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Speaker 1: If your heart sinks a little when you open your inbox,

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Speaker 1: especially after you've been out of it for a few

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Speaker 1: days or even just a few hours. You are not alone.

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Speaker 1: For so many of us, email has quietly become the

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Speaker 1: most draining part of work, noisy, overwhelming, and surprisingly hard

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Speaker 1: to get on top of. So in this how IAI episode,

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Speaker 1: we get very practical about how AI can help you

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Speaker 1: take back control of your inbox. By the end of

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Speaker 1: this episode, you'll know how to use AI to triage

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Speaker 1: your inbox fast, create smart daily digests, write better replies

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Speaker 1: in your own voice, and even schedule meetings automatically. Plus

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Speaker 1: the one AI trick that turns your email chaos into calm.

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Speaker 1: Welcome to how IAI with me Doctor Amantha Imba and

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Speaker 1: Neo Applin, head of inventium AI. Each episode we one

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Speaker 1: practical way to use AI better at work and in life.

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Speaker 1: No fluff, no deech jargon, just things you can use

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Speaker 1: straight away. Email and our inbox is often the thorn

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Speaker 1: in people's side when it comes to work, and I

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Speaker 1: have found that there's a lot of people out there

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Speaker 1: that are not quite sure how they can use AI

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Speaker 1: to really tame their inbox and make things so much

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Speaker 1: more efficient when they're in their email. So look, let's

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Speaker 1: let's start with the basics. How do we use AI

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Speaker 1: in our inbox? Like, do we need to have software

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Speaker 1: where the AI is integrated into our email?

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Speaker 2: What does that look like it? Yes, you do. So

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Speaker 2: if you just buy, say you get a free version

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Speaker 2: of CHPT that's not plugged in with your email. Straight up,

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Speaker 2: if you've got Copilot, which is on your Windows machine

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Speaker 2: something like that we just called coporp basic. If you're

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Speaker 2: not paying for it, it's not plugged in with your

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Speaker 2: or email. So only certain flavors and certain versions of

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Speaker 2: these AIS will be able to touch your email. So

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Speaker 2: the first is Microsoft three sixty five Copilot. This is

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Speaker 2: the paid co pilot where you've got Outlook and all

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Speaker 2: those kinds of things. Yes, that can see your email,

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Speaker 2: and that's what a lot of companies use and it

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Speaker 2: does an awesome job for that same thing with Google.

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Speaker 2: Of course, Google with their Gmail and if you're in

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Speaker 2: the Google ecosystem, then yet Gemini and Gmail talk nicely together.

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Speaker 2: If you're within that paid ecosystem as well, if you're

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Speaker 2: in Chat, ChiPT and claude, does it mean you're left out? No, no,

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Speaker 2: it's actually pretty cool. You can plug in Gmail and

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Speaker 2: Outlook as well. I think certainly out Look for for

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Speaker 2: chat GPT. I've got to check on Outlook and Claude.

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Speaker 2: But there's a thing called connectors where you can say,

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Speaker 2: I've got this account. I want you guys to be

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Speaker 2: able to talk to each other my Gmail and my Claude.

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Speaker 2: You guys have a chat and it can actually talk

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Speaker 2: as a non native integration. But it's still not bad.

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Speaker 2: So with this though, what it means is you've got

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Speaker 2: AI then as your effectively your EA. Your EA can

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Speaker 2: now read through your emails, which is amazing. However, this

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Speaker 2: particular EA is the laziest dare mea you've ever heard of,

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Speaker 2: because it will read your emails but not actually doing

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Speaker 2: anything about it. So it can actually shift your email

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Speaker 2: to a different folder. It can't send a reply generally

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Speaker 2: out of the box. You've got to work with aar

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Speaker 2: to draft the reply and then be comfortable to hit send.

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Speaker 2: So it's great for reading, great for telling you about

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Speaker 2: your emails, but not worried about doing things about your emails.

