Effortlessly Reply to Emails in Outlook with AI Power

Author: Sun Last Modified: 2025-03-05

In today’s fast-paced work environment, replying to numerous emails can be a daunting and time-consuming task. While you can create reply templates for similar emails, many messages still require manual responses. Leveraging advanced AI technology, Kutools for Outlook introduces the AI Quick Reply feature, offering reply suggestions tailored to each email's content and generating suitable responses in seconds. Let’s explore what AI Quick Reply is and how to use it effectively.

What is AI Quick Reply in Kutools for Outlook
How to Use AI Quick Reply in Kutools for Outlook
Email Learning for getting a better AI-generated reply

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What is AI Quick Reply in Kutools for Outlook

AI Quick Reply of Kutools for Outlook is a smart assistant designed to streamline your email communication.

Here's what makes it unique:

Tailored Reply Suggestions: AI analyzes your email content and provides multiple response directions to choose from.
Customizable Replies: Select the most appropriate direction, and AI will generate a detailed reply, which you can further edit to meet your needs.
Learning Capability: The feature can learn from your previous email conversations, extracting relevant data and mimicking your tone to provide accurate and human-like replies.
Real-Time Efficiency: It automates reply suggestions as you switch between emails, saving you the hassle of drafting responses from scratch.

How to Use AI Quick Reply in Kutools for Outlook

Step 1. Download and install Kutools for Outlook, then open Outlook, and click at a message that you want to reply, click Kutools tab > AI to open the Kutools AI pane.

Note: If you are using Kutools AI for the first time, the AI Settings window will pop up. Select your preferred AI provider, enter the API key, and click Save. After saving, the Kutools AI pane will be displayed.If you don’t have an API key, no problem! You can apply for a Kutools key, which allows you to use Kutools AI features 100 times for free. How to get a free Kutools AI key

Step 2. Click Quick Reply tab, once enabled, the Kutools AI pane will automatically generate reply suggestions.

Note:
You can switch to manual mode to generate suggestions only when needed.

Step 3. Choose the most relevant direction that fits your context. AI will then generate a detailed response.

If the AI suggestions don’t meet your expectations:

Click the Regenerate button to generate a new reply.
If all reply suggestions in the Basic List are not suitable, click the Not suitable button to manually input some key information or context into the provided field, then click the Generate for AI to craft a new reply based on your input.

Step 4. Click the Reply button will directly open the reply window and insert the AI-generated response into the reply.

Step 5. You can adjust the tone, add personal details, or modify any part of the response to ensure it aligns with your preferences. Then click Send to finish the reply.

Email Learning for Generating Better AI Replies in Outlook

What Is Email Learning?

Email Learning is a feature in Kutools for Outlook’s AI Assistant. It analyzes your past email interactions to learn your tone, language, and preferences. By leveraging these insights, the AI generates replies that reflect your unique writing style and provide more accurate, context-sensitive responses.

How to Use Email Learning in Kutools for Outlook

Step 1. Click Kutools tab > AI to open the Kutools AI pane, and then click Quick Reply tab, click Email Learning.

Step 2. Select Manual Add or Auto Add, then click Save to save the settings.

Manual Add: Tick the emails manually and click OK to upload the selected emails for the AI to learn from.
Auto Add: Select the accounts that allow the AI to analyze emails from your designated folders automatically.