Mailbox workflow guide
How to use your Junk folder as a phishing review queue
A server-side Junk folder can collect suspicious mail from phone and desktop apps, but it needs a private approval step because spam filters make mistakes.
What server-side Junk means
The Junk or Spam mailbox belongs to the email account and synchronizes across authorized devices. Marking a message as junk in Apple Mail, Gmail or Outlook normally moves the original into that provider folder. A local smart mailbox or phone-only view is different and cannot be monitored reliably by a server connection.
Why automatic reporting would be unsafe
Spam filters classify newsletters, receipts and legitimate conversations incorrectly. Treating every filtered message as a complaint could expose unrelated mail and create false reports. A responsible workflow may preserve and analyze a candidate privately, but it waits for the mailbox owner to approve case processing.
How the private queue works
The connected engine reads only the source chosen for that mailbox, records a stable original and shows a short candidate summary in the signed-in workspace. The owner ignores false positives or chooses Process this message. The approved item then enters campaign grouping and evidence preparation.
When a dedicated folder is better
Use Report to Meilo when you want the smallest permission boundary or when the provider cannot authorize Spam access. Only messages deliberately moved there enter the workflow. The extra move is slower, but the reporting intent is unambiguous.
How Gmail and Outlook connect
Typing an address into a portal is not access. Google and Microsoft require their own OAuth consent screen and grant a revocable token with declared permissions. Google treats message-reading scopes as restricted, so a public service may also require verification and an independent security assessment before automatic Spam review can be offered broadly.
What to do on a new phone
Add the original mail account to the phone, confirm the Junk or Spam mailbox is synchronized, then sign into the Meilo workspace. The server folder appears through the mail provider; Meilo does not install a new mailbox account on the phone.
Action checklist
- Confirm the provider Junk or Spam folder synchronizes across devices.
- Review private candidates and remove false positives.
- Approve only the messages that should become cases.
Questions people ask
Does marking an email as Junk send a complaint?
No. In Junk-review mode it creates a private candidate. The mailbox owner still chooses whether the message becomes a case.
Can Meilo read the Inbox too?
The product source is limited to the folder selected for that connection. Provider permissions and technical enforcement must still match that promise.
Why is my custom folder missing on iPhone?
Confirm that the same mail account is enabled, open Mailboxes, tap Edit and enable the server folder. Junk-review mode uses the ordinary provider Junk mailbox and needs no custom folder.