Keep a company’s email together
Label messages from northstar.example as Clients.
Match a sender or domain. Apply a Gmail label or Microsoft category.
Rule you can check
- Domain matches
- northstar.example
- Action
- Apply label/category: Clients
Clean up your inbox. Keep it clean automatically.
Review old newsletters, promotions, and clutter in one place. Archive what you choose, then automatically handle new email from those senders.
No card to preview. Connect an inbox for a personalized cleanup preview.
Google & Microsoft inboxes
From plain English to powerful rules
A sentence.
A rule you can check.
Start with the outcome you want. KeepKnown turns supported requests into rules you can inspect.
Leave room for an exception
Except billing@northstar.example.
Exclude a specific sender while keeping the company rule easy to review.
Rule you can check
- Domain matches
- northstar.example
- Exclude sender
- billing@northstar.example
- Action
- Apply label/category: Clients
Catch either subject phrase
Label messages whose subject contains ‘proposal’ or ‘estimate’ as Quotes.
Match alternative subject phrases in one rule. No body analysis required.
Rule you can check
- Subject contains
- proposal OR estimate
- Action
- Apply label/category: Quotes
Make every rule your own.
Fine-tune who matches, add an exception, or combine subject phrases. Review each detail before your rule runs.
Keep a company’s email together
“Label messages from northstar.example as Clients.”
Rule you can check
Domain matchesnorthstar.example
ActionApply label/category · Clients
Match a sender or domain. Apply a Gmail label or Microsoft category.
Leave room for an exception
“Except billing@northstar.example.”
Rule you can check
Domain matchesnorthstar.example
Exclude senderbilling@northstar.example
ActionApply label/category · Clients
Exclude a specific sender while keeping the company rule easy to review.
Catch either subject phrase
“Label messages whose subject contains ‘proposal’ or ‘estimate’ as Quotes.”
Rule you can check
Subject containsproposal OR estimate
ActionApply label/category · Quotes
Match alternative subject phrases in one rule. No body analysis required.
Prefer a starting point? Unfamiliar-sender screening uses your contacts and allowlist to identify outsiders. Find them under KK:OUTSIDERS: a Gmail label or Microsoft category. Archiving or moving depends on your settings.
You stay in the loop.
Four steps from a cluttered inbox to one that stays clean. You choose what goes.
-
1
Review
See old newsletters, promotions, and clutter in one place.
-
2
Clean
Archive what you choose. Everything else stays where it is.
-
3
Keep it clean
Choose what happens to new email from those senders.
-
4
Auto
KeepKnown handles that new email as it arrives, until you pause it.
The preview doesn’t change your mail. Nothing is archived until you choose what to archive.
Know what you’re
giving access to.
Rules work on supported email handling. You choose the actions—not an AI acting without your approval.
Your instruction goes to AI
OpenAI receives your rule-building instruction, clarification answers and the supported rule-building context. We do not send mailbox samples, email bodies, attachments or credentials to the rule builder. Avoid pasting private message content into your instruction.
Your mailbox supplies the matching data
The filtering engine uses metadata such as sender, subject and labels or categories. Previews display a limited sample of stored metadata. Connection permissions are broader: Google and Microsoft request access to read and change mail, with contacts and label/category permissions for supported features. In Gmail, KeepKnown also sends one short reply from your address to each real person it moves out of your inbox. That reply is on by default, and you can switch it off in your settings.
You can pause and reconnect
Pause a rule or inbox to stop new processing. Work already in progress may finish. If authorization stops working, the inbox needs attention; reconnect the affected account and explicitly approve resuming it.
Recovery depends on the provider
Gmail offers restore and supported undo actions where the original message and action state allow it. Microsoft does not offer Gmail’s restore controls or general undo. You can inspect categories and folders in Outlook. Pausing does not reverse previous actions.
Preview first.
Automate when ready.
Connect an inbox to draft and preview with no card. Choose paid access when you’re ready to automate.
Founder
1 inbox
$12.99USD / month
Or $99.99 USD / year, billed annually.
- Plain-English rule creation and manual editing
- Preview matches before activation
- Supported Gmail and Microsoft actions
- Rule controls and activity history
Executive Pro
3 inboxes
$29.99USD / month
Or $229.99 USD / year, billed annually.