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Speaker 1: Now, let's take the problem of say, coming back from

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Speaker 1: a week of leave and generally most people's in boxes

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Speaker 1: are quite overwhelming. I mean, even after a weekend or

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Speaker 1: a long weekend, they can be very overwhelming. How can

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Speaker 1: we use AI to just reduce that initial I've got

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Speaker 1: like one hundred or two hundred or three hundred unread emails.

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Speaker 2: Yeah, the first thing I'd be doing is figuring out

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Speaker 2: which of those emails are the important ones that you

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Speaker 2: need to read. Now, maybe you're one of the people

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Speaker 2: who've got rules and folders, in which case maybe you've

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Speaker 2: got a bit of a leg up there. But you

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Speaker 2: can ask AI to tell you about your emails. So

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Speaker 2: you could say, let's make it really simple, tell me

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Speaker 2: about my last unread emails from the last two days,

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Speaker 2: and it will then tell you about each of those

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Speaker 2: and link them there, and you can even click on

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Speaker 2: the links and then that'll pop up the emails. So

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Speaker 2: it's a really easy start. So you might say, I've

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Speaker 2: been away for a week, tell me about all of.

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Speaker 1: Them, And can I just ask, like, are we going

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Speaker 1: to get three hundred emails read out to us? Like,

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Speaker 1: how does it know what are the important things that

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Speaker 1: we actually need to know about?

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Speaker 2: Yeah, you've actually got to tell it those kind of things. So, yeah,

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Speaker 2: you need to be specific about what you're asking AI

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Speaker 2: to do, and also know that it's you. Was about

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Speaker 2: to say the word it's just a mere mortal. It's

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Speaker 2: a mere AI. It can only do so much. In

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Speaker 2: other words, I've got ten years of emails and I

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Speaker 2: need you to read every single one of them and

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Speaker 2: summarize them. No, it won't do that. It generally I

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Speaker 2: found more than one hundred hundred and fifty emails in

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Speaker 2: a task, it's probably going to have some struggling issues.

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Speaker 2: So if you've got like emails for the last week

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Speaker 2: and you got one hundred emails, you're probably fine. Whereas

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Speaker 2: if you say emails from the last year, it's probably

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Speaker 2: going to have some issues there. Okay, so let's not

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Speaker 2: overload our poor little AI here. So yeah, if you

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Speaker 2: can say show me all the emails, you might say

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Speaker 2: in between myself and this person for the last week,

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Speaker 2: that's great, Or anything has been sent to me from

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Speaker 2: Mamantha because she's my biggest client, or anything from this

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Speaker 2: company for the last week, you know, because they've no

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Speaker 2: my biggest client or supplier or whatever they're really wants

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Speaker 2: to put in. We can also do things like this,

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Speaker 2: I love tables. Tables for me are a superpower. So

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Speaker 2: you might say, instead of just saying put all the

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Speaker 2: emails between myself and this company for the last week,

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Speaker 2: say put them in a table, and then what I

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Speaker 2: want is the table with the columns of which data

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Speaker 2: came in, maybe a really short summary of what that

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Speaker 2: email was about, whether there's any act that I need

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Speaker 2: to do, any action required, and maybe a due date

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Speaker 2: for the action. So I can then quickly look through

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Speaker 2: it and go, Okay, I've got twenty emails from this

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Speaker 2: particular client or company or supplier or whatever, which ones

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Speaker 2: are important, which ones I need to do next, because

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Speaker 2: there's a due date on them. So tables are awesome,

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Speaker 2: and you just tell AI want you one on the

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Speaker 2: table and what the columns need to be. So that's

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Speaker 2: another way you can do it. You can do a

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Speaker 2: similar thing which I love, which is just say you

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Speaker 2: come back from that holiday and you can say, summarize

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Speaker 2: all the email conversations from the last week that require

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Speaker 2: my response. So notice I said require my response. So

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Speaker 2: those ones that you see cn't who cares, doesn't really

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Speaker 2: matter when first day back, put them at a table

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Speaker 2: with the send us subject date and in importance. Now you

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Speaker 2: could tell AI what is important to you, or you

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Speaker 2: can say, let's let AI figure out what's important. And

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Speaker 2: you could also do some little bonus things by saying,

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Speaker 2: prioritize any messages from my manager, give the manager's name,

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Speaker 2: because how does it know who your manager is, or

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Speaker 2: may be your manager's boss as well, something like that.

