CaseMail Certified Email

Complete Step-by-Step Guide to Certifying an Email Conversation

This guide walks you through the entire process of connecting your mailbox, locating an email conversation, certifying it, and accessing the final Certificate of Correspondence.

Step 1: Access CaseMail

Visit: https://casemail.us or https://casemail.ai

Click Login in the upper-right corner.

If you do not have an account yet, click Create Account.

Step 2: Select Certified Email

After logging in, you will be presented with two options:

Certified Postal Mail

Used for USPS-certified mailings and physical document delivery.

Certified Email

Used for authenticating, tracking, and certifying email communications.

Click:

Sign in to CaseMail.AI

under the Certified Email section.

Step 3: Sign In

Enter:

• Email Address
• Password

Click:

Sign In

If necessary, use Forgot your password? to reset your credentials.

Step 4: Connect Your Email Account

After signing in, locate:

Connect Email → Connect

on the left navigation menu.

Click Connect.

Step 5: Select Your Email Provider

Choose the email provider associated with your mailbox:

• Microsoft 365 / Outlook
• Gmail / Google Workspace

Select the appropriate provider.

Step 6: Authenticate Your Account

Click:

Authenticate

CaseMail will redirect you to your email provider’s secure login page.

Step 7: Grant Permission

Review the requested permissions.

CaseMail requires permission to:

• Read email messages
• Verify email authenticity
• Retrieve attachments
• Build certified correspondence records

Click:

Accept

to authorize access.

Step 8: Verify Successful Connection

After authentication completes, you will return to the dashboard.

You should see:

Connected Email Account

displaying your connected mailbox.

At this point your mailbox is ready to search, track, and certify email conversations.

Step 9: Search for a Conversation

Click:

Search

from the left navigation menu.

Enter search criteria such as:

• Email address
• Sender
• Recipient
• Date range
• Subject
• Keywords

Click:

Search

CaseMail will retrieve matching emails from:

• Your connected mailbox
• Your CaseMail Vault

Step 10: Review Search Results

Search results display all matching messages.

Gmail Users

Gmail automatically returns emails grouped into conversation threads.

Microsoft Outlook Users

Microsoft returns individual messages.

As a result, a single conversation may appear as multiple separate messages.

Step 11: Merge Outlook Messages into a Conversation

If Outlook returns multiple messages belonging to the same conversation:

Click:

Merge

located at the top of the results list.

CaseMail will group messages together using their Thread IDs and create a unified conversation.

Step 12: Understand Search Results

Each result will display one of two sources:

Microsoft / Gmail Icon

This means the message currently exists in your connected mailbox.

The conversation has not yet been copied into your CaseMail Vault.

My Vault Icon

This means the conversation has already been copied into your secure CaseMail Vault.

You may see:

• Tracking Status
• Certificate Status
• Vault Information

for previously processed records.

Step 13: Open a Conversation

Locate the conversation you want to certify.

Click:

View

on the right side.

This opens the conversation details screen.

Step 14: Conversation Actions

Inside the conversation view, you will see:

Events

Displays all email activity and delivery events.

Track

Begins ongoing monitoring of the conversation.

Certify

Creates a certified record of the entire correspondence.

Step 15: Certify the Conversation

Click:

Certify

CaseMail will begin the certification process.

During certification:

✓ All messages are copied into your secure vault

✓ Participants are identified

✓ Attachments are collected

✓ Metadata is preserved

✓ Message authenticity is verified

✓ A chain of custody is established

✓ Trusted timestamps are applied

Step 16: Verification Process

CaseMail automatically verifies:

• Sender information
• Recipient information
• Delivery details
• Email headers
• Attachments
• Thread integrity
• Digital footprints

The verification process may take several moments depending on the size of the conversation.

Step 17: Certification Complete

After certification is complete, the certified correspondence is automatically stored in your secure CaseMail Vault.

1. In the left navigation menu, expand Vault Manager.
2. Click My Vault.
3. Under the Certified section, locate the conversation you just certified.
4. In the Actions column, click Certificate.

You will be taken to the Certificate Preview page where you can:

• Review the complete Correspondence Certificate
• View the Thread Summary
• Review participant information
• Verify message details
• Access the Digital Footprint
• Download or print the full certificate package

The certificate remains permanently available in your Vault and can be accessed at any time for review, sharing, or evidentiary purposes.

Additional Note

Within My Vault, you can also:

• Click Thread to view the complete conversation.
• Click Events to review delivery and communication events.
• Click Verify to re-verify the correspondence.
• Click Create Access to securely share the certified record with authorized parties.
• Click Tracking to monitor ongoing email activity for tracked conversations.

Step 18: View Digital Footprint

Click:

My Vault -> Verify -> View Digital Footprint

to review detailed verification information.

The Digital Footprint contains:

• Message fingerprints
• Verification records
• Audit information
• Integrity checks

This provides a complete record of how the conversation was authenticated.

Step 19: View Full Certificate

Click:

View Full Certificate

to access the complete certified correspondence package.

The Full Certificate contains:

Email Evidence

All messages in the conversation.

Attachments

All files exchanged during the correspondence.

Verification Data

Technical authentication details.

Audit Trail

A complete chain of custody.

Timestamps

Trusted proof of when communications occurred.

Certification Summary

A court-ready summary of the certified correspondence.

What Happens After Certification?

After certification:

✓ The conversation is stored in your secure CaseMail Vault

✓ The certificate can be downloaded

✓ The certificate can be shared with authorized users

✓ The certificate remains available for future access

✓ Additional access permissions may be granted when needed

Frequently Asked Questions

Does CaseMail certify all of my emails?

No.

You choose which conversations to certify.

Can I certify old email conversations?

Yes.

Any conversation accessible through your connected mailbox can be searched and certified.

Are attachments included?

Yes.

Attachments are preserved and included within the certification package.

Is Outlook different from Gmail?

Yes.

Outlook returns individual messages that may need to be merged into a conversation.

Gmail generally returns conversations already grouped together.

Can I certify only one email?

CaseMail is designed to certify the entire correspondence thread whenever possible to preserve context and evidentiary value.

Does CaseMail send emails?

No.

CaseMail does not send emails on your behalf. You continue to send and receive emails using your existing email provider, such as Microsoft 365, Outlook, Gmail, or Google Workspace.

Once an email conversation exists in your mailbox, you can use CaseMail to locate, verify, track, and certify that conversation.

Does CaseMail modify or alter email conversations?

No.

CaseMail never modifies, updates, edits, or alters the contents of any email conversation.

All messages, attachments, headers, timestamps, and metadata are preserved exactly as they existed in the original mailbox at the time of certification.

Can CaseMail access all of my email conversations?

No.

CaseMail only accesses conversations that you explicitly choose to search, track, or certify.

CaseMail cannot access unrelated conversations that were never requested for certification. Only user-consented conversations are processed, verified, and stored in your secure CaseMail Vault.

Does CaseMail replace my email provider?

No.

CaseMail works alongside your existing email provider.

You continue using Outlook, Microsoft 365, Gmail, or Google Workspace as normal. CaseMail provides an independent layer of authentication, tracking, verification, and certification for selected email conversations.

Still Need Help?

If you need assistance connecting your mailbox or certifying your first conversation, please contact CaseMail Support or schedule a one-on-one walkthrough:

https://casemail.us/scheduler/

Best regards,

CaseMail Support Team