Setting it up yourself

Twenty minutes, and most of it is waiting

Nobody needs to set this up for you. This is the whole of it, in the order you will meet it, including the one part people get stuck on: the app password your mail provider wants before it will let any program read your mail.

Before you begin

The email address you actually work from
Gmail, Outlook, Yahoo or your own company mail. Whichever one your clients write to. You can add more later.
An app password for that mailbox
Not the password you type to sign in. It is a separate one your mail provider generates for other programs, and it can be cancelled at any time without touching your account. How to get one is below.
About twenty minutes
Most of that is waiting while it reads your last sixty days of mail. You can close the tab; it keeps going.
For WhatsApp, a computer that stays on
Optional, and only if you want WhatsApp handled too. An office machine that is left awake is enough. Your phone goes back in your pocket after the first scan.

Getting an app password

An app password is a separate password your mail provider makes for one program. It cannot be used to sign in as you anywhere, and you can cancel it whenever you like — which is also how you would switch IceCEO off from your mail entirely, in one click, from your own account.

Gmail / Google Workspace

Two-step verification has to be on first: myaccount.google.com → Security → 2-Step Verification.
Then go to myaccount.google.com/apppasswords.
Name it IceCEO and create it. Google shows sixteen letters once.
Copy those sixteen letters. That is what you paste into IceCEO, not your Google password.

Outlook / Microsoft 365

Two-step verification has to be on: account.microsoft.com → Security.
Go to account.live.com/proofs/AppPassword, or in a work account ask whoever manages it to allow app passwords.
Create one and copy it.

Yahoo Mail

Go to login.yahoo.com/account/security.
Choose Generate app password, name it IceCEO, and copy what it shows.

Your own company mail

Usually your normal mailbox password works.
If your provider blocks other programs, ask whoever runs your mail for IMAP access, or for an app password.

The seven steps

1
Create your workspace
Open the sign-in page, type your work email and a password of at least ten characters, and choose Create workspace. You are in straight away, with nothing to confirm by email. Your fourteen-day trial starts here and nothing is charged during it.
2
Connect your mailbox
Getting started opens with a checklist. The first item asks for your email address and the app password you just made. It works out the server settings itself. If it cannot sign in, it says exactly what the mail server said rather than making you guess.
3
Let it read your last sixty days
This runs by itself and takes a few minutes for a normal mailbox, longer for a very full one. It reads and sorts, then keeps up every five minutes afterwards. You can leave the page.
4
Read the voice it learned
It studies your own sent mail and writes down how you write: your greeting, your sign-off, the phrases you use, the ones you never use. Open Settings, then Your writing voice, and correct anything that is not you. Every reply is written from this.
5
Decide what it may send on its own
In Settings, each kind of mail is set to one of three things: send without asking, write it and hold it for you, or just flag it. It starts cautious. Whatever you choose, anything about money, legal terms, a promise or a password is always held for you, and a first reply to somebody new is always yours.
6
Link WhatsApp, if you want itoptional
Settings, then WhatsApp, gives you one line to paste into your computer. It installs a small program that keeps your WhatsApp session open, the way WhatsApp Web does, and sets it to start again after a restart. Then you scan one code with your phone. Nothing is ever sent from your number without your say-so.
7
Approve your first reply
Open Needs you, read the first draft, change a word if you like, and send it. That one approval teaches it more than any setting on the page, and it is the point at which the product starts being useful rather than interesting.

What to expect

The first hour

Your recent mail appears, sorted, each with a one-line reason. Some sorting will be wrong. Correct it: it remembers corrections per sender and follows them afterwards.

The first day

Drafts start appearing in Needs you. Read them with a sceptical eye. If a draft does not sound like you, fix the sign-off or a phrase in Your writing voice rather than editing every draft.

The first week

The morning brief starts being worth reading. Most CEOs raise one or two categories to send without asking once they have seen a week of drafts they would have sent unchanged.

If something goes wrong

It says my mailbox password is wrong, but it is right.: You almost certainly typed the password you sign in with. Gmail, Outlook and Yahoo all refuse that to other programs. Make an app password, following the steps above, and use that.
No mail has appeared.: Give it a few minutes on a big mailbox. If Getting started still shows the mailbox as failing, it prints what the mail server actually said, which is usually a blocked sign-in you can allow.
WhatsApp went quiet.: The little program has to be running, on a computer that is awake. A closed laptop lid sleeps the machine and the link pauses until it wakes. Settings, then WhatsApp, says plainly whether it is connected.
I forgot my password.: Email navien@icebergaisolutions.com and it will be reset for you. Resetting it yourself by email is not switched on yet.
It wrote something I would never write.: Discard it, and correct Your writing voice. It also learns from every edit you make before sending: the difference between what it wrote and what you sent is the strongest signal it has.

Start now

RM129.99 a month per workspace, 14 days free, and nothing to cancel if you walk away during the trial. Everything above is a step you can undo: disconnect the mailbox, unlink WhatsApp, or delete the workspace outright from Settings, which erases it and the key that makes any leftover copy unreadable.

Create your workspace See what it does first

Stuck on any step? navien@icebergaisolutions.com. Once you are in, the handbook inside the product covers every screen in the same detail, at iceceo.icebergaisolutions.com/help.