted text from the original message is preserved automatically.
Attachments
Drag and drop files directly into the compose window, or click the attachment button to browse. Attached files are shown with their name and size. When reading messages, click attachments to download them.
Folders & Drag-and-Drop
Standard folders (Inbox, Sent, Drafts, Junk, Trash) are created automatically. You can create custom folders for organization. Drag and drop messages directly from the message list onto folders in the sidebar — the target folder highlights on hover and folder counts update automatically. The Trash folder includes an Empty Trash button for one-click permanent deletion with a confirmation dialog. Folders display unread counts (red badge) and total counts (gray), and support IMAP SPECIAL-USE attributes for compatibility with all clients.
Search & Natural Language
Use the search bar to find messages by sender, subject, or body content. Full-text search is powered by server-side indexing for fast results.
Kuju Email also supports natural language search — type queries the way you think and the AI interprets them:
"invoices from last month"
"unread emails with attachments"
"messages from Sarah about the Q2 report"Date references are resolved with timezone awareness, so “last week” always means the right dates for you.
Command Palette
Press Cmd+K (or Ctrl+K) to open the Command Palette — a fuzzy-searchable list of 17+ commands. Navigate to folders, compose new messages, toggle Smart Inbox, access settings, switch themes, assign workspaces, and more.
The Command Palette also supports natural language commands — type instructions like “move this to archive”, “flag for follow-up”, or “assign to Project Alpha workspace” and the AI interprets and executes the action.
Thread Views
When viewing a conversation thread, choose from three display designs:
- Command-Centric: Summary and quick actions first — ideal for triage and fast responses.
- Document-Centric: Structured AI sections including Summary, Key Points, Open Questions, Decisions, and Action Items — great for complex threads.
- Timeline + Context Stream: Chronological message flow with AI events interspersed — best for following conversation history.
Auto-Save Drafts
Drafts are automatically saved at configurable intervals (5s, 10s, 15s, 30s, or 60s). Saved drafts are stored in the IMAP Drafts folder so they’re accessible from any email client — not just the webmail.
Workspaces
Workspaces let you organize email by project. Messages can belong to multiple workspaces while staying in their original folders — think of them as tags, not folders.
Using Workspaces:
- Create: Create a workspace from the sidebar or via the Command Palette
- Assign: Drag and drop messages onto a workspace, or use the Command Palette to assign
- Auto-assign rules: Set rules to automatically assign messages by sender domain, participant email, or subject keyword
- View: Click a workspace to see all messages grouped together regardless of their folder
- Remove: Remove messages from a workspace without affecting the original message or other workspaces
Browser Notifications
Enable desktop notifications to be alerted when new messages arrive. Click the bell icon in the toolbar to toggle notifications on or off. Your browser will ask for permission the first time. Click a notification to jump directly to the webmail tab. Notifications work in Chrome, Firefox, Safari, and Edge while the webmail tab is open.
Message Intelligence
The Message Intelligence panel provides on-demand security analysis organized into two tabs: AI Insights (intent classification, thread summary, tracking, quick stats) and Security (authentication, threats, URLs, virus scanning). Click the shield icon on a message to see:
- Authentication: SPF, DKIM, and DMARC pass/fail status
- Sender Verification: From/Reply-To mismatch detection and display name analysis
- Hop Trace: Full relay chain with IP addresses, timing delays, and reverse DNS lookups
- URL Inspection: All extracted links with domain mismatch detection (display text vs. actual URL)
- Google Safe Browsing: Real-time URL threat checking against Google’s malware, social engineering, unwanted software, and harmful app databases. Results are cached for 24 hours with a refresh button for re-checking. Threat level badges show safe (green) or specific threat types (red)
- Antivirus: On-demand ClamAV scanning of attachments with cached results. Infected attachments are automatically stripped while preserving the message body
- AI Threat Assessment: Evidence-based evaluation identifying social engineering tactics, urgency manipulation, and other threat signals with confidence levels
Tracking Protection
Kuju Email detects tracking pixels embedded in emails from services like Mailchimp, ConvertKit, GitHub, and others. When trackers are detected, you’ll see a notification showing which service is tracking. Toggle the protection on to strip tracking pixels from displayed messages — you control whether senders can track your opens.
AI Productivity
Kuju Email includes AI-powered tools designed to help you work faster and stay organized. These features use AI models to analyze your email content and provide actionable assistance.
AI Reply
Generate a contextual reply draft with one click. The AI reads the conversation thread and drafts a relevant response. Review, edit, and send — or discard and write your own. AI Reply is available on any message via the toolbar or context menu.
Task Extraction
The AI automatically scans emails for action items, deadlines, and follow-ups. Extracted tasks appear in a dedicated Tasks view in the sidebar with pending and completed filters. When a date is detected in a task, you can add it directly to your calendar with one click.
Dates mentioned in email bodies are highlighted inline, so you can spot deadlines and meeting times at a glance.
