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Unlock the Future of Email: Elevating Outlook Efficiency with Kutools' AI Mail Assistant

Embark on a transformative journey with Kutools' AI Mail Assistant, where your Outlook becomes not just an email client, but a beacon of efficiency, clarity, and insight. This pioneering tool transcends traditional email management, offering a blend of sophistication and simplicity that redefines your communication. By harnessing the power of advanced AI models like GPT-3.5 and GPT-4, the AI Mail Assistant elevates every aspect of your email experience. It brings to the forefront four key features: Reply to Emails, with responses so nuanced they feel personally crafted by you; Optimize Emails, refining your message for maximum impact; Email Summary, distilling complex threads into concise overviews; and Translate Emails, breaking down language barriers effortlessly. This isn't just an enhancement to your email routine; it's a complete overhaul.

What is the AI Mail Assistant in Kutools for Outlook?

Why Choose the AI Mail Assistant for Your Outlook?

How to Setup the AI Mail Assistant for Enhanced Email Efficiency?

Use the AI Mail Assistant in Your Workflow with Examples

Tips for Maximizing the Efficiency of AI Mail Assistant


What is the AI Mail Assistant in Kutools for Outlook?

Kutools' AI Mail Assistant, a standout among the 100+ advanced features of Kutools for Outlook, is a masterpiece crafted by Extend Office. It represents the pinnacle of email innovation, merging the capabilities of AI models such as GPT-3.5 and GPT-4 with the everyday needs of Outlook users. The AI Mail Assistant transforms your Outlook experience with four key capabilities:

  • Reply to Emails: Craft responses that reflect your personal style and tone, making every reply seem as though it came directly from you, thanks to its deep learning capabilities.
  • Optimize Emails: Enhance your emails to ensure clarity and professionalism, applying advanced linguistic models to refine and polish your message.
  • Email Summary: Offer succinct summaries of lengthy email threads, employing natural language processing to extract and present the key points, saving you time and effort.
  • Translate Emails: Remove language barriers by translating emails into multiple languages, using sophisticated language models for accurate and contextually relevant translations.

By integrating these features into your daily email routine, the AI Mail Assistant not only streamlines your workflow but also enriches your communication, ensuring that every email you send or receive meets the highest standards of efficiency and effectiveness.

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Why Choose the AI Mail Assistant for Your Outlook?

In today’s fast-paced digital world, effective communication is key. The AI Mail Assistant leverages cutting-edge AI technology to ensure that your emails are not just read but felt, understood, and appreciated. It's about elevating your email game, and making every interaction more meaningful and impactful. Whether you're managing a flood of daily emails or focusing on that one critical message, the AI Mail Assistant is your strategic partner, ensuring you stay ahead in the communication game. Here are some of the key benefits this feature offers:

⚙️ Seamless Integration with Outlook: Designed exclusively for Outlook, it enhances your email experience within the familiar environment, ensuring an intuitive and efficient workflow.

📧 Personalized Email Responses: Leveraging AI models like GPT-3.5, GPT-4 and Gemini, it crafts replies that mirror your unique style and tone, ensuring every email feels personally written by you.

✏️ Enhanced Clarity and Professionalism: Utilizes advanced linguistic models to optimize your emails, guaranteeing clarity and professionalism in every message you send.

📄 Efficient Email Summarization: Employs natural language processing to provide concise summaries of lengthy email threads, extracting and presenting only the essential information.

🌍 Language Translation Capabilities: Breaks down language barriers with sophisticated models for accurate translations, making global communication effortless.

🔄 Adaptive Learning: Continuously learns from your email behavior and preferences to better align with your needs, improving its assistance over time for even more personalized support while using the Reply to Emails feature. This system adapts to enhance the precision of your replies based on your interaction patterns, ensuring responses become more accurate and tailored to your communication style, ultimately leading to a more efficient and effective email management experience.

Time-Saving Automation: Automates routine email tasks, such as organizing emails and scheduling follow-ups, freeing up your time for more important tasks and increasing your overall productivity.

🖥️ User-Friendly Interface: Features an intuitive and easy-to-navigate interface, making it simple for users of all tech levels to enhance their email management and communication.

