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Overview
In today's fast-paced digital world, email remains a central pillar of communication for businesses across industries. However, the time and effort required to manage and respond to emails can be overwhelming. With the ever-evolving advancements in artificial intelligence (AI), business owners and decision-makers are presented with a powerful tool to revolutionize their email workflows, saving valuable time and enhancing productivity. In this article, we explore the transformative potential of integrating AI into email management processes.
Efficiency is Key:
Time is money, and every minute spent reading and responding to emails can add up quickly. Leveraging AI to automate repetitive tasks and prioritize important messages can significantly optimize your email workflow. AI algorithms can intelligently categorize incoming emails based on their relevance, urgency, or sender's importance, allowing you to focus your energy on critical matters.
Advanced Filtering and Sorting:
AI-powered email tools can automatically sort and filter incoming emails, making it easier to find and prioritize important messages. By analyzing sender history, email content, and response patterns, AI can rank emails according to their relevance, flagging high-priority messages or even pre-drafting suggested responses. This proactive approach ensures that you stay on top of critical emails while minimizing the risk of important messages getting buried in the clutter.
Smart Email Composing:
AI has made impressive strides in natural language processing, enabling it to generate accurate and contextually appropriate email responses. With AI-powered email tools, you can save time and effort by relying on smart suggestions that learn from your writing style and offer relevant response options. This not only speeds up your email composition process but also ensures consistency and professionalism in your communication.
Conclusion:
Harnessing the power of AI to streamline and optimize your email workflow can be a game-changer for business professionals. By automating repetitive tasks, prioritizing important messages, and providing smart suggestions, AI-powered email tools not only save time but also enhance productivity and accuracy. As technology continues to evolve, incorporating AI into your email management strategy can give you a significant competitive edge by allowing you to efficiently handle your inbox and focus on driving your business forward. Embrace the AI revolution and revolutionize the way you handle emails today!
Topics Covered
- The importance of using AI to read and respond to emails
- The CEO of DeepMind's prediction of AI taking over the world in the next decade
- The Iowa school district's use of AI to ban certain books and the consequences of false positives
- Google testing an AI-powered assistant as a potential life coach
- The speaker asks the audience how much time they spend on emails and highlights the need for AI advancements in this area
- Mention of Microsoft Copilot, an AI tool that could revolutionize email usage
Podcast Transcript
Jordan Wilson [00:00:18]:
I'm gonna come out and say this. If you're not using AI to read and respond to your emails, You're probably wasting your time. Probably dozens of hours a week. or more. Alright. We're gonna talk about that today on everyday AI. My name is Jordan Wilson. I'm your host. This is this is for you. This is what we do every single week day, a live stream, a podcast, and a free Daily email newsletter, helping everyday people like you and me keep up with what's going on in the world of AI. If we can't make AI work for us, why are we paying attention to it? Well, I saw this as a problem a while ago. That's why I started everyday AI. I said there's too much going on in the AI world, and it's hard for everyday people to keep up. That's what this is. Thank you for tuning in. Before we talk about this, before we talk about how and why we should probably be having AI to read and respond to our emails. Let's talk about what's going on in the world of AI news. And as a reminder, if you are joining us live, thank you. please drop a comment. This is better together. This is what we do, bringing a community of AI enthusiasts together to learn and hopefully help us grow our company and careers. But if you're listening on the podcast, don't worry. Click in the show notes. There's gonna be a bunch of links, including a link to go to a LinkedIn thread where you can ask questions, but also you'll see other related shows, how to sign up for our daily newsletter, all that good stuff.