Attachment Summarization
Click Extract & Summarize next to any supported attachment to extract its text content and generate an AI summary with key facts. Supported formats include:
Attachments up to 10 MB are supported. Extracted text is indexed for search, so you can find content inside attachments — not just email bodies. Results are cached per message, and an AI badge appears on the attachment after extraction.
Waiting-On-Reply Tracker
Kuju Email automatically detects sent messages that are waiting for a reply using heuristic classification. When a reply comes in, it’s auto-matched and the tracker updates.
- Green: Recently sent — still within normal response time
- Yellow: Aging — it’s been a while without a reply
- Red: Overdue — consider following up
Click the Nudge button to auto-generate a polite follow-up draft based on the original message.
Contact Intelligence
The People view provides AI-powered communication pattern analysis:
- Top Contacts: Your most frequent correspondents, ranked by communication frequency
- Dormant Contacts: People you haven’t emailed in a while, with last communication dates
- Per-Contact Stats: Emails sent and received, last contact date for any person
- Quick-Add: One-click add to your address book from the People view, with display names enriched from your contacts
Inbox Summary Dashboard
Get an at-a-glance view of your inbox health:
- Mail volume: Messages received today, this week, and this month
- Security: Spam, virus, and quarantine counts
- Productivity: Number of messages waiting on reply and pending tasks
- AI breakdown: Classification distribution with bar chart visualization
- Top senders: Your top 10 correspondents with display names from your address book
- Response rate: Your reply rate and average messages per day
- Recent quarantine: Quick list of recently quarantined messages
Activity Feed
The Activity Feed is a unified chronological stream that combines messages, calendar events, and tasks in one view. Filter by type to focus on what matters. Access it from the Activity view in the sidebar.
Calendar
Creating Events
Click on any time slot in the calendar view to create a new event. Fill in the title, date, time, location, and optional description. Events support all-day mode and can be viewed in month, week, or day layouts. Click an existing event to edit or delete it.
When AI Task Extraction detects a date in an email, you can add it to your calendar with one click — the event is created directly via CalDAV.
Multiple Calendars
Create multiple calendars for different purposes (Work, Personal, Shared). Each calendar has its own color for easy visual distinction. Toggle calendars on or off to control which events are visible. A default “Personal” calendar is automatically created for each account.
CalDAV Sync
Sync your calendars with external clients using CalDAV (RFC 4791). Your CalDAV URL is:
https://your-server/.well-known/caldavUse your full email address and password for authentication. Compatible with Apple Calendar, Thunderbird, GNOME Calendar, Nextcloud, and any CalDAV-compliant client.
Contacts
Managing Contacts
The Contacts view provides a two-column layout: contact list on the left, details on the right. Add contacts with name, multiple email addresses and phone numbers (with type labels like Work, Home, Mobile), organization, job title, full address fields (street, city, state, postal code, country), and notes. Search across all fields to find contacts quickly.
CardDAV Sync
Sync contacts with external apps using CardDAV (RFC 6352). Your CardDAV URL is:
https://your-server/.well-known/carddavAuthenticate with your full email address and password. Works with Apple Contacts, Thunderbird, and any CardDAV client. Multiple address books are supported.
Desktop & Mobile Clients
Kuju Email works with any standard IMAP email client. Here are setup instructions for popular apps. If your domain has a custom hostname configured, your admin may have a Connection Instructions card showing the exact IMAP/SMTP settings for your domain.
Apple Mail
- Open System Settings → Internet Accounts
- Select Add Other Account → Mail Account
- Enter your full email address and password
- Set Incoming Mail Server (IMAP) to your server hostname, port 993, SSL enabled
- Set Outgoing Mail Server (SMTP) to the same hostname, port 587, STARTTLS
- For CalDAV/CardDAV, add a separate account using the well-known URLs above
Thunderbird
- Go to Account Settings → Account Actions → Add Mail Account
- Enter your name, email address, and password
- Thunderbird may auto-discover settings. If not, configure manually:
- IMAP: hostname, port 993, SSL/TLS
- SMTP: hostname, port 587, STARTTLS
- For CalDAV/CardDAV support, use the TbSync or CardBook add-ons with the well-known URLs
Outlook
- Go to File → Add Account
- Select Manual setup and choose IMAP
- Incoming server: your hostname, port 993, SSL
- Outgoing server: your hostname, port 587, TLS
- Enter your full email address as the username
Mobile Apps
Kuju Email works with any IMAP-compatible mobile app:
- iOS Mail: Add as “Other” mail account with IMAP settings
- K-9 Mail / Thunderbird Mobile: Enter email and password — auto-discovery supported
- FairEmail: Manual IMAP/SMTP configuration with the server settings above
Smart Inbox
When enabled by your administrator, Smart Inbox automatically categorizes incoming messages by intent using a fast AI model on delivery. Toggle Smart Inbox on or off with the brain icon in the webmail toolbar. Messages are grouped into collapsible sections with message counts:
You can manually reclassify any message using the dropdown in the AI Insights panel. Each category is shown with a colored badge indicator. AI classification is also reconciled automatically when threat analysis reveals new information about a message.
