AI Email Writer – Mailbutler’s Smart Assistant

2024 is a year of innovation and change for Mailbutler, and artificial intelligence (AI) is a huge part of it!

Mailbutler’s Smart Assistant is a top-rated AI email writer. It uses OpenAI’s language model to understand the content of your emails. It can automatically compose and reply to emails for you, summarize messages, find tasks and contact information in your emails, and improve your spelling and grammar, all in seconds.

Here is the full list of the Mailbutler's AI email writer sub-features:

• Smart Compose
• Smart Respond
• Smart Summarize
• Smart Improve
• Contact Finder
• Task Finder

Smart Compose

The Mailbutler's AI email writer can compose full emails based on your keyword inputs.

To use the AI Email Generator you first need to open your email client’s compose window and then select the “Compose” button in the Mailbutler Sidebar:

Mailbutler's Smart Compose feature

After you select “Compose”, the Smart Assistant will ask you to provide context for the new email. This is when you write your prompt and click “Compose.”

If you’re satisfied with the AI generated email copy, you can insert it into your compose window and make any necessary edits before you hit send.

To get the most out of Smart Compose, you need to:

• Write a clear and specific prompt (the more information you provide, the better the result you’ll get)
• Check some practices for writing prompts to Mailbutler's Smart Assistant
• To specify the tone of the email you can choose in the Tune settings
• You can specify the length of the email in the Tune settings

Note: With Mailbutler's Smart Assistant you can tune your messages with various settings:

Tune settings for Mailbutler's Smart Assistant

It’s important to note that the Mailbutler Smart Assistant generates a unique email every time you use Smart Compose. This is the case even when you use the exact same prompt. The Smart Compose sub-feature can help you overcome blank page syndrome and send emails faster.

Pair Smart Compose with other Mailbutler features:

• Email Tracking to get notified as soon as your recipient opens your email
• Message Templates to save the generated message as a go-to email template if you want to reuse the email copy (you won’t be able to get the exact same result from Smart Compose as each email it writes is different from the next)
• A follow-up task to instruct the Smart Assistant to write the necessary follow-up email for you (make sure to let the
  Smart Assistant knows you want it to write a follow-up email and share any important details in your prompt)
• Email Signatures to complete them generated messages with a unique email signature
• Smart Send Later to schedule the generated email to be sent at the right time for your recipient

Smart Respond

The Smart Respond sub-feature generates both positive and negative AI email replies based on the content and writing style of the message you want to respond to. Similarly to Smart Compose, Smart Respond can help you beat writer’s block and reply to emails quickly.

To be able to use Smart Respond, you first need to select the email you want to reply to. Then choose “Reply” in your Mailbutler Sidebar (or click on the ⬇ next to “Reply” and select “Reply positively 👍” or “Reply negatively 👎”).

Mailbutler's Smart Respond feature

The Mailbutler's AI email writer will provide you with a few different email replies. If you decide to go with one of the generated responses, all you’ll need to do is select “Open draft” from the Mailbutler Sidebar. The AI email writer will then add this copy to the reply window and you’ll be able to make any necessary changes.

Related: Best AI Writing Tools

Here are a few quick tips to help you make the most of Smart Respond:

• Use the sub-feature on plain-text messages (team updates, meeting invitations, collaboration offers, job applications, etc.)
• Choose “Reply positively 👍” when you want to accept the request your recipient has made or you’ll do what they’ve requested
• Select “Reply negatively 👎” when you want to reject their request in a polite manner

Smart Respond in Action

Mailbutler's Smart Respond in Action

Pair Smart Respond with:

• Email Tracking to get notified as soon as your recipient opens your email
• Message Templates to save the generated message as a go-to email template if you want to reuse the email copy (you won’t be able to get the exact same result from Smart Compose as each email it writes is different from the next)
• Email Signatures to complete the generated message with a professional email signature
• Smart Send Later to schedule the generated email to be sent at the right time for your recipient

Recommended post: ChatGPT statistics for 2024

Smart Summarize

Smart Summarize is designed to scan your email and instantly give you an overview of its key points. With this Smart Assistant capability, you no longer need to read your incoming messages in full to know what they’re about and whether or not they require your attention.

To use Smart Summarize, you first need to select an email you’ve received that you want to sum up. Then, you click “Summarize” in your Mailbutler Sidebar like so:

Mailbutler's Smart Summarize feature

Once you click the “Summarize” button, the Mailbutler Smart Assistant will generate a short description of the message you’ve selected. You can then turn the summary into a Mailbutler email note. If you click on the “Create note” button from the Mailbutler Sidebar, the Smart Assistant will attach the overview as a note to the email.

To get the most out of Smart Summarize, we suggest:

• Using the sub-feature on long, plain-text emails
• Turning the generated summaries into email notes with the “Create note” option
• Sharing your email notes with your Mailbutler collaborators to bring everyone on your team up to speed

Related post: Best AI Email Assistants

Smart Improve

The Smart Improve sub-feature scans your email draft and gives you suggestions on how to improve your spelling and grammar. With Smart Improve, you can make sure the messages you send are of a consistently high standard without installing any additional apps or even leaving your email inbox.

