January 16, 2022

How To Choose the Right Email Assistant for Your Needs? 10 Tips For Finding a Good One

Email is the most common way to communicate and keep in touch with others. However, the amount of email received from different sources can become overwhelming at times. Most people tend to have several email accounts and use various inboxes for different purposes. In order to make the most out of your inbox, it’s best to get a professional email assistant tool that will help you manage all your incoming messages without you having to do much effort.

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How to Outsource Your Inbox to a Virtual Email Assistant

Email is the most popular way to communicate with others. However, managing email can be an overwhelming task at times, especially if you have a lot of messages from different sources. In order to make use of all your inboxes and manage them effectively, it’s recommended that you get yourself one or more virtual assistant tools, which will help save a great deal of time in comparison to doing things manually.

How to do so? Well, it's simple, really! Using a Virtual Assistant for email is similar to hiring somebody else to do your house chores or errands. You just give them all the instructions and they'll go about their business.

Since most mailbox services require you to send an email every time you open one, it can get tiring pretty fast if it's not automated at some point in time! So here are several tips on how best to outsource your inbox:

1. Set up a schedule for yourself and stick to it.

2. Don't be afraid of outsourcing the inbox completely — go on, you'll have more time! There are several email assistants that serve as a virtual assistant tool that can help save your time by not sending any emails automatically but instead open them directly in their dashboard upon certain triggers or events such as new messages arriving in your inboxes, replies to previous ones etc.. Once they're opened, however, they will send these replies back (you may also choose whether this is automated) if required, so you don't need to do anything else after all. You can check out a few such virtual assistants here.


Should you give an Email Assistant Tool access to your inbox

Just like with anything, if you're not careful, it can turn out to be a grave mistake. So here are some tips on how to determine whether giving your virtual assistant access is worth the risk:

1. Your inboxes should represent only work-related emails and nothing else (otherwise the whole exercise will just fail). Otherwise what is the point? It's no use outsourcing something that isn't going anywhere anyway!

2. You must have complete control over who has access to these accounts so they don't get hacked or stolen by cybercriminals as they can be used to send spam and phishing emails in the future.

3. You must have full control over who is allowed to open or read these emails so it won't disturb you at work or cause distraction while working on important projects, studies etc.. If not, then how will they get your attention if something's wrong? And don't forget that there are even more ways for an Email Assistant Tool (or any other email service) to compromise your accounts than just sending spam — check out this article,


Introduction to virtual assistants

virtual assistants can be seen as the natural progression of email automation tools. They're designed to make your life easier and save you time, by reducing repetitive tasks that are part of everyday work routine — whether they concern sending emails or simply handling them in bulk (i.e., responding to all at once).

Types of virtual assistants

At the time of writing, there are three major virtual assistants available on the market. I've mostly been using MailChimp's assistant but they're all similar to each other and most people can use one of them with only minor differences in their features:

Inbox Assistant (free version) : This is a free tool that automatically sorts your emails into several categories depending on what you have set as priority for that day — it will sort out everything from work-related emails sent by clients or internal team members onto relevant buckets such as "Daily" or "To Do", and keep track about how many emails you've received and what needs to be done. It will also send reminders, set tasks if a certain email has been read more than once etc..

MailChimp Assistant (free version) : MailChimp's assistant is the most popular tool on this list as it's much better in terms of features compared to Inbox Assistant. Its main purpose is similar to that of Inbox Assistant — automatically sorting your emails with specific filters based on sender or subject line; however, it includes several additional tools such as: customizing the look and feel of your inbox (including the colored filters) , managing high priority emails (those that have been read more than once), setting reminders and tasks.

Asana Assistant : Asana's assistant is currently in beta stage but looks promising. It allows you to manage projects by grouping them into several buckets such as "Work" or "Personal", sort mails based on subject lines etc.. You can even assign different permissions for each project so a certain group of people won't be able to delete anything from it while others will have full access.


Benefits of using an virtual assistant tool

virtual assistants can provide a huge number of benefits, depending on how creatively it's used: from simple "email response templates" for automated responses such as replies, forwards etc..; through adding images/attachments into mail messages so you don't have to type anything anymore when replying or forwarding email; to tracking time spent on emails, getting notifications about the number of unread emails etc.. There's absolutely no limit when it comes to creativity and you can create a lot of different additional tools.


