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Inbox AI can write an email without having permission to send it. Drafting creates text; sending requires a connected email action, authorization to use a mailbox, and—in many workplace setups—administrator approval. The distinction matters: some tools document draft-only inbox features, while others can send messages when the right controls are enabled.
Why an AI can draft but not send
Composing a message is a model capability. Sending it is an account action. For an assistant to send mail, the product must expose a send action, the user must connect and authorize the relevant account, and any organizational policies must allow that action. A product may also require the user to review the message and click Send.
These are separate gates, not one universal “AI access” switch. A draft feature can work without giving the assistant permission to send. Conversely, a product may support sending but leave the action unavailable until an administrator enables it or the user grants the necessary permissions.
What the documented product examples allow
Capabilities vary by product and setup. These examples describe specific documented features, not every AI feature available from each provider.
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| Product and context | Documented capability | Eligibility and controls | Human review or limits |
|---|---|---|---|
| Gemini features in Gmail | Summarizing, drafting, and suggesting replies | Availability varies by account type, plan, language, region, and platform, according to Google Gmail Help. | The cited Gmail Help page describes these inbox features; it does not establish that every Gemini surface can send email. |
| Gemini Enterprise Gmail action | Can send Gmail messages when the action is configured and authorized | An administrator must configure Gmail actions, and the user must authorize the connected service, according to Google Cloud documentation. | The documented flow lets the user edit the generated draft and click Send. |
| ChatGPT Outlook app | Can send plain-text email from or on behalf of supported shared or delegated mailboxes | Microsoft permissions and workspace action settings must allow the operation. An administrator reviews action settings and permissions; approval of a Microsoft permission alone does not enable every action, according to OpenAI Help Center. | The documented shared or delegated mailbox send action is plain-text only. |
Which permissions matter for Gmail
Gmail permissions are scoped: an app can be authorized for particular mailbox operations rather than receiving one undifferentiated grant of “AI access.” Google’s Gmail API documentation describes these examples:
gmail.sendallows an app to send email on the user’s behalf.gmail.composeallows an app to manage drafts and send messages.gmail.readonlyallows an app to view messages and settings.mail.google.comallows broad access, including reading, composing, sending, and permanently deleting mail.
Those scopes are not interchangeable. A send-only grant does not imply broad mailbox reading, and read access does not itself authorize sending. Google advises developers to use the narrowest focused scope possible: “Whenever possible, use non-sensitive scopes to narrow access to only the specific features needed by an app.” Some scopes have verification or security-assessment requirements. See Google’s Gmail API scope guidance and its Workspace user data and developer policy.
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What to check when a send action is unavailable
- Confirm the exact product and feature. A drafting feature in Gmail is not proof that the particular assistant or app has a send action. Check that product’s current documentation for sending.
- Check account eligibility. Plan, account type, language, region, and platform can affect availability. For Gemini features in Gmail, Google lists these as variables in its availability information.
- Check administrator controls. In a work or school account, an administrator may need to configure the Gmail action or allow the relevant action in the workspace. For ChatGPT’s Outlook app, action settings are separate from Microsoft permission approval.
- Review the account authorization. Make sure the correct mailbox is connected and that the granted permissions cover the intended action. If permissions changed, the user may need to reconnect the account; OpenAI’s Outlook app documentation describes this possibility.
- Check message constraints and the final step. Confirm whether the integration supports the needed message format and mailbox type, and whether it expects the user to review and send. The documented Outlook shared or delegated mailbox action supports plain text; Gemini Enterprise’s documented flow has the user edit the draft and click Send.
What sending authorization means for privacy
Granting an email action does not mean every assistant has unrestricted access to every mailbox. The practical access depends on the integration’s requested permissions, what the provider exposes, and any administrator policies. For Gmail API apps, Google’s scope guidance recommends limiting access to the specific features needed.
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