Daily AI news
So Let's get into the AI news. A lot of stuff going on today. 1st, AI is going to take over the world in the next decade. It's not what I said. Someone much smarter than me said this. So, the deep mind and inflection CEO, Mustafa Solomon said that. So this article, I think it's an article and a podcast just dropped literally minutes ago. so The DeepMind CEO. That is yes. The DeepMind is Google's essentially, AI arm said that over the next decade, companies are, not just companies, but countries, entire countries will completely change how they operate. because of AI. And he more or less said that, yes, AI is going to take over. So we're gonna have more about that, kind of scary, article in the newsletter today. So make sure you check it out. Next, an Iowa school district is using checked GPT to ban books. yes. The new the new sweeping trend that I don't know what this means as people are banning books for whatever reason. So, here's what happened in Iowa School District because of an Iowa state law, had to, said they had to ban certain books from the, from the school district. So it was the Mason City Community School District, and they used chat to essentially screen if books should be banned or not. and they couldn't contain, and this is a, quote, description or depiction of a sex act. So they use chat to see if these books should be banned or not. And, obviously, they got a lot of it wrong, getting some false positives and A report from the verge, which we'll link to in the newsletter, showed that so many of the books on their banned book list, they got it wrong. so No surprise there. last news item of the of the day and certainly not least is Google is apparently going to release an AI life coach. That's right. I didn't stutter or say the wrong thing there. Google, the search giant that has probably all of our data, is testing out a new AI powered assistant. That's gonna be your life coach. Right? So I don't know. Our life's co our our our life coach is gonna be out of business soon. Are we all just gonna be talking to to Google to coach us through our next big promotion or relationship advice? Maybe. I wouldn't I wouldn't doubt it. It's a strange world we're living in. alright. So Thank you. We got a lot of comments coming in. Let's talk email. Let's talk email y'all. first, I wanna ask I wanna ask all of you a question. How many hours would you say you spend a week. Reading and replying to emails. So not just reading and replying, but also you know, if if if maybe, you know, your boss asked you for some numbers. You were right and you will you were thinking, okay. I didn't think I was gonna be doing this. but how much time are you spending to read and respond to emails and the corresponding work manual work That is tied to reading and responding to emails. Let me know let me know in the comments. I mean, how many hours a week do you spend 2 hours a week Do you spend a 100 hours a week? How many hours do you spend reading and responding to emails? because I wanna talk about that today. because I think there's some very important updates that we all need to be talking about So let's let's get into it. But first, I wanna shout out some, some people that are joining us live. Thank you. And like I said, you're listening on the podcast Please click the show notes. Come leave us a comment. So thank you all for joining us. Wuzzi's joining us from Kansas City. P. J. Good morning. Michael. Good morning. Fabian. Hello, Internet. Fabian joining us from Chile. Thank you. Brian, thank you for joining us. Shree from Bali. Alright, Elliot. Good morning. Doctor Rastafa. Doctor Rastafa joined went live last night. He's he's joining me late at night early in the morning. Thank you for joining. Harold, thank you for joining. Audrey. Wow. So many so so so many people already joining, and I can't even get to them all. But, George Strom saying thanks for joining. George, saying very excited for this one. Looking forward to having a, I reply to all of my emails laugh out, laugh out loud. alright. So I asked how many hours people were spending. So, you know, George here said, 30% of my time. That's a lot of hours when you think in a week. That's probably for most people, 15 plus hours. PJ says, 8 Roberts Carter. Thank you for joining. says 10. Elliott says 25%. Harold says 20%. Right? So here's here's what's happening. The majority. Right? Not the majority, but for those people that said 20%, 25%, a third of my time, That's a lot of hours. Right? That's a lot of hours a week.
