Welcome to Mail Assistant Onboarding
Select a mailbox in the sidebar, or create a new mailbox.
Add New Mailbox
Mailbox Details
—Mailbox Overview
This page shows a summary of your setup. Click a card to open that section.
Set up a shared mailbox in this order: add the members, write their About You and signature, then activate the mailbox.
Processing status
Members
Define the people who receive or process emails for this shared mailbox. The AI tags every incoming email with exactly one responsible member. Emails with no clear owner get the "Unassigned" tag when that switch is on in "Shared Mailbox Settings".
Topics
A topic owns one subject area. The AI assigns every incoming email to at most one topic, and the topic decides the responsible member and the stand-in chain. Topic names never appear as tags.
Add Member
Enter the first name and the last name. The AI creates the Outlook tag name and keeps it fixed. If you rename the member later, tags on existing emails stay the same.
Current Members
These settings apply to each member. Open a member to edit their About You, signature, stand-in and report inclusion.
Shared Mailbox Settings
These settings apply to the whole mailbox, not to one member. The switch saves as soon as you flip it.
In topic mode, Unassigned is part of the assignment chain.
Reports
Review and manage open priority emails with report history. Emails that you move out of the inbox no longer appear in reports. Schedules deliver the Basic Report by email. The Full Report stays interactive on the website.
Report Preferences
Set the preferences for report creation. These preferences apply to the whole mailbox, to manual reports and to scheduled reports. The only exception is “Include stand-in emails”, which affects one-member reports only.
Emails with any selected tag are excluded from every report. This applies to manual reports and scheduled reports. A member switched off under “Include in reports” appears here as that member's tag, so reports skip that member's emails too.
Generate Full Report
The assistant collects open priority emails into a Full Report. A schedule emails the Basic Report.
Scheduled Reports
Set the delivery and the time for scheduled Basic Report emails. The cards below show your saved schedules.
Past Reports
Open a previous Full Report. The newest report is first.
Currently open report
Email Signature
Add the signature that you use in Outlook. The assistant adds it to every AI draft.
Default Mailbox Signature
Paste your Outlook signature here. AI drafts use it as it is. You can paste from the Outlook desktop app or from Outlook on the web. You can also edit the text in this field.
This mailbox has no team members yet. Add members in the "Members" tab.
AI Prompts
Change the base instructions that the AI uses to analyze incoming emails and to create the first drafts. These templates use placeholders. The AI fills each placeholder with context about the email and your mailbox settings.
Mail Analysis Prompt
Draft Prompt
Placeholder Reference
-
{company_name}
Name of your company -
{company_details}
Static company background -
{routing_rules}
Configured routing rules -
{categorization_rules}
Tag rules and group logic -
{members_list}
Valid member names -
{folders_list}
Available Outlook folders -
{content_tags}
Global content tags -
{time_tags}
Time range tags -
{historical_context}
Recent email history
-
{company_name}
Name of your company -
{company_details}
Static company background -
{member_name}
Member's display name -
{subject}
Email subject line -
{sender}
Original email sender -
{mail_body}
Incoming email text -
{writing_style}
Member's style -
{historical_context}
Previous interaction context
{routing_rules} or
{mail_body}. The AI cannot read email or write drafts without them.
Tags
Tags are keywords that the AI assigns to every email. Drag a tag inside its group to set the priority. The top tag has the highest priority.
System Status Tags Read-Only
The AI uses these tags internally. You cannot change them.
-
"Email is waiting for AI processing" → KI ausstehend
-
"The AI completed the processing of this email" → KI Fertig
-
"Another spelling for the AI completion status" → KI fertig
-
"The notes for this email are complete" → Notizen fertig
-
"The AI is waiting for notes" → KI wartet auf Notizen
Dringlichkeit
How urgent is this email? The AI always picks exactly one urgency tag. The order sets the priority.
Aufwand
How much effort does this task need? The AI always picks exactly one effort tag. The order sets the priority.