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Speaker 2: So if something come from your boss or your boss's boss,

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Speaker 2: oh yeah, you probably want to look at those first,

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Speaker 2: So get AI to highlight those at the top. So

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Speaker 2: it's a really easy way, and then I'll give you

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Speaker 2: a digest for you for that last week. Another cool

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Speaker 2: thing you can do with this is this doesn't have

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Speaker 2: to be the only thing you do after holidays. You

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Speaker 2: could get a digest every day. You get to digest

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Speaker 2: every week if you wanted to. This is your EA.

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Speaker 2: You can get you to work however you wanted to work.

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Speaker 2: So but some of these tools, particularly check to BT

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Speaker 2: and also Copilot now has it which is a schedule function,

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Speaker 2: so you could say you want to run it every

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Speaker 2: single day to run this particular thing. So you can say,

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Speaker 2: I want you to all my conversations between might be

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Speaker 2: sales opportunities. The last sales opportunities that come in to

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Speaker 2: my inbox for the last week, or it might be

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Speaker 2: orders that have come in. It might be I don't know,

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Speaker 2: meeting requests or whatever it needs to be for the

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Speaker 2: last day the last week. Put in a table and

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Speaker 2: then you can tell it for che pet you need

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Speaker 2: to say, I want you to schedule it every week.

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Speaker 2: There's actually a schedule function you go into your settings.

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Speaker 2: You can actually see those and play with those. In Microsoft.

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Speaker 2: At the bottom of the last response, there's a couple

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Speaker 2: of dot points, so you can go schedule it as well.

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Speaker 2: So then your EA can produce this report for you

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Speaker 2: every day every week, so you can then get it,

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Speaker 2: read it, and then see what's important. But it can't

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Speaker 2: shift those emails for you, or it just highlight which

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Speaker 2: ones you need to action.

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Speaker 1: A problem that I sometimes have is that I let's

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Speaker 1: just say I'm in a sales process with a potential

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Speaker 1: client and there's been a whole lot of emails, and

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Speaker 1: maybe there's been a bit of silence for a few weeks,

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Speaker 1: and then you know we've started the conversation again. I'll

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Speaker 1: often forget what has been discussed. How can I use

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Speaker 1: AI to shortcut that process to get my head back

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Speaker 1: around what have we been talking about.

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Speaker 2: You can get it to say, catch me up on

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Speaker 2: all the emails that we've had in the past between

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Speaker 2: myself and this person, or it might be myself and

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Speaker 2: this company. You can just give the company name or

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Speaker 2: the domain name and or then summarize all those kind

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Speaker 2: of things up. Also with the handy for projects for

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Speaker 2: those in corporate land, and I've been in corporate land.

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Speaker 2: You've got like ten thousand people working on these massive projects,

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Speaker 2: and there's like email trails on email trails and email trails,

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Speaker 2: So you can say, tell me about everything to do

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Speaker 2: with this project or this initiative or this thing we're

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Speaker 2: going to transformation we're doing, and summarize the latest actions

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Speaker 2: in a chronicological order something like along those kind of lines.

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Speaker 2: But whatever you want your EA to look through your

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Speaker 2: emails on, get it to put it in that order,

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Speaker 2: that kind of range. But once again, make sure it's

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Speaker 2: only looking about one hundred and fifty emails in the search.

