Introduction

Email is the largest untapped data source in the enterprise—and the most sensitive. mxHERO Mail2Cloud bridges this gap by automatically capturing email content and attachments into AI ready vector storage in real time, securing it, with compliance tagging, and metadata enrichment. This positions organizations to responsibly leverage AI for search, summarization, and operational insights—while reducing risk.

Why mxMCP

mxMCP connects selected email data with your AI Tools

mxMCP is a Model Context Protocol (MCP) Server. MCP is a framework designed to standardize the way models interact with various data sources and services. MCP is used to facilitate seamless integration to emails captured by mxHERO Mail2Cloud. Mail2Cloud is designed to selectively capture emails from one or more accounts.

🔑 Key Benefits of mxMCP

Solutions built with Mail2Cloud Advanced MCP outperforms other AI solutions with regards to email data search & knowledge recovery (study)

mxMCP is developed by mxHERO, an award-winning email technology firm. mxMCP incorporates decades of email domain knowledge and experience into a high performance data source for your AI applications. 

• Multi-Account: Allows search of emails across email accounts. E.g., sales team communications with leads

• Security: User's can only view email that they have authenticated access
• Scalability: High performance search across large email stores
  • search across hundreds of thousands and even millions of emails
• capture email communications in real-time or in archives
• Source transparence: Ensure accuracy of AI responses, with links to all source (email & attachments).
• High Performance: 
  • Message de-duplication
  • image OCR
  • metadata filtering
  • plus many more techniques ensuring optimal AI performance restricted by LLM model context windows.

🎁 Getting & Installing mxMCP

Before you Start

You need three things:

A Mail2Cloud Advanced subscription. This connector is part of Mail2Cloud Advanced, which is a separate product from Mail2Cloud. If your organization uses Mail2Cloud but has not subscribed to Mail2Cloud Advanced, your email is not indexed for search and the connector will have nothing to return. Your IT administrator will know which you have; if you're not sure, contact support@mxhero.com.

An mxHERO account on your organization's tenant. You sign in with your work email address. Your administrator controls which mailboxes and date ranges are archived and searchable.

A Claude/ChatGPT/etc. account that supports connectors. Depending on the service you use, connectors may only be available on paid plans. For Claude, administrators of Team and Enterprise organizations can enable the connector centrally for everyone, so individual users may not need to add it themselves. Check for similar facilities from your AI provider.

Setting up the connector in Claude

These steps will be similar with other AI tools (e.g., ChatGPT)

Step 1 — Add the connector in Claude
In Claude, open Settings and go to Connectors. If your administrator has already enabled Mail2Cloud Advanced for your organization, it will appear in your list and you can skip to Step 2.

Otherwise, choose to add a connector and enter this URL:

https://mcp.mxhero.com/mcp2/connect
Claude will register with the mxHERO server and show you a prompt to connect.

Step 2 — Approve the connection
You'll be taken to an mxHERO consent screen. It names the application requesting access — "Claude" — and the address the connection will return to. Read both. If either is not what you expect, do not continue: close the window and contact your administrator or support@mxhero.com.

Choose Allow to continue.

Step 3 — Sign in to mxHERO
Enter your work email address. mxHERO sends a sign-in code to that address; enter the code to complete the connection.

You'll be returned to Claude, and the connector will show as connected.

Step 4 — Confirm it's working
Ask Claude something simple that your archive should be able to answer, for example:

How many emails do we have from [a supplier or client you work with]?

If you get a count back, you're connected. If Claude says it can't reach the connector, see Troubleshooting below.

What the connector can access

Read-only. The connector can search and read email. It cannot send, reply to, forward, modify, delete, or move any message. There is no tool available to it that changes anything in your archive.

Your tenant only. Searches return results only from your organization's archive. You cannot search another customer's data, and no other customer can search yours.

What your account is entitled to. Within your organization, the connector respects the access your mxHERO account already has. It does not widen your permissions.

What it holds. The searchable archive contains message bodies, standard headers (sender, recipients, subject, date), thread relationships, and text extracted from attachments — for the mailboxes and date ranges your administrator configured.

The connector exposes exactly two capabilities to Claude:

Using mxMCP - best practices

The connector is built for questions that ordinary mail search handles badly. A few patterns that work particularly well:

Ask in plain language, without a document number. You don't need to know the reference. "Who approved the change to the flooring spec on the headquarters project?" will find the approval even if you don't know which document carried it.