🔐 Enhanced Privacy and Security: Uses the latest encryption and security protocols to ensure that your email data is protected, giving you peace of mind in the safety of your communications.


How to Setup the AI Mail Assistant for Enhanced Email Efficiency?

Transforming your email experience with the AI Mail Assistant is just a few steps away. Here we show you the step-by-step guide on how to set up the AI Mail Assistant in your Outlook.

Step 1: Install the AI Mail Assistant

Navigate to the download page to download and install Kutools for Outlook.


Step 2: Activate the AI Mail Assistant feature

1. After installing Kutools for Outlook, go to the Kutools tab, and click AI Mail Assistant.

2. The AI Mail Assistant pane shows up at the right of the Outlook window.

3. And at the same time, the AI Mail Assistant Guide dialog pops up. It introduces the four functions that the AI Mail Assistant offers. Click the Next button to continue.

Note: This popping-up dialog will only appear when you first activate the AI Mail Assistant. If you want to access this guide again in the future, simply click the button.

4. Another AI Mail Assistant Guide dialog pops up. It introduces the Terms of Use of this tool. Click OK to close the dialog. Or click Back to go back to the previous AI Mail Assistant Guide dialog.

Tips:
  • Currently, we do not provide middle Al server services, nor do we offer Al models customized by ExtendOffice. To use the Al Mail Assistant, you need to register an account and obtain an API key from our supported Al providers.
  • We offer three kinds of Al providers:
    OpenAI (Recommended), GoogleAI (Free), and AzureAI.
    If you don’t know how to obtain the API key for each AI provider, click the Learn How link in the above dialog to go to the tutorial page.
    Or if you want to get an API key quickly, you can click the Obtain your API key immediately link for OpenAI and GoogleAI in the above dialog to directly create your API key.
  • Privacy and Security:
    ExtendOffice strictly protects your personal privacy and does not collect your private data. Your sensitive information, such as API keys, is encrypted and stored only on your computer. All data exchanges with Al are limited between the Al provider and your computer, and never sent to ExtendOffice.

Step 3: Configure AI Mail Assistant settings for personalized use

In the AI Mail Assistant pane, please click the AI Configuration icon to open the AI Settings dialog box. You can configure the settings in three aspects: AI Configuration, Action, and Knowledge.

Settings for AI Configuration

Go to the AI Configuration tab in the AI Settings dialog box, and please follow the steps below:

1. Select the AI provider (OpenAI, GoogleAI, or AzureAI) from the AI provider drop-down list.

2. Copy and paste your API key into the API key textbox.

Notes:
  • By default, the API key becomes hidden once pasted. Click and hold the icon to reveal it.
  • If you don’t know how to create the API key, please click the corresponding How to Create an API key in OpenAI/GoogleAI/AzureAI link in the dialog box.

3. Select the model (gpt-3.5-turbo, gpt-4-turbo-preview, or gpt-4) from the Model drop-down list.

Note: The gpt-4-turbo-preview model supports replying to long-winded emails, while gpt-3.5-turbo may not.

4. Finally, click the Save button.

Tip:
  • If you don’t configure the AI provider information, when you use the AI Mail Assistant utility, a warning dialog of Kutools for Outlook will pop up. Click Yes to go to the AI Settings interface for the AI provider configuration, so you can use the utility normally. Or you can click No to not set for now.
Settings for Action

After the AI provider information is configured, go to the Action tab to define the model's role, and specify the tasks it should perform within that role.

In the Action section, there are four tabs: Reply to Emails, Optimize Emails, Email Summary, and Translate Emails. Navigate to each tab to customize the Role Prompt and Command Prompt according to your preferences.

Note: Default settings for Role Prompt and Command Prompt have been pre-configured for your convenience. Feel free to modify these or create new ones to better suit your needs.

Example of the Action configuration

For example, I want to translate the email into France. You can do as follows:

  1. Navigate to the Translate Emails in the Action section.
  2. Modify the Command Prompt in the textbox.
    Here, change the text “Please translate the following content into Chinese:” to the text “Please translate the following content into France:” .
  3. Click the Save button.