The future of AI in emails
So let me go ahead and skip to the end. Alright? I'm not gonna make you guys wait and listen to me ramble on for 20, 30 minutes to get to the end. Alright? So let's start at the end. Probably within a year or so, whether you're preparing to do this or not. you are going to have fully AI enabled email. Alright. So let's start at the end, and then we're gonna work our way, and we're gonna say, here's how you can get there. Alright? Here's what I'm talking about. So if you're joining me live, I'm sharing my screen. If you're not, don't worry. I'm going to explain everything. So if you haven't heard of Microsoft Copilot, you will know it fairly soon. So I'd say the overwhelming majority, at least here in the US, of people, you know, who I always say working a desk job, but I'm gonna say everyday people. you pro you probably have a Windows PC, and you're probably using Outlook. And that might be one of the reasons right now that maybe you're not using AI to read and respond to your emails. Also, what's super important for me to say? before you take take my advice and, you know, install something that uses AI to read and respond to your emails, always keep in mind the confidentiality of of any of your emails, documents, all of that. Right? I have to get that out of the way because normally when you are allowing an AI to access your emails. Again, you're not making these things public. They're not gonna be posted anywhere, but that information is technically no longer private. So keep that in mind. But Let's talk about Copilot. Microsoft 365 Copilot, I think, is going to be a game changer. So this is, Microsoft's it's actually going to be baked into their operating system. Okay? So if you're trying to hold off AI and not learn it, Just know, it is coming to your entire operating system with Microsoft Copilot, which they've already started to release in a beta version. Okay? What that means is you are going to have essentially a generative AI assistant that follows you around on your entire computer. And you might think that's a scary thing. I think that's an amazing thing. So when someone emails you and says, hey. What about this presentation? Do we get to it or not? with Microsoft Copilot, it's not just tied to your to your browser or an extension. It is your entire computer if you are using the Microsoft products. So if you're using their browser, Outlook, email, PowerPoint, it will it has the knowledge for everything that you're doing on all though. So if someone's asking you sending you an email about that presentation, even if you haven't read that presentation, Copilot will be able to answer questions about it or that spreadsheet in, in Excel or that long word document that maybe you did or did not read. So AI is coming for your entire operating system. So if for whatever reason, You're trying to not learn AI or not even or or say, alright. I'm not gonna use AI in my email. Guess what? It's coming whether whether you want to or not. So if you're still fighting off using AI in your email, The writings on the wall. Alright? So this is with co pilot. It is your entire operating system. Alright. All of Microsoft's products. So, again, that's your email, your calendar, which right there so much of your day to day and what you might be replying in an email. but then Microsoft Word, Microsoft Excel, Microsoft PowerPoint. So I'm I'm trying to get someone from Microsoft on the show. They've, I've I've had 1 or 2 people confirm they're coming on. So Hopefully, we can ask them about this soon, but emails, guys, that's the least of what you're gonna be using AI for. Alright. So you might be saying, alright, Jordan. Well, I don't use we don't use Windows. We don't use Outlook. We're Google people. Right? Guess what? Same thing. Same thing y'all. Google has already started to slowly roll this out. So I believe it's called, Duette AI, so for Google Workspace. Same exact thing. So I'm sharing that on my screen now. Same thing. This is different. It's not in your operating system, but if you're using Gmail or G Suite, that's why I wanted to go over Outlook in Gmail G Suite because that's probably 90% of people at least here in the US are using one of those 2. So the same thing, Google is going to be working in AI across all of its products. Right? So your Google slides, your email, your Google docs, your Google sheets, It's all going to be connected. Alright? This is this is this isn't something out, you know, a decade in the future. this is already rolling out to people. Right? I don't have access to it yet. you know, they're, I'm on an old G Suite account that I need to port over, but they're already releasing all of this. Alright? Yeah. Like like what Hardy says here. Doctor Harvey Castro thinks you're joining us. He says co pilot rocks. This talk could be a PowerPoint. This can all be index. Absolutely. Right? yeah. And what Harold's saying here, co pilot, teams, power automate, power, BI blended is going to be wonderful. but guess what? This is all coming whether we want to or not. So that's the end. Now I'm gonna hit rewind. Alright. And let's talk about. How can you do this now? It's like, alright, Jordan. Cool. And I don't know. Here's the thing. Microsoft Copilot and, Google, Google DUET and and and they're kind of, Google DUET's kind of email piece, I believe, is just called, right, right for me is what it's called. And then Google's or or or sorry. Microsoft co pilot is is kind of what will be used to interact with your emails. Right? So this is coming whether you want to or not, but it could be months. It could be a year plus before you you get access to that. So I I'd say this. Again, keep the confidentiality of your emails in mind. I can't speak for everyone. For me, I don't I don't care. I don't. Right? But I'd say why are you waiting? Why are you waiting to have ai read in response to your emails. The writing is on the wall. The 2 biggest companies that control email pretty much worldwide are rolling this out. And I know that sounds crazy because, yes, we are gonna have one AI that is analyzing and writing emails. And, essentially, the other person on the other end is going to probably be using AI to read and summarize and respond to emails. It's it's weird. We're essentially gonna have AIs writing and responding and analyzing things back and forth. Maybe because as a culture, we should just Get better with emails. Right? That's that's a whole another show, but the writing's on the wall y'all.