- Plain-English rule creation and manual editing
- Preview matches before activation
- Supported Gmail and Microsoft actions
- Rule controls and activity history
7-day automation trial for eligible new users. Your selected plan is charged automatically when the trial ends unless you cancel before then. Choosing access does not activate your rule.
Both plans offer the same rule-building capabilities; the inbox allowance differs. Existing subscriptions and lifetime access keep their current billing terms. Need more inboxes? Contact us.
Before your first rule.
A few things worth knowing before you connect.
Which inboxes can I connect?
Gmail and Google Workspace; personal Outlook.com and Microsoft 365 work/school accounts with an Exchange Online primary mailbox. Organization policies may require admin consent. Shared mailboxes, on-premises Exchange and archive mailboxes are not supported.
What is free, and when do I need a card?
After connecting, you can draft and preview without a card. Automation needs active access. Eligible new users can choose the trial shown in pricing; a card is required at trial checkout. Existing paid customers use their current access.
Does a preview change my email?
No. It evaluates the rule against up to 100 locally stored message snapshots and shows up to 10 examples. It is a sample, not a complete inbox scan or a simulation of every other rule. Editing the rule requires a fresh preview before activation.
Will it run on older messages?
New automation starts prospectively at activation. It does not replay existing mail or the preview sample. If your inbox is paused, resume it separately; that establishes a new boundary for processing.
Where does processed mail go?
That depends on the actions you approve. Labels in Gmail and categories in Microsoft organize messages without being folders. Archiving or moving changes location. The unfamiliar-sender starter uses KK:OUTSIDERS, with archiving or moving determined by your settings. Check your activity history and the connected mailbox.
Does KeepKnown send email from my account?
Only one kind. When it moves an email from a real person out of a Gmail inbox, KeepKnown replies once from your address so they can tell you in one line why it matters. Lists, automated senders and unverified mail never get one. It is on by default, and you can switch it off in your inbox settings in the dashboard. Outlook inboxes never send it.
Can I ask it to do anything?
No. KeepKnown creates rules for supported email conditions and actions. It surfaces unsupported or ambiguous requests. It does not extract attachments, analyze message bodies, forward messages, schedule external tasks, or run Telegram and webhook workflows.
Can I pause or undo a rule?
You can pause new processing; work already underway may finish. Pausing does not undo past changes. Gmail recovery is limited to supported actions and available message state. Microsoft has no general undo or Gmail restore controls. See the control and recovery details.
Is this the same product as EmailGuru?
Yes. EmailGuru became KeepKnown. Unfamiliar-sender screening remains a starter option alongside rules you describe, preview and approve. Read about the name change.
Build a better filter.
Practical Gmail and Outlook guides, with the native setup explained first.
Gmail filtering
- How to Create Email Filters Step-by-step email filters for Gmail, Outlook, Apple Mail and Yahoo, plus a free filter creator that writes the Gmail search, import file and Outlook rule.
- Gmail Filters Learn how Gmail filters work, which criteria and actions are available, how to test rules safely, and where KeepKnown adds richer filtering.
- Gmail Filter Sender Not in Contacts Gmail filters can't check your contacts. Use -from: exclusions, a free Apps Script, or KeepKnown to label senders not in contacts. Steps and comparison.
Gmail search cleanup
- Gmail Search Operators Every Gmail search operator in one table: from:, to:, subject:, is:unread, in:anywhere, has:attachment, older_than:, newer_than: and more, with examples.
- Gmail Search Operator in:anywhere Use in:anywhere to search Gmail beyond the inbox, including archived mail, Spam, and Trash. Includes examples with from:, subject:, newer:, and unread.
- Gmail is:unread Search Type is:unread in Gmail search to show only unread emails. Add category:primary or in:anywhere to find unread mail in Primary, archive, Spam, or Trash.
Google, Outlook, and teams
- Review Third-Party Apps With Google Account Access Review third-party apps with access to your Google Account, understand why Substack appears there, and audit Gmail access safely.
- How to Block Emails on Outlook Block a sender or a whole domain in Outlook.com, new Outlook, classic Outlook and the app. Plus unblocking, the 10,000 limit and why blocks fail.
- Outlook Rules Create rules in Outlook.com, new Outlook, classic Outlook and Mac. Recipes that keep unwanted mail out, why rules stop working, and what they can't do.
- Run a free Gmail audit Count unknown senders before changing a rule.
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Your next rule starts
with a sentence.
Connect your inbox. Draft and preview with no card.
Choose paid access when you’re ready to automate.