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Speaker 2: So give it a refinement by saying, for this project

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Speaker 2: for the last two months those kind of things, or

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Speaker 2: for this client over the last couple of years, or

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Speaker 2: whatever it is. So it's only got a nice easy

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Speaker 2: chunk of one hundred fifty emails or less to look

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Speaker 2: through to be able to give you that report.

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Speaker 1: And can it see every single folder in our email

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Speaker 1: like it can obviously see what's in our inbox, but

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Speaker 1: can we direct it to other folders I don't know,

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Speaker 1: maybe our junk folders to look through that and go,

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Speaker 1: is there anything that's been incorrectly coded as junk?

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Speaker 2: It can see folders. I've got to check on the

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Speaker 2: junk part, actually, But if you're one of those people

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Speaker 2: who within your inbox you have different folders. Maybe it's

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Speaker 2: like orders, or it might be tales things, or it

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Speaker 2: might be project updates or whatever it is. You've got

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Speaker 2: all your folders there. You can get AI to look

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Speaker 2: just at that folder. So show me all the emails

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Speaker 2: from Amantha in my project updates folder that came through

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Speaker 2: in the last week. Those kind of things. You can

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Speaker 2: absolutely do that. The other folder I can see is

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Speaker 2: the scent items folder. And this is a bit of

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Speaker 2: a superpower because you can get AI to say, here's

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Speaker 2: a prompt. You might say something along the lines of

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Speaker 2: show me all the things that an action items for

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Speaker 2: me that have come through in the last week that

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Speaker 2: I haven't already replied to, so it's effected to we

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Speaker 2: which bits of a gut left to do. Or it

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Speaker 2: might be sales opportunities or orders that haven't got a

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Speaker 2: shipping email something like that, so it will then highlight

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Speaker 2: the things where it can't do a match between the

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Speaker 2: inbox and your scand items. So that's a cool thing

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Speaker 2: you can throw in as well.

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Speaker 1: Now, I think everyone knows that AI is great for

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Speaker 1: writing emails, and certainly I don't know too many people

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Speaker 1: that are not using AI to write emails, albeit quite poorly,

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Speaker 1: based on the emails that I received that have clearly

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Speaker 1: been written by AI. But tell me how we can

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Speaker 1: be a little bit more sophisticated in how we're using

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Speaker 1: AI to respond to people's emails in the different styles

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Speaker 1: that people write in cow.

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Speaker 2: Boys, you can do that first tip. If I see

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Speaker 2: an email that starts with I hope this email finds

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Speaker 2: you well, again, it's going to drive me spare because

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Speaker 2: that AI loves writing in different variations of that. So

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Speaker 2: don't let it write I hope this email finds you well,

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Speaker 2: or something equivalent to that. Okay, there's two ways here. Now,

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Speaker 2: different people have different approaches to how they write to people.

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Speaker 2: Let me explain. You might be one of those people

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Speaker 2: who has a particular style of writing, in which case

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Speaker 2: you want to write in that style to everyone. So, Amantha,

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Speaker 2: you're a writer, you're an author. You've got a very

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Speaker 2: distinctive voice when you write. I know that it's your writing.

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Speaker 2: I know that's Amantha speak. If you'd like okay, and

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Speaker 2: if an email came through that didn't sound like you

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Speaker 2: would a bit weird. However, I've been in a corporate

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Speaker 2: environment and I know that for some people, generally managers.

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Speaker 2: Some managers they're like short, sharp, punchy. I think they're

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Speaker 2: called the red personality type, where rather than the blue

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Speaker 2: person which is all about people and let's talk and

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Speaker 2: hold hands and sing combay, are right. So it's sometimes

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Speaker 2: you get a better response from people to be able

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Speaker 2: to reflect their style back to them. So we're talking

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Speaker 2: about style now. So what you can get is AI

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Speaker 2: to analyze the style of your emails if you want to,

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Speaker 2: or a style of someone else's emails. So you might say,

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Speaker 2: what's the voice and style of my emails that I've

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Speaker 2: used in the past month or two months or whatever.

