EmailManager

A lightweight Windows desktop app that monitors multiple IMAP email accounts and fires native Windows toast notifications when new emails arrive. Runs silently in the system tray — no browser, no console window.

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Features

• Multi-account — monitor as many IMAP accounts as you want simultaneously
• Native Windows notifications — uses Windows.UI.Notifications with an "Open email" action button that opens your webmail
• System tray control — Start / Restart / Stop / Toggle Notifications / Exit, no console window
• Blacklist — senders on the blacklist are automatically moved to trash and skipped
• Whitelist — when set, only senders on the whitelist trigger notifications; all others are silently marked as read
• Importants — senders on this list always trigger notifications and the email is left unread so alerts repeat every cycle until you read it manually
• Per-account notification toggles — mute all notifications for an account, or just regular (non-important) mail, independently per account
• Global notifications toggle — mute all toast notifications from the tray icon with one click, no need to open Settings
• Code detection — emails whose body contains the word "code" or "código" show the full body inline in the notification (useful for OTP / auth codes)
• Configurable interval — set polling frequency in the Settings UI
• Web UI — configure everything through a built-in settings page; no manual file editing needed
• Portable — compiles to a single .exe with no installer needed

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Requirements

• Windows 10 or later
• Python 3.9+ (only needed to run from source or to build the .exe)

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Setup

1. Clone the repository

git clone https://github.com/your-username/EmailManager.git
cd EmailManager

2. Install dependencies

python -m venv venv
venv\Scripts\activate
pip install -r requirements.txt

3. Run

python emailmanager.py

On first launch the Settings page opens automatically in your browser. Right-click the tray icon at any time to reopen it.

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Configuration

All settings are managed through the built-in web UI at http://127.0.0.1:5050.

Per-account fields:

Field	Description
Account name	Display name shown in notifications
IMAP server / port	e.g. imap.gmail.com / 993
Email / Password	Your credentials or app token
URL	Webmail URL opened when you click a toast notification
Blacklist	Senders auto-moved to trash (one per line)
Whitelist	If non-empty, only these senders trigger notifications (one per line)
Importants	These senders always notify and the email is left unread until you read it manually (one per line)
Notify	Master switch for this account — off silences everything for it, including error notices (default: on)
Notify non-important	Off = regular emails still marked read but not notified; Importants unaffected (default: on)

Sender matching is by substring — @spam.com, newsletter, and noreply all work. Full addresses are not required.

Priority order (evaluated top to bottom per email):

Priority	List	Action
1	Blacklist	Move to trash, skip
2	Importants	Notify, leave unread (repeats every cycle)
3	Whitelist	If set and sender not matched, mark as read silently
4	Default	Notify and mark as read

The Notify and Notify non-important toggles apply on top of this priority order, not instead of it: turning Notify off silences everything for that account (steps 2 and 4 above still run their read/unread bookkeeping, just without a toast, and step-4's error notices are silenced too); turning off Notify non-important only silences step 4, leaving Importants (step 2) unaffected.

Gmail note: Generate an App Password — IMAP with 2FA requires it.

Saving in the UI automatically restarts monitoring with the new settings.

Global notifications toggle

Right-click the tray icon → Notifications: On/Off mutes all toast notifications globally — including error/system messages like "Exiting…" or "Could not load config" — regardless of per-account settings. The label reflects the current state and toggling takes effect immediately, no restart needed. The setting persists to data.json and is honored on next launch.

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Cleanup

Right-click the tray icon → Cleanup to bulk-delete emails by sender, date range, or both — with a preview before deletion.

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Building a standalone .exe

Double-click build.bat, or run manually:

pip install pyinstaller
pyinstaller --noconsole --onefile --icon=app.ico --add-data "active.ico;." --add-data "stopped.ico;." --add-data "app.ico;." emailmanager.py

Output: dist\emailmanager.exe

The config is stored in C:\ProgramData\EmailManager\data.json — separate from the exe so you never need to rebuild after changing settings.

Building the installer

Requires Inno Setup. After building the .exe above, compile installer.iss (via the Inno Setup GUI, or ISCC installer.iss on the command line).

Output: installer_output\EmailManager-Setup-<version>.exe — installs to %LOCALAPPDATA%\Programs\EmailManager, adds Start Menu / optional desktop shortcuts, an uninstaller, and an optional "start with Windows" shortcut.

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Auto-start with Windows

Open Settings (tray icon → Settings) and check "Start EmailManager automatically when Windows starts" under General, then Save & Apply. This adds a per-user entry under HKCU\Software\Microsoft\Windows\CurrentVersion\Run; unchecking it removes the entry — no manual shortcut needed.

Alternatively, the installer offers the same behavior as an opt-in task during setup, and it can always be done manually:

1. Press Win + R, type shell:startup, press Enter
2. Create a shortcut to emailmanager.exe in that folder

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Project structure

EmailManager/
├── emailmanager.py       # Application source
├── active.ico            # Tray icon — monitoring active
├── stopped.ico           # Tray icon — monitoring stopped
├── app.ico               # Executable icon
├── build.bat             # One-click exe builder
└── requirements.txt      # Python dependencies

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License

MIT