How to connect AI to your email:
So What can you do now? I got you. Let's talk about it. So if you don't wanna wait for these these new rollouts, if you wanna get your get your feet wet and having AI read and respond to your emails, I got you. I got you. Alright. So a couple things to keep in mind. We already talked about confidentiality. don't just take my advice and blame it on me. Alright. Also, with this right now, there are free versions. of different apps and extensions that you can use right now, and then there's versions that are paid. Okay? and a lot of these different options that I'm gonna be telling you about. Some of them, you can use an open ai key. So if you have a paid Openai or chatgpt plus account, which you should, then you can Tap into that and use your own key, and it'll be much cheaper. Alright? So let's take a look one at a time here. Alright. And please keep these comments coming. I appreciate them. Even if I don't get to them, live on the show don't worry. I'm gonna get to them in the in the comments right afterwards. And you know what? I'm just gonna go ahead and take a because I can. I can take a little 22nd pause and and run a commercial. Alright? I'm gonna go ahead and do that because it's important because I'm about to drop a lot of different names apps, extensions, and information. And it's gonna be too fast for you to keep up, but don't worry. because what I want you all to do right now go ahead. It's in the links. Go to your everyday dot com. Alright? Let me go ahead and throw this up on the screen. Put your email in right there. Alright. Subscribe to our daily newsletter if you aren't already. Let me just show you. Here's our email newsletter from yesterday. It's amazing. So yesterday, we had an amazing guest on Drew Brucker talking about mid journey. So every day, we break down not just the AI news, but also this podcast. Right? So we have a podcast recap, high level. Right? We preview our other shows coming up. We have our Fresh Fine section which is our favorite AI content from across the web. We recap the daily news. We have an AI in 5 section, which is essentially just I think super helpful. This is how you can actually use different AI. and then we break down the episode, right, go into great depth. And it's not just here's a bunch of information, but we talk about here's how you can actually use it. Right? And we usually have a 3 set breakdown. So I said that now because I'm about to start rattling off a bunch of useful information. So if you can't type down notes fast enough, don't worry. just subscribe to the newsletter.
1. Outlook
Alright. Here we go. Let's start at the top. Outlook. What can you do with Outlook now before Microsoft co pilot comes out? Well, Outlook is a little more closed. It's a little more closed off. Right? But I did find a couple you know, did a lot of research. I was up late last night because I wanna make sure that you guys all have the latest and most accurate information. So male Maestro is one of the few, kind of alternatives or options that I saw that works directly in Outlook. Right? Because here's the other thing. If you want to read and respond to your emails, there's so many options out there that in theory can do it, but you have to copy and paste an email into a separate program, and then you have to take the information there and bring it back. That's not very effective. That's not using AI to our advantage. So mail Maestro works inside of Outlook and can read and respond to your emails. Alright? So if you're using Outlook, That's not your only option, but that's one of the few that works directly, or you can use 3rd party apps. Right? So you can essentially An example of a third party app would be, Apple's mail program, right, where you put in your credentials and, you know, you might have to use a little bit of technical things like an imap address, but there's 3rd party, essentially, applications that you can download and connect your Outlook email to. Right? And some of those 3rd party options, again, you wouldn't be using the Outlook program, but you can, essentially put in your Outlook credentials to use these programs. And there's 2 that I think that are really good, that you can use your with Outlook and connect your email too. So those third party apps that can read and respond to your email are canary mail and then, shortwave. Alright? And then there's also others that I think are great, but are more for specific purposes such as Adi AI, that also works externally with, with Outlook, but it's it's more geared toward customer service. Okay? So those are what I would recommend looking into. I'm gonna leave the comments in this thread as well, and don't worry. It's all gonna be on our website and on the in our newsletter. Alright. I'm gonna take a 5 second break here and look at the comments. I wanna make sure that we're interacting. And, again, if you're listening on the podcast, I always leave, a link to even my LinkedIn email us, whatever. So if you have a question, make sure make sure you come back and and let us know. Vowel, what's up? So Vowel says he uses a super human for email. Another great program. Absolutely. I don't use it personally, but I know superhuman, is is great for this and just for having a very minimalistic, email interface. Brian, thank you. Brian says he loves the ai in 5. Coach P. J. Thank you, Coach P. J. Joining us from YouTube says it's the best newsletter ever. I didn't pay everyone to say this, but thank you guys. Alright. So thanks, Audrey. Audrey also said, subscribe if you haven't.
