# Retain App: Email Management Guide

**Categories:** Getting started

**Published:** August 1, 2025

---

This guide explains how to add, manage, and remove Gmail accounts in the Retain macOS app.



### Key Benefits



* ****Your inbox becomes an additional source of knowledge for your Retain experts****. Retain can intelligently reference and synthesize knowledge from your email conversations, surfacing important details and context that empower your expert agents to deliver more informed, accurate responses.
* ****Draft precise, information-rich emails powered by your knowledge base****. Retain uses AI agents with deep access to your organizational knowledge, helping you write emails that draw on your company’s expertise and best practices. [Learn how to write more effective emails with deep expertise →](https://retainapp.ai/help/article/write-more-effective-emails-expertise)
* ****Save time and increase impact****. Let Retain’s AI team handle information gathering and synthesis, so you can focus on building relationships and achieving results.
* ****Consistent, expert communications****. Ensure emails reflect up-to-date knowledge, organizational standards, and your team’s collective expertise every time.

### Adding a Gmail Account



#### Step 1: Access Email Settings



Open the Retain macOS app



Look for your profile thumbnail in the **bottom left corner** of the app



Click on your profile thumbnail (this shows your connected Google account image)



#### Step 2: Navigate to Email Settings



Once your profile loads, look at the **left navigation panel**



Find the section labeled **"Retain Cloud"**



Click on **"Email"** (located underneath Retain Cloud)



#### Step 3: Connect Your Gmail Account



In the right pane, you'll see **"Gmail"** with a **"Connect"** button



Click the **"Connect"** button



A browser window will open to connect your Google account to Retain



#### Step 4: Choose and Authorize Account



**Select any Gmail account** you want to connect



  * _Note: This doesn't have to be the same account you use to sign in to Retain_

Click **"Continue"**



**Check the box** to give Retain access to your Gmail



Wait a moment for the connection to process



#### Step 5: Verify Connection



After a few seconds, you should see your Gmail account appear in the list



If the account doesn't appear immediately, click the **clockwise arrow (refresh icon)** to refresh the view



### Adding Additional Gmail Accounts



To add more Gmail accounts:



Click the **"Connect"** button again (this will be available after your first Gmail is connected)



Follow the same authorization process for additional Gmail accounts



Each Gmail account will appear as a separate entry in your email list



### Managing Connected Gmail Accounts



#### Enable/Disable Gmail Accounts



* Each connected Gmail account has a **switch/toggle icon** next to it
* Use these switches to **enable or disable** individual Gmail accounts
* Disabled accounts will remain connected but won't sync email data to Retain

#### Refresh Email List



* If Gmail accounts aren't appearing or seem out of sync
* Click the **clockwise arrow (refresh icon)** to update the email list

### Removing a Gmail Account



#### Step 1: Locate the Gmail Account



Find the Gmail account you want to remove in your email list



Look for the account's connection status (should show "Connected")



#### Step 2: Disconnect the Gmail Account



Click the **three dots (⋯)** next to where it says "Connected"



Select **"Disconnect"** from the dropdown menu



Click **"OK"** to confirm the removal



#### Step 3: Verify Removal



* The Gmail account will be removed from your Retain app
* This will stop all data syncing between that Gmail account and Retain

### Important Notes



* **Gmail Only**: Retain currently supports Gmail accounts exclusively for email integration
* **Multiple Accounts**: You can connect multiple Gmail accounts to the same Retain app
* **Account Flexibility**: The Gmail account used for email doesn't need to match your Retain sign-in account
* **Data Access**: Only Gmail accounts you explicitly connect and enable will sync with Retain
* **Privacy**: Disconnecting a Gmail account removes Retain's access to that account's email data

### Troubleshooting



**Gmail account not appearing after connection:**



* Wait a few seconds for processing
* Click the refresh icon (clockwise arrow)
* Check that you granted proper permissions during authorization

**Connection issues:**



* Ensure you have internet connectivity
* Try refreshing the email list
* Verify your Google account permissions

**Can't find the profile thumbnail:**



* Look in the bottom left corner of the Retain app
* The thumbnail shows your connected Google account image
* If not visible, ensure you're properly signed in to Retain

**Gmail access issues:**



* Check that you're using a standard Gmail account (not a restricted organization account)
* Verify your organization hasn't restricted OAuth app access
* Ensure you completed the full OAuth authorization process