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Email Assistant

Email Assistant helps you draft professional emails quickly using AI, with customizable tones and styles.

Overview

Section titled “Overview”

Email Assistant can:

  • Generate email drafts from brief descriptions
  • Apply different tones (formal, friendly, urgent, etc.)
  • Help respond to existing emails
  • Maintain history of generated drafts
  • Analyze attachments to inform email content

Accessing Email Assistant

Section titled “Accessing Email Assistant”

Click Email Assistant in the App Drawer section of the sidebar.

Creating Email Drafts

Section titled “Creating Email Drafts”

Basic Email Generation

Section titled “Basic Email Generation”

  1. Open Email Assistant

    Navigate to Email Assistant from the App Drawer.

  2. Select a Tone

    Choose the tone for your email:

    • Professional — Formal business communication
    • Friendly — Warm but professional
    • Concise — Brief and to the point
    • Detailed — Comprehensive information
    • Or select from custom tones your organization has configured

  3. Describe Your Email

    Enter a description of what you want to communicate:

    • Who is the recipient?
    • What is the main message?
    • What action do you want the recipient to take?
    • Any specific points to include?

  4. Generate Draft

    Click to generate your email draft.

  5. Review and Edit

    Review the generated email. Make any necessary edits directly in the editor.

  6. Copy or Send

    Copy the email to paste into your email client, or use the available export options.

Tones and Styles

Section titled “Tones and Styles”

Built-in Tones

Section titled “Built-in Tones”

Email Assistant includes several predefined tones:

ToneBest For
ProfessionalFormal business communications, external contacts
FriendlyTeam communications, internal announcements
ConciseQuick updates, time-sensitive messages
DetailedComplex explanations, comprehensive responses
UrgentTime-critical requests, immediate action needed

Custom Tones

Section titled “Custom Tones”

Your organization may have configured additional tones tailored to specific communication needs.

Email Types

Section titled “Email Types”

New Emails

Section titled “New Emails”

Create original emails from scratch:

"Write an email to the team announcing the office closure next Friday"
"Draft an email to a vendor requesting a quote for supplies"
"Create an introduction email for a new team member"

Reply Emails

Section titled “Reply Emails”

Generate responses to existing emails:

"Reply to decline the meeting request politely"
"Write a response acknowledging receipt and promising follow-up"
"Create a reply asking for clarification on the project timeline"

Follow-Up Emails

Section titled “Follow-Up Emails”

Send follow-up messages:

"Write a follow-up email about the pending proposal"
"Create a reminder about the upcoming deadline"
"Draft a check-in email about the project status"

Working with Attachments

Section titled “Working with Attachments”

Email Assistant can analyze attachments to inform your email content:

  1. Add Attachments

    Click the attachment button to add files relevant to your email.

  2. Reference in Description

    Mention the attachments in your description:

    "Write an email summarizing the attached report and highlighting key findings"
    "Create an email sending the attached document for review"

  3. Generate

    The AI will reference the attachment content when appropriate.

Email History

Section titled “Email History”

Email Assistant maintains a history of your drafts:

Accessing History

Section titled “Accessing History”

Your previous email sessions appear below the main editor, showing:

  • Email title or subject
  • Creation date
  • Number of drafts in the session

Working with History

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Click any previous session to:

  • View past drafts
  • Continue refining the email
  • Use as a template for similar emails

Draft Versions

Section titled “Draft Versions”

Within a session, you can generate multiple versions. Navigate between them using the version controls.

Best Practices

Section titled “Best Practices”

Effective Descriptions

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Be specific about what you need:

Less EffectiveMore Effective
”Write an email""Write a formal email to the department head requesting additional budget for Q4, citing increased project costs"
"Meeting email""Send a friendly reminder about tomorrow’s team meeting at 2 PM in Conference Room B"
"Thank you email""Write a professional thank you email to the vendor for their prompt delivery and excellent service”

Providing Context

Section titled “Providing Context”

Include relevant details:

  • Recipient — Who is receiving the email?
  • Purpose — What is the goal of the email?
  • Tone — How should it sound?
  • Action — What should the reader do?
  • Details — Any specific information to include?

Review Before Sending

Section titled “Review Before Sending”

Always review generated emails:

  • Check for accuracy
  • Verify names and details
  • Ensure appropriate tone
  • Add personal touches if needed

Common Use Cases

Section titled “Common Use Cases”

Meeting Communications

Section titled “Meeting Communications”
"Write a meeting invitation for a budget review next Tuesday at 10 AM"
"Send a reminder about the quarterly planning session"
"Write a follow-up email with action items from today's meeting"

Project Updates

Section titled “Project Updates”
"Draft a weekly status update for stakeholders"
"Write an email announcing project completion"
"Create an update about project timeline changes"

Requests and Approvals

Section titled “Requests and Approvals”
"Write a request for equipment purchase approval"
"Draft an email asking for time off next week"
"Create a request for access to the new system"

Announcements

Section titled “Announcements”
"Announce the new policy changes to all staff"
"Write an email welcoming the new team member"
"Create an announcement about the office renovation schedule"

Troubleshooting

Section titled “Troubleshooting”

Email Not Matching Expectations

Section titled “Email Not Matching Expectations”
  • Provide more specific details
  • Try a different tone
  • Break complex emails into parts
  • Reference specific examples

Tone Not Right

Section titled “Tone Not Right”
  • Select a different predefined tone
  • Specify the desired tone in your description
  • Edit the generated draft manually

Missing Information

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  • Include all relevant details in your description
  • Attach reference documents if available
  • Specify what must be included

Next Steps

Section titled “Next Steps”