2. Gmail
Alright. So let's let's now talk about Gmail and G Suites. And this is where, trust me, just sign up for the newsletter. I'm gonna be rattling off different apps and extensions for G Suites, Gmail that can read and respond to your email. There's many more options with Gmail and G Suite. It is a little more open than Microsoft Outlook. And kind of the reason being is because it's browser based. Right? People, for the most part, are using the Outlook app to access their email. Some people are using it online, but most people access their Gmail g Suite email via the browser. And if you're using the Chrome browser, which I would highly recommend, it's it's Gmail. Right? So that's their browser. It's Google's browser, Chrome. By the way, I have I've used and I kid you not y'all. I've used thousands with an s thousands of Chrome extensions over the years. I have a collection. I have Chrome extensions that help me manage my Chrome extensions. anyways, So so many of these are Chrome extensions. Again, some are free. Some are paid. But here's the list in what I think are probably the best. I'm gonna go with the top tier ones here. Ready? Hyperright? Fantastic. I'm gonna get someone from Hyperite on the show. Then we have hyper type k. I'm actually gonna pull up, a couple of these on the screen. Alright. Not all of them because there's a lot. But I want, for those of you joining live, I want you to at least be able to kinda see them. Alright. So we have hyper right right here. I'm gonna show some of my favorites. so Hyper Right. Fantastic. They're one of the, I'd say they they were one of the not first, but one of the biggest in the GPT, space. So, again, the GPT technology that is used often times to read and analyze and respond to emails has been out way before chat, EBT. so hyper write is one of the first bigger companies, I think, that offered, you know, along with Copy ai Jasper slash Sharvas. They were one of the first. So Hyperright Fantastic. similarly and this is a kind of kind of a newer one, but I think still fantastic. Hypertype. Right? So they kinda sound the same. Hyperright. Hypertype. Those are, I think, 2 great ones. Then we also have flow right. Alright? So, some of these, you you know, I think hyper type and, hyper type and flow right are really just dedicated to reading or responding to emails, whereas hyper write is more of an all purpose kind of, GPT tool. Alright? Those are fantastic. And the great thing, I believe with hyper rights specifically and hyper type. It also learns from your previous emails and how you would normally respond. That's one of the biggest things, and I think I left, a link in the description, of a previous episode where we talked about how you can get GPT and AI to write more like you I think it was with Audrey Chia, who is in the comments right here. So shout out Audrey. but that part's important because if you are gonna use AI GPT, you don't wanna just come off so robotic. So I believe hyper right and hypertype and probably a couple of the other tools already analyze how you would normally respond to your emails because that's the biggest thing. If you just use a new tool for the first time and you're like, yeah. Sure. I'll use AI to read and respond to my emails. I'm spending, you know, 30% of my time, like like George said, or I'm spending, who else said know, a lot of people said 10 to 20 hours a week or 25% of my time. Like Elliott said, that's, like, 15 hours a week. Right? So you would wanna make sure that those emails can read and respond like you. Hyperwrite hypertype, I believe flow right in others, index your emails that you've already responded to and do that. A lot of these others, and I'm gonna start rattling off a lot of other names now, at bare minimum, at least give you tones that you can choose from. Right? And even in your prompts, you can say write a casual response that addresses these 3 bullet points, and then you can just create bullet points. Right? So so many of these different options, I can't go over them all in-depth, but even if they're not going to read your entire email history and to kind of be able to know and understand how you would respond, you at least have some tone controls and you can obviously give it inputs and say, right? That's the other thing. I should have started with this, guys. People are like, oh, Read and respond to emails, that's too much control. Almost all of these options, they're not just gonna read and respond without your consent. It's going to read and respond and type something out. You still are the one hitting send. Don't worry. None of these are just like, at least I don't think. that are just reading and responding to your emails without your knowledge. It's not happening. You have to enact. You have to enable them. Should have started with that at the top, but A couple others. A couple others. Right? Again, they're all gonna be in the newsletter. A couple other good ones for Gmail G Suite, and 1 or 2 of these might have Outlook. But we have DraftLab, LA, Merlin, Magical AI, Jasper, Max ai, Compose ai. I'm not gonna lie. I was up until let's see. I was actually on a live stream last night until about 11 PM my time, and then I spent 2 hours last night doing backup research on this episode because things in the AI world change so quickly, and I don't want to be giving y'all outdated or incorrect information. So like I said, These are all going to be in the newsletter. Don't worry. And, yes, like Phoebe said, ai is changing the static quo. Yes, Trevor. 2 hours. 2 hours after shout out to Trevor. Go, Trevor, if If you want, go ahead and drop the link, to to to our episode. we had a fun conversation last night. but I wanna know why are you all not using AI to read and respond to your emails? Let me know.