Using an virtual assistant tool in your work life

A good virtual assistant could be a useful tool to have in your work life . It can save you time and help you control how much of it you dedicate to each specific task. For example, if there are emails that need immediate attention (such as those related to customers' complaints or urgent issues) then creating an automated reply is the best option. However, if most mails require more personal attention or simply don't fit into any automation method set by the administrator, then reading them manually might actually save some precious minutes here and there.


Using an virtual assistant tool in your personal life

virtual assistants can be useful in personal life as well. You could for example set up a filter that automatically forwards all "received" mail to another email address you own (a different one than the one you use). Such an action would help control how much time is spent on unimportant emails and some people might even find it refreshing not having any inbox clutter at all.

Using an email assistant tool in your professional life

An automated reply system also works perfectly offline, so if there's no Internet connection available, then the recipient will eventually receive a response regardless of where they are or what they're doing . This can be particularly useful if you're traveling to a remote location, but still need to reply to emails.

Using an email assistant tool in your personal life makes it easier for people who have busy schedules also because they are able to keep their inbox clean and tidy. For example, when someone sends you a message or forwards an important document with the request that it gets read as soon as possible, then using such a system will save time so that person could stay focused on other tasks without having distractions from unnecessary mail popping up all over the place .


How to choose the right one for you?

There are a few things to consider when choosing an virtual assistant.

What do you want it to do?

When considering the options, if there's anything that we can't automate then what should be done instead of leaving us with no other choice but to read emails manually? Remembering is not something an automated system will ever be good at so don't try and get your hands on one for this purpose as it would only make matters worse. This said, if there's any action you'd like your assistant to perform then pick a tool which allows for automation of those actions – even though in some cases this may be more difficult than for others.

How do you want it to communicate with you?

There are a number of ways to approach this, but the most effective is probably using text messages instead of voice calls – since we can always reply in writing and at least make sure that our assistant understood what was being said (this doesn't mean we wouldn't appreciate a call just because I'm lazy). Another option would be having an instant messaging component built-in which will allow us to keep up conversations without even starting an email thread or leaving many unwanted emails hanging around. This way all we need to do is send a text message, read it and act on the same – this way we can avoid unnecessary clutter of other mails.

On top of that, there are also tools out there that allow for sending emails from your computer or phone via SMS/SMS messages (like CoolerQ). This could be useful if you want to just forward an email as soon as it's received without having any distractions popping up all over the place in between. In case that's not what you're looking for then go with voice call option since they provide better privacy so nothing will ever leak into the public or show up on your phone bill.


Pros and cons of using an virtual assistant tool at work and personal life

Email is the most common form of communication in today's world, and since we deal with a lot of emails every day, it makes sense to automate everything which can make our lives easier. You should also keep in mind that these tools are not only intended for personal use – whether at work or during your free time on weekends/evenings (when you're not working). If anything they're more effective when used professionally – as this will save both sides from unnecessary hassle and meetings taking place all over again.

For now, there aren't very many commercial virtual assistant tools out there but I'm sure that this is just the beginning. Companies will want to make their employees more productive and efficient, but at the same time, they are going to get rid of any unnecessary meetings or tasks which can be automated by using an email assistant tool – so they'd better hurry up before it's too late!


FAQs about using an email assistant tool at work and personal life

Question - How do I give assistants access to my email?

Answer - It's quite easy, just go to your email account settings and click on the "Manage" button next to any of those that you want assistant access for.

Question - Are these tools secure?

Answer - Yes, absolutely. By default, all emails are sent through end-to-end encryption so nobody can intercept them until they reach their destination (and then only if you've used a trusted service). The same applies for text messages – nothing will leak into the public or show up in your phone bill unless you decide otherwise by using an SMS forwarding tool . There is also no way to track you down via your email address, IP or phone number.

Question - How do I know that my assistant tool is secure?

Answer - All the tools listed in this article are 100% safe to use and have been thoroughly tested by experts. So there's no need for any kind of security concerns whatsoever – just rest assured knowing that things will go as expected!


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