Welcome to Mail Assistant Onboarding
Select a mailbox from the sidebar or create a new one to get started.
Add New Mailbox
Mailbox Details
Shared MailboxMailbox Overview
A summary of your setup. Click any card to jump to that section. The more you configure, the smarter the AI becomes.
Members
Add Member
Define individuals who should receive or process emails.
ℹ️ Every incoming email is tagged with exactly one responsible member of this shared mailbox. Mails without a clear owner get the "Unassigned" tag (if enabled below).
Please enter first and last name.
Shared Mailbox Settings
After an absence ends, tags set during the absence are moved back to the returning member.
Current Members
Reports
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.
Members in Reports
Choose which members appear in scheduled and on-demand reports. Mails moved out of the inbox no longer appear in reports.
Report Preferences
Select preferences for Report Creation. This setting applies to both manual report generation and scheduled reports.
Mails carrying any selected tag are excluded from every report (manual and scheduled).
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. Mandatory groups (Dringlichkeit, Aufwand, Tätigkeit) always pick exactly one tag. Optional groups may pick one tag or none. Custom tags can match any number. 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
How urgent is this email? The AI always picks exactly one urgency tag: order sets priority.
Aufwand
How much effort will this take? The AI always picks exactly one effort tag: order sets priority.
Tätigkeit
What action is needed? The AI always picks exactly one activity tag. order sets priority.
Custom Tag Rules
Add Custom Tag Rule
Use Groups to organize tags (e.g., "Prio", "Topic"). Inside a mandatory group the AI always picks one tag. In an optional group it picks one or none. Without a group, multiple relevant tags can be chosen (0..n).
Microsoft Connection
Activate mailbox access with Microsoft so the AI can read and draft emails on your behalf. You will need to re-authenticate if the connection expires.
Current Status
Loading...
Start Microsoft activation for this mailbox. If this mailbox was paused, activation will resume assistant processing.
Authentication is still pending. Complete the Microsoft sign-in step if prompted. If this state does not resolve, contact your admin.
Personalization
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.
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.
FILTERS
Configure which automated mails to skip during analysis, and whether the AI should create drafts for new emails.
AI Drafts
When enabled, the AI will create draft replies for incoming emails.
When disabled, incoming emails are still analyzed and tagged, but no draft is created or updated.
Skip Auto-Mails
Toggle off to skip analysis and tagging for these automated mail types.
| 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
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.
Bangs
A Bang is a short trigger you type in an
Outlook draft to tell the assistant to do
something for you. 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 email draft and keeps the To, Cc and
Subject you already filled in.
-
Only add
!aiwhen your notes are done. The moment!aiis in the draft, the AI takes everything in the draft as your instructions. - Wait about a minute. Close the draft tab at the bottom of Outlook (click the x), then open the draft again from the Drafts folder to see the finished email.
- Your signature is added automatically.
A draft is formulated only after it has not been edited for this many seconds (guards against Outlook autosave).
!ai is always removed.
Optional Outlook tag applied to
a draft after formulation (e.g.
AI ✨). Leave empty for
no tag.
More Bangs are on the way
New Bangs will appear here in the future.