Welcome to Mail Assistant Onboarding
Select a mailbox from the sidebar or create a new one to get started.
Add New Mailbox
Mailbox Details
Mailbox Overview
A summary of your setup — click any card to jump to that section. The more you configure, the smarter the AI becomes.
Add Member
Define individuals who should receive or process emails.
ℹ️ If members are added, the AI must assign every email to one of them. If no members are assigned, the mailbox owner's name is used for signatures.
Current Members
Add Routing Rule
Define which members should handle specific topics or conditions.
Current Routing Rules
Full Report
Review and manage open priority emails with report history. Schedules still deliver the Basic Report by email, while Full Report stays interactive on the website.
Report Preferences
Exclude checked emails in new Full Reports.
Generate Full Report
Compile open priority emails into a Full Report and receive the Basic Report by email.
Scheduled Reports
Configure scheduled report delivery and timing for Basic Report emails. Saved schedules stay active in the cards below.
Past Reports
Open any previous Full Report. The newest report appears first.
Currently Opened Report
Email Signature
Add the signature you normally use in Outlook. It will be appended to every AI-drafted reply.
Default Mailbox Signature
Paste your existing Outlook signature here so AI drafts reuse it as-is. Pasting directly from Outlook desktop or web is supported; editing in this field is optional.
No team members assigned to this mailbox yet. Add members in the "Members" tab.
AI Prompt Configuration
Customize the base instructions used by the AI to analyze incoming emails and generate initial drafts. These templates use placeholders which are dynamically filled with context about the email and your mailbox settings.
Mail Analysis Prompt
Draft Generation Prompt
Placeholder Reference
-
{company_name}
Name of your company -
{company_details}
Static company background -
{routing_rules}
Configured routing rules -
{categorization_rules}
Tagging & category logic -
{members_list}
Valid team member names -
{folders_list}
Available Outlook folders -
{content_tags}
Global category tags -
{time_tags}
Global time horizon tags -
{historical_context}
Recent email history
-
{company_name}
Name of your company -
{company_details}
Static company background -
{member_name}
Sender's display name -
{subject}
Email subject line -
{sender}
Original email sender -
{mail_body}
Incoming email text -
{writing_style}
Member's AI persona -
{historical_context}
Previous interaction context
{routing_rules} or
{mail_body} as it will
cause the AI to malfunction.
Categories
Categories are labels the AI assigns to every email it analyses. The AI picks exactly one category per group — they are mutually exclusive within a group. Drag tags up or down within a group to set their priority: top = highest priority, bottom = lowest. This order is used wherever the group priority matters, including automated reports.
System Status Tags Read-Only
These tags are used internally by the AI and cannot be modified.
-
"Email is waiting for AI processing" → KI ausstehend
-
"AI has completed processing this email" → KI Fertig
-
"Alternative spelling for AI completion status" → KI fertig
-
"Notes have been finalized for this email" → Notizen fertig
-
"AI is waiting for notes to be added" → KI wartet auf Notizen
Dringlichkeit
Bis wann muss diese E-Mail bearbeitet werden? KI schätzt die Dringlichkeit anhand von Inhalt, Formulierung und impliziten Fristen ein.
Aufwand
Wie viel Zeit wird die Bearbeitung voraussichtlich in Anspruch nehmen? KI schätzt den Aufwand ganzheitlich ein – inklusive Lesezeit, Komplexität und notwendiger Aktionen.
Tätigkeit
Welche Aktion ist für diese E-Mail erforderlich? KI bestimmt die notwendige Tätigkeit basierend auf Inhalt und Kontext.
Custom Tag Rules
Add Custom Tag Rule
Use Groups to organize tags (e.g., "Prio", "Topic"). Inside a group, exactly one tag is chosen. Without a group, multiple relevant tags can be chosen (0..n).
Microsoft Connection
Connect your mailbox to Microsoft to let the AI read and draft emails on your behalf. You will need to re-authenticate if the connection expires.
Current Status
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To let the AI read and draft emails, you need to connect this mailbox to your Microsoft account.
Open the link below in your browser and enter this code to complete the connection:
Draft Creation
Once this mailbox is connected, the AI can create drafts automatically.
When disabled, incoming emails are still analyzed and tagged, but no draft (including notes drafts) is created or updated.
Your Personalization Settings
Tell the AI about yourself — this is the most impactful thing you can do. Fill in About You first. Writing Style and Persona are learned automatically from your sent emails.
About You ⭐ Highly Recommended
Describe yourself in a few sentences.
The AI will use this in
every email analysis and
draft
— the more context you give, the better
the results.
Include: your role,
your company's main business, people you
frequently work with, and key topics you
deal with.
Writing Style
Structured into four reply contexts with fixed fields, so you can review and adjust what the system learned much more precisely.
Persona
Structured into five stable behavioural dimensions so the learned persona stays readable and editable.
Add team members in the "Members" tab to configure individual writing styles and personas.
Search Folders
Search Folders appear in Outlook's left sidebar and automatically collect emails matching specific criteria — no manual sorting needed.
Search Folders
Search Folders appear in Outlook's left sidebar and automatically collect emails matching specific criteria. Use them to keep important emails organized without manual effort.
Active Search Folders
AI Suggestions
Based on your current email tags and organizational patterns.
Ready to optimize your inbox?
Click "AI Generate" to get personalized folder suggestions.
Search Folder Builder
Pick tags in plain language. No technical filter syntax required.
If an email has any of these tags, it will not appear in this folder.
Draft Languages
Configure which languages the AI uses when drafting replies. Select all languages you receive emails in — the AI will match the language of each incoming email.
Draft Language Settings
Choose which languages the AI should use when drafting emails. If you receive emails in multiple languages, you can select all of them — the AI will match the language of the original email.
Used when no selected language matches. Always included in Draft Languages.