Note: If you want to use the default Role Prompt and Command Prompt again, click the Reset button.
Tip: In case you don’t know what the Role Prompt and Command Prompt mean, let's break them down into simpler terms.
  • Role Prompt: It's like telling the AI what hat to wear or what shoes to walk in. If you say, "Be a customer service agent," the AI puts on its customer service hat and talks and thinks like one. It uses the kind of language and advice that a customer service person would use.
  • Command Prompt: This is like giving the AI a specific job or task. For example, if you say, "Write a friendly reply to this email," you're telling the AI exactly what you need it to do. The AI then focuses on writing that reply in a friendly way, just like you asked.

In conclusion, the role prompt sets up who the AI is pretending to be, and the command prompt tells it what to do while in that role.

Settings for Knowledge

To enhance the accuracy and context relevance of AI's replies, go to the Knowledge tab to add historical emails.

What is the role of the Knowledge?

The Knowledge functions as a centralized local database, storing historical email data. It improves the precision and context relevance of Al responses by analyzing and learning from past email communications.

Usage of Knowledge

You can manually add historical emails to the Knowledge. Or enable the automatic addition feature so that emails are immediately added to the Knowledge after sending, helping the Al system to learn and adapt better.

Manually Add

1. Click the Manually Add button.

2. In the popping-up Manually Add dialog, select the emails you want to learn and click OK.

  • To select all emails of an account, check the checkbox before the account
  • To select emails one by one, check the checkbox before an email.
  • To select emails of the recent one month, click the Recent One Month Emails link;
    Or to select emails of the recent one year, click the Recent One Year Emails link.

3. A dialog pops up to remind you of the number of emails that need to be learned. Click Yes.

4. Another dialog pops up to remind you of the number of emails that have been learned successfully. Click OK.

Note: If the email has already been learned, or there are duplicate emails, or the email content is too long, the system will automatically skip it.
Automatically Add
  1. Check the Automatically Add checkbox.
  2. Choose the email addresses from whose emails you wish to add by marking the checkbox next to each address.
  3. Click the Save button.

Tips:
  • After the emails are added to Knowledge, you can see the number of conversations that were learned in total in the top-right corner of the Knowledge section in the AI Settings dialog.
  • No matter whether you choose to Manually Add or Automatically Add emails in the Knowledge database in the AI Settings dialog, the emails are only from the Sent Items folder.
    And it only learns from those that are part of a conversation, meaning there's back-and-forth dialogue. If an email is merely sent out without being part of a reply chain, it will not be included in the learning process.

Use the AI Mail Assistant in Your Workflow with Examples

After the configuration of the AI Mail Assistant, you can now use the four key features of AI Mail Assistant.

Reply to Emails: Crafting a reply by analyzing past email communications

Imagine you've received an email from a client asking for detailed information about a project you discussed weeks ago. Instead of combing through your emails manually, you use the AI Mail Assistant's Reply to Emails feature. By analyzing your past email communications, the AI crafts a comprehensive and coherent reply that captures all the necessary details about the project, reflecting your personal tone and ensuring continuity in your communication.

1. After selecting the email or the text in the email you want to reply, click the Reply to Emails icon in the AI Mail Assistant pane.

Note: If you select text in an email, it will reply to the selected content. Otherwise, it will reply to the entire email.

2. Click the Generate button.

Note: During the generation process, if you don’t want the content generated, you can click the Stop button.

3. You can see the generated reply is automatically inserted in the email body as a draft.

Tips:
  • You can click the Copy button to copy the whole content.
  • You can click the Refresh button to re-generate a new reply.
  • It also allows you to copy selected portions of text. After highlighting the text you wish to copy, simply press Ctrl + C keys or right-click on the highlighted section and choose Copy Ctrl+C from the context menu.
  • The content generated by AI may be incorrect, please consider verifying important information before sending the reply.
  • Click the Option button to directly access the Settings for Action for the Reply to Emails feature in the AI Settings page.
    Click the Knowledge button to directly access the Settings for Knowledge in the AI Settings page.

Optimize Emails: Rephrasing an email for clarity

Before sending out a crucial email, you decide to refine its content for better clarity and impact. By selecting your draft and clicking on the Optimize Emails icon, the AI Mail Assistant rephrases your message, making it more concise, persuasive, and professional. This ensures your proposal is not only well-received but also fully understood, increasing your chances of a positive response.