Name an identifier when you have one. Policy numbers, matter IDs, invoice numbers, RFI and change-order numbers, contract references. Messages containing the identifier exactly are guaranteed to be returned and listed first. If the same number is used by more than one project or client — which happens more often than people expect — the results will say so, and you should name the party as well to separate them.

Ask for a count before you ask for detail. "How many emails mention this claim?" is fast and tells you whether it's worth going deeper.

Ask for a timeline. "Walk me through the correspondence on this matter in order" reconstructs the full thread, including messages that fall outside the date range you asked about, because a reply from last year may belong to a conversation that started five years ago.

Ask about attachments. Text is extracted from attached documents and searched alongside message bodies, so a figure that only appears inside a PDF is still findable.

Follow up. Claude carries context between questions, so you can narrow, widen, or change direction without restating the whole question.

Specify a scope/range. For best performance queries should specifically scope the set of emails that need to be searched. When possible, imply a date range. Even a broad date range like, “last summer” is better than no date range at all.

For example:

🤔 Okay: 
Get the email from Ralph about Project X

👏 Better: 
Get the emails from Ralph to Alex sent last June about Project X

The second query reduces the set of emails to those sent to Alex and, importantly, includes a date range.

Without a date range, mxHERO's AI search will work its way back in time in larger and larger intervals. This takes more time to execute and may result in less accurate results.

Disconnecting

To disconnect in Claude: open Settings → Connectors, find Mail2Cloud Advanced, and remove it. Claude immediately stops being able to reach your archive.

To revoke access at mxHERO: sign in to your mxHERO account and remove the authorization there. This revokes the connection even if the connector is still configured in Claude.

Administrators can disable the connector for the whole organization from the mxHERO administration console.

Disconnecting does not delete anything from your archive. To request deletion of your organization's indexed data, contact support@mxhero.com.

Troubleshooting

"Could not connect" or the connection fails immediately. Confirm the URL is exactly https://mcp.mxhero.com/mcp2/connect. If your network filters outbound traffic, your IT team may need to allow it.

You're asked to sign in again. Standard sessions refresh automatically. Demonstration and evaluation accounts do not — they last 24 hours and need a fresh sign-in each day.

Sign-in code doesn't arrive. Check spam and quarantine. If your organization filters mail from new senders, ask IT to allow mxHERO's sign-in messages.

Searches return nothing. Most often this means your organization does not have a Mail2Cloud Advanced subscription, or the mailbox or date range you're asking about is outside what your administrator configured for archiving. Your administrator can confirm both.

You were using a personal access token. Tokens issued before the move to sign-in-based authorization stop working after the migration cutoff. Generate a new token from your mxHERO account, or connect using the steps above.

Anything else: support.mxhero.com or support@mxhero.com.

Security and privacy

Access is authorized through a standard sign-in and consent flow. No connection is established without your explicit approval on a screen that names the application requesting it.

Your organization's index is isolated from every other customer's. Data is encrypted in transit and at rest. mxHERO maintains a SOC 2 Type II attestation covering the Service.

When you ask Claude a question that needs an email search, Claude sends mxHERO the search request — your question text and the search parameters derived from it. mxHERO does not receive or store your wider conversation with Claude. mxHERO does not use customer email content to train AI models.

Results returned to Claude are then handled by Anthropic under Anthropic's own terms, which mxHERO does not control.

Full detail, including the list of service providers involved and how to request deletion, is in the Mail2Cloud Advanced — AI Search of Email section of the mxHERO Privacy Policy.

🏛️ Architecture

mxHERO's Multi-Account email search MCP is architected for high-performance and data security. Security is ensured at ingestion. By leveraging mxHERO Mail2Cloud, email is collected based on specific criteria and stored to isolated data tenants. The User’s AI client only has authenticated permission to a specific data tenant. As an example, this model ensures that emails selected for the human resource team can remain only accessible to the HR team. User can not attempt to prompt “jailbreak” to content they are not authorized. Importantly, other MCP tools (potentially malicious), also do not have access to content to which the user does not have authority.

Contact

You can get in touch with mxHERO via our contact webform

📚 Further Reading

• Why Organizations Are Failing to Fully Use AI for Email