Tätigkeit
Which activity does this email need? The AI picks exactly one tag. The order sets the priority.
Custom Tag Rules
Add Custom Tag Rule
Use Groups to organize tags (for example, "Prio" or "Topic"). In a mandatory group, the AI always picks one tag. In an optional group, it picks one tag or no tag. Without a group, the AI can pick multiple relevant tags.
Microsoft Connection
Activate mailbox access with Microsoft. Then the AI can read and draft emails for you. You must activate the mailbox again if the connection expires.
Current Status
Loading...
Start Microsoft activation for this mailbox. If you paused this mailbox, activation resumes assistant processing.
Authentication is still pending. Complete the Microsoft sign-in step if the page asks you to. If the state does not change, contact your administrator.
Personalization
Tell the AI about yourself. The About You text gives the AI context for every task. Fill in About You first. The AI learns Writing Style and Persona automatically from your sent emails.
About You Recommended
Describe yourself in a few sentences. The AI uses this text in
every email analysis and every draft.
More context gives better results.
Include your role, the main business of your company, the people you work with most, and your key topics.
Writing Style
The profile has four reply contexts with fixed fields. You can review each field and adjust what the AI learned.
Persona
The profile has five dimensions. Each dimension stays easy to read and edit.
Add team members in the "Members" tab to set individual writing styles and personas.
Folders
Search Folders appear in the left sidebar of Outlook. They collect the emails that match the rules you set. You do not sort the emails yourself.
Search Folders
Search Folders appear in the left sidebar of Outlook. They collect the emails that match the rules you set. Use them to keep important emails in order.
Active Search Folders
AI Suggestions
These suggestions use your current email tags and patterns.
Get folder suggestions
Click "AI Generate" to get folder suggestions for your mailbox.
Search Folder Builder
Pick tags in plain language. You do not write filter syntax.
If an email has any of these tags, the folder does not show the email.
FILTERS
Set the automated emails that the AI skips during analysis. Also set whether the AI creates drafts for new emails.
AI Drafts
When enabled, the AI creates draft replies for incoming emails.
When disabled, the AI still analyzes and tags incoming emails. It does not create or update a draft.
Skip Auto-Mails
To skip analysis and tagging for an email type, turn off its option.
| Mail Type | Include in Analysis |
|---|---|
|
Calendar Responses
Accepted, Declined, Tentative |
|
|
Out-of-Office /
Auto-Replies
Abwesenheitsnotizen, Auto-Reply |
|
|
Read Receipts
Read: confirmations |
|
|
Delivery Failures
Undelivered, bounce notifications |
|
|
Bounces / NDRs
Mailer-Daemon, Postmaster |
Draft Languages
Set the languages that the AI uses when it drafts replies. Select all languages that you receive emails in. The AI matches the language of each incoming email.
Draft Language Settings
Choose the languages that the AI uses when it drafts emails. If you receive emails in more than one language, select all of them. The AI matches the language of the original email.
The AI uses this language when no selected language matches. This language is always in Draft Languages.
Bangs
A Bang is a short trigger. You type it in an Outlook draft to tell the assistant what to do. Each Bang starts with
! followed by a word.
Bangs Settings
Control how the assistant reacts to Bangs in your drafts.
!ai: Draft from Notes
Write your notes in a new Outlook email. Then add
!ai anywhere in the text. The assistant turns your notes into a finished draft. It keeps the To, Cc, and Subject fields that you filled in.
-
When your notes are complete, add
!ai. The assistant reads the draft when the delay ends. - The default delay is one minute. After the delay, close the draft tab at the bottom of Outlook (click the x). Then open the draft again from the Drafts folder. The finished email is there.
- Your signature is added automatically.
The delay starts after your last edit. Increase the delay if the draft appears before you finish typing.
The assistant always removes !ai.
Optional Outlook tag that the assistant adds to each new draft (for example
AI ✨). Leave the field empty to add no tag.
More Bangs are coming
New Bangs will appear here.