January 16, 2022

How to Get the Most Out of Your AI Email Assistant

With the rise of AI, businesses are able to create chatbots and other artificial intelligence-based assistants that can deliver real value to users. These applications may have been around for a while, but they’re only now becoming more common and sophisticated. In this article, we will show you how to get the most out of your AI Email assistant and why it is important to develop these new technologies.

Contents
What is an AI email assistant?

An AI email assistant is an application that allows you to interact with the AI in a simple, personalized way. The design of this kind of application is based on natural language processing and machine learning technology. You can use it while writing emails or using messaging apps like WhatsApp and Messenger.

The best part about these applications is their ability to help users focus more on what they really need which leads us into our next point…

Why do we need an AI-based Email Assistant?

It’s no secret that email has turned out to be one of the most used communications medium for both businesses and consumers. However, email is a very complex tool that requires users to be able to quickly find the information they are looking for or have it delivered in an appropriate manner.

In some cases, you may need help from your assistant when writing emails because of one-off questions or issues with customer service . With AI Email assistants , however, you can get all these benefits without having to learn how to use them yourself!

 

How do we develop AI based applications?

The most common way businesses create their own artificial intelligence apps is by using machine learning technology which involves training algorithms on large sets of data. The algorithms are then used to make predictions about the future based on this knowledge and it is also possible for them to be trained in order to give better suggestions or responses .

The whole process from creating your algorithm through training can take a few months, but once you have finished all that work, it's time for testing! You should test your app with real users before releasing it because there could be some bugs. This way you will find out if everything works as expected after the release date has passed.

 
What features do AI email assistants offer?

There are many different ways AI-based email assistants can help you with your emails. Some examples include:

• The ability to write and send personalized replies based on the information in your inbox. This is done by analyzing previous messages or conversations so that it knows what to say next time a similar event occurs. For example, if someone writes about their issue with a product , an assistant could reply back saying "I’m sorry I didn't know this was going on" which would be more helpful than just replying “We're looking into this right now!”

• Sending reminders for important events or deadlines. The assistant can also be made to send a reminder before the deadline has passed so that you don’t forget about it!

Automatically forwarding emails to other people in your contacts list. This is done by analyzing information from previous messages and conversations, as well as what time of day they happened. For example, if someone writes an email saying “Hey guys I need some help with this project” then their assistant could automatically forward it on to another colleague who might have more experience working on similar projects .

• Responding directly using voice recognition instead of typing . This is a great way to respond to emails quickly and efficiently. For example, if someone writes an email saying “I’m having trouble with this project, can you help me out?” then the assistant could reply back using voice recognition technology which would be much more natural than typing everything out again!

• Creating customized responses based on what your users have previously written in their correspondence with you. For example, say that one of your customers has just sent you an email asking how long it will take for them to receive their order . The AI-based assistant could look at your previous conversations with that customer and create a response saying “I’m sorry, but I don't have an accurate answer for you at the moment. We'll get back to you as soon as possible!”

• Responding to emails in real-time . If someone sends an email asking when they can expect their order , then your assistant could reply back within minutes using natural language processing technology which would be much more helpful than replying by text or phone call.

• Providing additional information about products or services based on what users are searching for online . For example, if someone is searching for a particular product, then the AI-based assistant could automatically reply back with information about that product.

• Providing additional information about products or services based on what users are typing into search engines . For example, if someone types “watches” into Google , then your assistant might respond by saying “I know you're looking for watches but we currently don't have any in stock at this time!” This would be much more helpful than replying to an email asking when they can expect their order!

• Automatically responding to emails using machine learning technology. For example, if someone sends you an email asking for a price on your product or service, then the AI-based assistant could automatically reply back with information about that product.

• Providing additional information based on what other people are searching online . This is already possible today using technologies such as Google's Knowledge Graph and Facebook's Custom Audiences  (more details below). You can also use these services to send targeted advertisements directly to users who have shown interest in specific topics (such as sports cars) by analyzing their previous searches.

