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How to talk to Maia: Best prompts for Mailbutler’s Smart Assistant

Get the best practices on writing prompts for Mailbutler's Smart Assistant. Learn to communicate effectively with Maia.

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    By Ilija

    An economist by degree, a marketing manager at heart. Seeing my website on the first page of Google is what excites me most. I write mostly about email productivity, email management and AI.

    Maia, Mailbutler's AI-powered Smart Assistant, is a premium email extension designed to improve your email management. Integrated into your Gmail, Outlook, and Apple Mail inboxes, it simplifies composing, responding, and organizing your emails. This AI email assistant helps you summarize messages, find tasks and contact information in your emails, and improve your spelling and grammar, all in seconds.

    Maia's Smart Assistant Features

    Tune settings for AI email assistant Mailbutler

    Tune settings for Mailbutler's Smart Assistant

    Maia, designed by Mailbutler developers with email communication in mind, uses OpenAI's technology to understand and process your email content. It offers six key features:

    • Smart Compose: Automatically generates email drafts based on your input. You provide a short prompt, and Maia will create a complete email for you. You can also tune the message like the example above.
    • Smart Respond: Generates replies to your emails, whether you need a positive or negative response. Maia tailors the reply based on the content and tone of the received email, or if you don't like it you can adjust it in the tune settings.
    • Smart Summarize: Scans long emails and provides concise summaries, so you can quickly check the key points without reading the entire message. This feature helps you prioritize your responses and manage your time more effectively.
    • Smart Improve: Review your email drafts for spelling and grammar errors, offering suggestions for improvements. This ensures that your emails are polished and professional before you hit send.
    • Contact Finder: Extracts relevant contact information from your emails, such as names, email addresses, and phone numbers. This feature helps you keep your contact list up-to-date without manual entry.
    • Task Finder: Identifies tasks mentioned in your emails and creates a to-do list for you. You can pair it with Mailbutler's Tasks feature.


    • Maia does not access ALL your emails​
    • You have full control over what is being sent to the Maia​
    • Maia only accesses the emails you are actively using it for
    • You can learn how to use it here

    Best practices for writing prompts to Mailbutler's Smart Assistant

    Mailbutler's Smart Compose example

    Mailbutler's Smart Compose example

    When using Mailbutler's Smart Assistant, Maia, treat her like a personal email assistant. Instead of writing detailed prompts like you would write prompts for ChatGPT, give the content for the email directly.

    Do: "wish Thomas a happy birthday"
    Don't: "write email to Thomas and wish him a happy birthday"

    Maia works best with clear and exact instructions. Vague prompts can lead to mistakes or added details that don't fit. If information is missing, Maia might guess or include unrelated details.

    Do: "ask Tiffany for a meeting next Tuesday at 4 pm"
    Don't: "schedule meeting"

    Keep your instructions short and simple to save time.

    Do: "present marketing goals 2023"
    Don't: "could you please present the last year marketing goals 2023"

    Give straightforward commands to ensure accurate action.

    Do: "send invoice to John"
    Don't: "please send an invoice to John about the recent services"

    Be concise to enhance efficiency and clarity.

    Do: "remind Sarah about the project deadline"
    Don't: "send an email to Sarah to remind her about the project deadline"

    Use direct language to prevent misunderstanding.

    Do: "confirm appointment with Dr. Smith at 3 pm"
    Don't: "can you confirm the appointment with Dr. Smith at 3 pm"

    Simple phrases help Maia understand and act quickly.

    Do: "thank Emily for her help"
    Don't: "write an email to Emily to thank her for her help"

    Specify actions clearly to avoid unnecessary guesswork.

    Do: "ask Bob for the latest report"
    Don't: "could you ask Bob to send the latest report"

    Maintain a professional tone without excess words.

    Do: "schedule team meeting for Friday at 10 am"
    Don't: "can you set up a meeting with the team for Friday morning at 10 am"

    Prioritize clarity over politeness to get faster results.

    Do: "follow up with clients on contract status"
    Don't: "could you follow up with our clients to see what the status of their contracts is"

    Focus on key information to ensure prompt understanding.

    Do: "send quarterly report to management"
    Don't: "could you please send the quarterly report to the management team"

    Specify actions clearly to avoid unnecessary guesswork.

    Do: "ask Bob for the latest report"
    Don't: "could you ask Bob to send the latest report"

    By following these tips, Maia will understand you better, making your email communication easier and faster. To learn even more about using Maia, we invite you to watch Mailbutler's CEO webinar about the Smart Assistant. You'll get great tips and insights to make the most of your Smart Assistant. Don't miss it!


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