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Speaker 2: A little bit of it got you there, I'd be

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Speaker 2: looking at emails at least twenty words long. Don't get

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Speaker 2: the thanks it'll be done by next Tuesday, because it'll

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Speaker 2: just say you're punchy. But in reality it's just your

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Speaker 2: short email. So you can get it to analyze your

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Speaker 2: style and then you can say, great, now, let's use

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Speaker 2: this style to clean up this email I'm working on.

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Speaker 2: So that's one way you can do it. Or you

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Speaker 2: can do that reflecting of people's styles back to you.

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Speaker 2: So if you've got a boss who's really short, shut

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Speaker 2: and punchy, or you've got a boss who's really engaging

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Speaker 2: and likes telling stories, then you can say, what's their style? Great, now,

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Speaker 2: how do I turn my email into a style so

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Speaker 2: it might actually respond resonate better with them? So yeah,

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Speaker 2: you can get it to read all of your previous

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Speaker 2: emails and analyze that for you. Now.

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Speaker 1: One fin other thing I want to talk about is

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Speaker 1: a relatively new feature in co pilot that makes it

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Speaker 1: quite easy to schedule meetings off the back of an email.

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Speaker 1: Can you talk about that?

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Speaker 2: Yep? This is for those Microsoft three sixty five copilot people,

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Speaker 2: the pay people. So you and I having a chat,

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Speaker 2: Amantha on emails and we go, yeah, we're going to

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Speaker 2: set a meeting for that, and maybe it's a really

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Speaker 2: long email trail. Well, maybe we've got the whole team

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Speaker 2: is having a chat. We've got lots of email trails

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Speaker 2: and allied kind of things. They've got a button on

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Speaker 2: co in co pilot now which I really like, where

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Speaker 2: you can click that button and what it'll do is

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Speaker 2: it'll set a meeting and with that meeting, it will

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Speaker 2: then open up a meeting. It'll put all the people

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Speaker 2: that need to be on that from the email trail.

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Speaker 2: It'll even write you an agenda based upon the email

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Speaker 2: trail and give usummary of the email trail as well.

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Speaker 2: So the button there is called schedule with Copilot and

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Speaker 2: it's relatively you click that, it'll pop up in your

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Speaker 2: meeting and fill those kind of things out. So they're

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Speaker 2: doing lots of nice little quality of life things because

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Speaker 2: you and I know that agendas really matter you and

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Speaker 2: I know a lot of people don't do agendas. So

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Speaker 2: at least here you got a first stab at an

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Speaker 2: agenda done by AI, which is certainly better than no agenda.

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Speaker 2: So get that, and i'd encourage you to tweak the

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Speaker 2: agenda as you need to amazing.

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Speaker 1: Thank you so much Neo for sharing a wealth of

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Speaker 1: knowledge about how we can all take back control of

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Speaker 1: our inbox.

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Speaker 2: Thanks Mattha.

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Speaker 1: If you found this useful, please help us spread the

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Speaker 1: AI love and share it with someone who you think

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Speaker 1: would benefit from knowing what you now know. And if

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Speaker 1: you're ready to really start mastering AI, check out inventium

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Speaker 1: dot AI. We help individuals, teams, and organizations turn JENAI

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Speaker 1: into a real work superpower, saving ten plus hours a

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Speaker 1: week and staying future ready without the jargon or overwhelmed.

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Speaker 1: Thanks so much for listening and we'll see you next

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Speaker 1: time on how i AI. How i AI was hosted

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Speaker 1: by me Amantha Imber and Neo applan Are big thank

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Speaker 1: you to Martin Imber who does our sound editing, and

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Speaker 1: Jim Rubio for production support, and thank you to John

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Speaker 1: Kilby who composed the theme music.