Final takeaway
Are you now that we did this deep dive? And, again, as as we wrap things up here, I hope this was helpful for you. If it was, let me know. If you have other questions, let me know. But let me end this episode with kind of the way I started it. Alright? I said I wasn't gonna make you wait 25 minutes. to get the end takeaway. I told you in the beginning. AI is going to be reading and responding and analyzing almost all of our emails, whether we think it is or not. Here's why. because the 2 biggest companies that control email, at least here in the US, And I think probably worldwide are Microsoft and Google. So Microsoft Outlook and then Google has their Gmail, or G Suite, I think they call it Google workplace now. And like we talked about at the top of the show, Microsoft is releasing copilot, which is literally generative AI in the operating system, which is wild. I might actually buy a PC for the first time in 20 plus years just so I can use this. I'm extremely excited about Microsoft Copilot It is powerful. It might seem creepy to some, but I think it's going to be the next level of efficiency. So one of the biggest things that Microsoft Copilot is going to be able to do is it's going to be able to analyze everything. So when someone emails you an outlook and they're like, hey. Could you look at this spreadsheet and then update the the PowerPoint? Right? So go into Excel. Here's all this information. We need to update this PowerPoint and, hey. We have some some notes here in the, in the Microsoft Word document. That might take someone 20 hours to do. Right? It's a lot of work if if if it's highly detailed. Microsoft Copilot is gonna put that on literally autopilot. That's why they're putting the word pilot in there. It is going to do all of that for you baked into the Microsoft operating system. I cannot emphasize enough how much our world is going to change once that gets released. and once the entire world has access to that. So emails, reading and respond, that's the least it's going to do. So If you're if you're not already if you're using Outlook and you're hesitant, this is what's happening. This isn't some half baked feature that you know, it's it's it's from the gray market. This is Microsoft releasing it on their operating system. Right? That's number 1. Number 2, Google Duette. Similar thing, Google is releasing this across all of their products. So the same thing. Your Gmail We'll be able to talk to your Google docs. We'll be able to talk to your Google Sheets. We'll be able to talk to your, Google slides. So, again, like, so much of what we do as everyday people if you're working a desk job. You're working in emails, spreadsheets, documents, power points, Google slides, right? All of these things, Microsoft and Google are tying them all to an AI ecosystem. An email is where it all starts and usually where it all ends. So, again, I hope this was helpful. I hope this conversation helped some of you. Let me know if it did. It was a lot. I understand, but The takeaway here, you should be using AI to read and respond to your emails. Keep confidential, confidential confidentiality in mind. Right? Always keep that in mind. Don't just take my word for it. Make sure that right now you can, but AI is coming for your emails. So why aren't you just using it now to read and respond to analyze and to save hours, probably a day but probably dozens of hours a week. So if this was helpful, as a reminder, please go to your everyday ai.com. We went over a lot of tips, tools, techniques, We're gonna lay them all out in the newsletter that goes out every single weekday morning around 11 AM Central Standard Time. If you're not signed up, like Audrey said, I didn't say it. Audrey said it. She said, subscribe if you haven't. Highly recommended great stuff. and then PJ said it to best newsletter ever. So We went over a lot. Make sure to sign up for that newsletter. I hope this was helpful. I hope to see you back tomorrow and every day with everyday AI. Thank you.