• Responding to emails using natural language processing technology which can understand what people are saying in emails, rather than just searching for keywords. For example, if someone sends an email asking when they can expect their order , then the AI-based assistant could automatically reply back by telling them that it will take 3 to 5 days to ship out and provide a link where they can track the progress of their order .

• Responding to emails using machine learning technology which is able or capable of understanding meaning behind words. This would be much more helpful than replying with canned responses such as “we're experiencing high demand right now” or “all items are currently in stock”.

• Responding to emails using natural language processing technology which is able or capable of understanding what people are saying in emails, rather than just searching for keywords. For example, if someone sends an email asking how much it will cost, then the AI-based assistant could automatically reply back with a price estimate and link where they can purchase the item online at that price.

 

How to get started with an AI email assistant?

If you would like to get started with my AI based email assistant, first sign up for a free account at:

  • Google Apps (free)
  • Microsoft Exchange Server (free)
  • Office 365 and Outlook.com  (paid plans only).

If you are currently using an email service that is not listed above, then I recommend switching to one of the above services.

• If you are using Gmail, then I recommend creating a new email account for your AI assistant. This will be the best way to get started with an AI assistant because it is one of the few services that allows you to create multiple accounts.

• Once signed up and logged in with your Google or Microsoft account, click on "Settings" from any page within Gmail (or Outlook) and go ahead to: Accounts & Import -> Add another service... . Choose either Google Apps or Exchange Server as shown below:

Once done here, make sure that your newly created custom domain name is forwarded to your email account. The reason for this is so that you can use the same custom domain name on all of your different accounts, including Gmail and Outlook.com (if they are installed).

• You will also need to install a web-based mail client such as Mozilla Thunderbird or Microsoft's Hotmail/Outlook Web App . This allows you to access emails in your inbox from any computer with an internet connection - whether it be at home, work or even while traveling abroad. For example, if someone sends me an email using my AI assistant then I would simply open up my web-based email client, log in to my account and read the message.

• One of the best ways to make sure that your AI assistant is always available when you need it is by setting up a second line on your internet connection. This way, even if there are network issues or outages at home (or work), then you will still be able to receive emails from anyone who wants to send them! For example: I'm currently using an ISP called TPG Internet , which offers unlimited data plans for $59 per month.

 

 
How can I improve my AI email assistant's performance?

• The first thing you should do is make sure that your AI assistant has enough RAM and CPU power to handle the number of emails it will be handling.

• You can check how much memory your computer has by going to: • Control Panel -> System -> Advanced system settings... . This shows you all of the installed programs, including those which are running in background processes. If there are any applications listed here then immediately close them down as they could be using up a lot more resources than what their names would suggest!

• To see how many email accounts (or mailboxes) Gmail or Outlook have open, you can go to:

• Control Panel -> Mail icon... and then click on the 'Accounts' tab.

• If your AI assistant is not performing well enough for you then I would recommend that you try running it in a different browser or operating system - such as Firefox instead of Chrome (or IE) or Windows 10 instead of Windows 7.

 

What are the benefits of using an AI email assistant over a human being for certain tasks?

• It's very easy for you to remove all of the emails that your AI assistant has sent out.

• You can set up different rules and triggers so that your AI assistant will only send out certain types of email (for example, if an important business meeting is happening then it would be best not to have a message sent out telling people about this).

• With an automated email system in place there are no more missed deadlines or lost documents!

 

Which one is better: cloud-based or on-premises software for email assistance?

• Cloud-based software is a lot more expensive than on-premises software.

• On the other hand, cloud based systems are easier to set up and manage as you do not have to install any additional hardware or software (such as antivirus) in order for your AI assistant system to work properly.

• The downside of using cloud based solutions is that they can be vulnerable if there are security issues with them.

Which one should I choose?

• If you already have an email server then it would probably be best for you just to keep using that.

• If you don't already have an email server then I would recommend going with a cloud-based solution as it is easier to set up and manage.

However, if you do decide to go the on-premises route then make sure that your system has firewalls installed so that no unauthorized users can access your AI assistant (for example: hackers could gain access).


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