Account Settings
Password & Security
Change your password, manage 2FA settings, and register passkeys from Settings → Security. If you forget your password, use the recovery email address linked to your account to request a reset.
Theme & Appearance
Choose between Light, Dark, or System themes. Your domain admin may have configured a custom theme with branded colors, logos, and favicon. Your theme preference syncs across sessions.
Vacation Responder
Set up an automatic out-of-office reply from the Vacation entry in the sidebar. Configure a custom subject and message, and optionally set a date range.
Smart features:
- AI calendar detection: Automatically detects vacation-related all-day events on your calendar and suggests enabling the responder
- Per-sender deduplication: Each sender receives only one auto-reply per vacation period
- Smart filtering: Does not reply to mailing lists, spam, or messages where you were BCC’d
Plus Addressing
Use plus addressing to create unlimited aliases:
you+newsletters@yourdomain.com
you+shopping@yourdomain.com
you+github@yourdomain.comAll plus-addressed mail arrives in your inbox with the tag preserved. You can filter or search by tag to organize mail sent to specific addresses. This is especially useful for tracking which services share your email address.
Domain Administration
Domain administrators have access to additional management features for their domain. These settings are available from the Admin section of the webmail interface.
Managing Accounts
Create new accounts in two ways: invite-based (send an invitation email — the user sets their own password) or direct (admin sets the password, account is immediately active). You can view account statuses (pending invite, active, inactive), manage quotas, delegate admin privileges, and resend invitation links. Stale pending invitations are automatically cleaned up after 14 days.
Pending Approvals
When new users request access to your domain, their requests appear in Admin → Pending Approvals. Review each request and approve or reject it. Approved users receive their account credentials; rejected requests are removed.
Domain Branding
Customize the look and feel of webmail for your domain:
- Upload a custom logo (SVG, PNG, JPEG) and favicon (SVG, ICO)
- Set a custom app name that replaces “Kuju Email”
- Upload custom CSS with CSS variable overrides for full control
- Upload files individually or as ZIP/tar.gz archives
Custom Hostnames
Set up branded URLs for your webmail (e.g., webmail.yourdomain.com) and custom IMAP hostnames for client setup instructions. DNS verification is done via CNAME lookup. If you use PowerDNS or Cloudflare, one-click CNAME creation is available. TLS certificates for custom hostnames are provisioned automatically via on-demand TLS. Users accessing a custom hostname see a domain-scoped login with pre-auth branding.
DKIM Management
Kuju Email automatically generates and manages DKIM keys for your domain with automatic key rotation on a configurable schedule (default 30 days):
DKIM Rotation Lifecycle:
- Generate: A new key is created and its DNS record is published
- Switch: After DNS propagation is verified (1h default verification window), signing switches to the new key
- Cleanup: The old key is removed after a configurable grace period (72h default)
The DKIM health dashboard shows current key status, age, and upcoming rotation. Both PowerDNS and Cloudflare DNS backends are supported with auto-detection.
DNS Health Checks
The admin dashboard includes DNS health checks that verify your MX, SPF, DKIM, and DMARC records are correctly configured. DNS records are validated before any updates are applied. The system auto-detects whether you’re using PowerDNS or Cloudflare and adapts accordingly.
Retention Policies
Configure automatic message deletion based on age to manage storage and comply with data retention requirements. Set policies at the domain level with optional per-folder overrides (e.g., keep Inbox messages for 365 days but Trash for 30 days). Individual accounts can also have their own overrides.
A background cleanup worker runs on a configurable schedule (default hourly), processing batch deletions with automatic storage reclamation and folder count updates.
Delivery Thresholds
Fine-tune spam handling per domain with configurable thresholds:
- Junk threshold (default 5.0): Messages scoring above this are routed to the Junk folder
- Drop threshold (default 15.0): Messages scoring above this are hard-rejected and never delivered
- Quarantine expiry (default 30 days): Quarantined messages are automatically purged after this period
Drop statistics are available via the admin API for monitoring rejected message volume.
Catch-All Addresses
Enable a catch-all address for your domain to receive messages sent to any address that doesn’t match an existing account. This is useful for small domains where you want to ensure no email is lost due to typos or unknown addresses.
Spam Training
Train the RSPAMD spam filter directly from webmail. Mark messages as spam (train as spam) or not spam (train as ham) to improve filtering accuracy for your domain. The admin dashboard shows per-module effectiveness statistics so you can see which detection methods are most effective.
Analytics
The admin Analytics tab provides comprehensive delivery and security insights with selectable time ranges (24h, 7d, 30d):
- Delivery metrics: Volume, delivery rate, reject rate, bounce rate, and spam scores
- Visualizations: Stacked bar charts for delivery volume, doughnut charts for status breakdown, horizontal bar charts for spam score distribution
- Top senders and source IPs for identifying patterns
- Plugin scan analytics: Heuristic vs. AI detection breakdown with token usage and cost tracking
- Per-domain delivery statistics for multi-tenant environments