In this guide, we will explore how Aptly's AI feature can optimize email content creation and management, offering practical insights and strategies to enhance communication effectiveness in professional settings. Whether you're seeking to streamline your inbox, improve response rates, or elevate the quality of your email interactions, Aptly AI has the potential to be a valuable ally in achieving these goals.
In this article, you will learn how to:
- Use AI to summarize an email thread
- Use AI to generate a reply to an email
How to Use AI to Summarize an Email Thread
- Click the AI icon in the top right of the conversation.
- Select what you would like the AI function to do, from the options available:
Short
Provides a short summary of the entire selected message thread.
Detailed
Provides a more detailed summary of the selected message thread.
Action Points
Provides a list of all items requiring action within the selected email thread.
- Click Generate Summary.
How to Use AI to Generate a Reply to an Email
Determine what you want your email to convey.
You can select one of three options:
Interested
Provides a response that reflects an interest in moving the conversation to the appropriate next step.
Not interested
Provides a response that does not reflect interest in moving forward and concludes the conversation.
User Prompt
This allows you to generate a fully detailed and more personalized response, based on the prompt you provide.
Best Practices for User Prompts
- Provide Context:
- Include the content of the original email or summarize its key points.
- Mention the relationship with the sender (e.g., colleague, client, friend).
- State the purpose of the email (e.g., responding to a question, providing information, declining an invitation).
- Specify the Desired Tone:
- Indicate the tone you want the reply to have (e.g., formal, casual, friendly, professional).
- If there are specific phrases or language to avoid or include, mention them.
- State Clear Objectives:
- Clearly outline what you want the reply to achieve (e.g., confirm a meeting, provide information, ask for clarification).
- Include any specific points or information that should be addressed in the response.
- Include Necessary Details:
- Provide any relevant information or attachments that should be referenced in the reply.
- Mention any deadlines or timelines that should be noted.
- Ask for Specifics:
- If there are specific elements you want included (e.g., questions, acknowledgments, gratitude), be clear about them.
Generating a Reply
- On the conversation, click reply.
- Click Generate with AI.
- Select a prompt style. If you select user prompt, type in the details to guide AI in how you would like to respond.
- Click Generate.
- After generating your prompt, you may edit as necessary. Your email is ready to send!