To take advantage of Smart Improve, you need to have an email draft prepared in your email client’s compose window. Then, you need to choose “Improve” in your Mailbutler Sidebar (or click on the ⬇ next to “Improve” and select “Fix spelling mistakes“ or “Improve grammar”).

Mailbutler's Smart Improve feature

The Mailbutler Smart Assistant will then go through your message and correct any spelling or grammar mistakes. It will offer its suggestions in the Mailbutler Sidebar. If you want to implement the suggested changes in your compose window, you will need to select the “Replace” option in the Smart Assistant dialogue box. It’s entirely up to you whether you accept Smart Assistant’s recommended improvements or not.

Here are a few tips to help you get the most out of Smart Improve:

• Use the sub-feature on plain-text email drafts
• Use the “Fix spelling mistakes” option on time-sensitive emails you don’t have time to polish before sending
• Use the “Improve grammar” option on long emails to increase their readability scores

Contact Finder

The Contact Finder functionality scans your incoming emails and automatically extracts relevant contact information. This includes the sender’s name, email address, phone number, job title, website, and other important details.

Contact Finder is designed to help you manage and stay on top of your email contacts at all times. This sub-feature is a great time-saver, especially if you receive a large number of messages from new contacts every day.

To use the power of Contact Finder, you first need to open an email from someone whose contact information you would like to save. Next, choose “Contact info” in your Mailbutler Sidebar like so:

Mailbutler's Contact Finder

In just a few seconds, the Mailbutler Smart Assistant will provide you with a list of relevant contact information. You can then review the list and decide whether you want to keep all the items or deselect the ones that aren’t useful to you.

Finally, once you’re satisfied with the contact information list, you can instruct the Smart Assistant to add the extracted contact details to your Mailbutler Contacts feature by clicking on the “Save info” option.

To make the most of Contact Finder, we suggest:

• Reviewing the extracted contact information and keeping the pieces you will actively use
• Adding the revised contact information to your Mailbutler Contacts feature (you could also add it to your email client’s native contacts functionality/address book, but you would have to do it manually)
• Sharing important pieces of contact information or whole contacts with your team to keep everyone in the loop
• Personalizing your emails with appropriate contact details to increase your open, click-through, and conversion rates

Similar post: Best AI Productivity Tools

Task Finder

Last but not least, the Task Finder sub-feature is designed to help you stay on top of your email workload by going through your message and suggesting actions that need to be taken.

To use Task Finder, you first need to select an email you’ve received and then choose “Todos” in the Mailbutler Sidebar.

Mailbutler's Task Finder feature

This instructs the Mailbutler Smart Assistant to scan the selected message and create a list of to-dos based on its content and meaning. You can then review the proposed tasks and untick the ones you don’t find relevant or useful.

The next step is adding the tasks of your choice to your Mailbutler Tasks feature by clicking on the “Create tasks” option in the Smart Assistant dialogue box. This way, you will always have an overview of what needs to be done.

Here’s how to make the most of Task Finder:

• Review the suggested to-dos and deselect the ones you don’t need
• Add the revised to-do list to your Mailbutler Tasks feature
• Attach due dates to your Mailbutler email tasks to get automatic reminders
• Automate your Mailbutler email tasks to save time and effort
• Delegate work to teammates by sharing your Mailbutler email tasks
• Sync your Mailbutler email tasks with your favorite task management software

Mailbutler’s Smart Assistant and OpenAI: Data processing and privacy

As mentioned above, the Mailbutler AI email generator uses OpenAI’s GPT-3. GPT-3 can write both short- and long-form pieces of content, answer questions, summarize long texts, and even generate computer code. To provide you with outstanding service, we access and send your email content to OpenAI for analysis.

However, we do not read your messages and not every message is sent to OpenAI. Messages are only sent to OpenAI when you use the Smart Assistant feature to take action on a particular email. In other words, you have full control over which messages get transferred to OpenAI.

Protecting your privacy remains our top priority, which is why we have taken measures to ensure that email addresses are replaced with dummy variables before we send any email content to OpenAI.

At Mailbutler, we do not believe in using our members’ data as a commodity. We have never and will never sell your data to third parties. What’s more, we only collect the data we need to provide you with the best possible customer experience.

Summary

Congratulations - you did it! You just completed Mailbutler’s AI email writer guide.

We hope the content in this guide has helped you understand how each of the six Mailbutler Smart Assistant sub-features works.

Now is the perfect time to head over to your email inbox and put your new knowledge to the test.

If you would like to learn how the rest of our core email features work, please check out our tutorial videos.

Last but not least, feel free to share your feedback with us by contacting us at support@mailbutler.io. We always love hearing from you.

Happy emailing, your Mailbutler Team.