1. After selecting the draft email or the text in the draft email you want to rephrase, click the Optimize Emails icon in the AI Mail Assistant pane.

Note: If you select text in an email, it will optimize the selected content. Otherwise, it will optimize the entire email.

2. Click the Generate button.

Note: During the generation process, if you don’t want the content generated, you can click the Stop button.

3. After the optimized content is generated, click the Insert button to insert it in the email body.

Tips:
  • You can click the Copy button to copy the content.
  • You can click the Refresh button to re-generate a new reply.
  • It also allows you to copy selected portions of text. After highlighting the text you wish to copy, simply press Ctrl + C keys or right-click on the highlighted section and choose Copy Ctrl+C from the context menu.
  • The content generated by AI may be incorrect, please consider verifying important information before sending the reply.
  • Click the Option button to directly access the Settings for Action for the Optimize Emails feature in the AI Settings page.

Email Summary: Summarizing a long email thread for quick understanding

Faced with a lengthy email thread that includes various participants and points discussed, you turn to the AI Mail Assistant's Email Summary feature. With a single click, the tool distills the thread into a succinct summary, highlighting key decisions and action items. This summary enables you to quickly grasp the essence of the discussion without sifting through the whole long email.

1. After selecting the email or the text in the email you want to summarize, click the Email Summary icon in the AI Mail Assistant pane.

Note: If you select text in an email, it will summarize the selected content. Otherwise, it will summarize the entire email.

2. Click the Generate button.

Note: During the generation process, if you don’t want the content generated, you can click the Stop button.

3. You can see the summary of the email is generated successfully.

Tips:
  • You can click the Copy button to copy the content.
  • You can click the Refresh button to re-generate a new reply.
  • It also allows you to copy selected portions of text. After highlighting the text you wish to copy, simply press Ctrl + C keys or right-click on the highlighted section and choose Copy Ctrl+C from the context menu.
  • The content generated by AI may be incorrect, please consider verifying important information before sending the reply.
  • Click the Option button to directly access the Settings for Action for the Email Summary feature in the AI Settings page.

Translate Emails: Translating an email from a foreign client into your preferred language

Receiving an important email from a foreign client in a language you don't fully understand, you utilize the Translate Emails feature of the AI Mail Assistant. By selecting the text and initiating the translation, the AI provides an accurate and contextually relevant translation into your preferred language. This not only breaks down language barriers but also ensures that you can respond appropriately and maintain smooth communication.

1. After selecting the email or the text in the email you want to translate, click the Translate Emails icon in the AI Mail Assistant pane.

Note: If you select text in an email, it will translate the selected content. Otherwise, it will translate the entire email.

2. Click the Generate button.

Note: During the generation process, if you don’t want the content generated, you can click the Stop button.

3. You can see the translated content is generated successfully.

Tips:
  • You can click the Copy button to copy the content.
  • You can click the Refresh button to re-generate a new reply.
  • It also allows you to copy selected portions of text. After highlighting the text you wish to copy, simply press Ctrl + C keys or right-click on the highlighted section and choose Copy Ctrl+C from the context menu.
  • The content generated by AI may be incorrect, please consider verifying important information before sending the reply.
  • Click the Option button to directly access the Settings for Action for the Translate Emails feature in the AI Settings page.

Tips for Maximizing the Efficiency of AI Mail Assistant

  • Familiarize Yourself with All Features
    Spend some time exploring each feature of the AI Mail Assistant to fully understand its capabilities and how it can best serve your needs.
  • Customize Settings for Personal Use
    Tailor the Role Prompt and Command Prompt settings in each action tab to align with your communication style and preferences. This customization allows the AI to deliver more personalized and effective assistance.
  • Regularly Update the Knowledge Database
    Whether manually or automatically, keep your Knowledge database current to enhance the AI's understanding of your communication style and improve the relevance of its responses.
  • Review AI-generated Content
    Always review and possibly tweak AI-generated replies, summaries, or translations before sending them out. This ensures accuracy and maintains the quality of your communications.
  • Stay Informed About Updates
    Keep an eye out for updates and new features added to the AI Mail Assistant to continuously improve your email management efficiency.

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