SmarterMail Help
Community Knowledge Base

AI Assistance

Integrating AI, particularly OpenAI's ChatGPT, into SmarterMail's Marketplace enhances the email experience with a powerful AI Assistance. SmarterMail’s AI Assistance provides intelligent suggestions for composing emails, helping users communicate more effectively while saving time on drafting. This integration streamlines responses and follow-ups, making workflows smoother and boosting overall productivity.

AI Assistance offers four key actions:

  1. Shorten - will shorten the selected text.
  2. Lengthen - will make the selected text longer.
  3. Proofread - will check the selected text for spelling and grammar.
  4. Translate - which will add an “AI command” to the top of the text. All you have to do is add the language you want that text translated to.

Jump To:

Creating an Email with AI Assistance

AI Assistance goes beyond just creating emails, it can generate a wide range of content to streamline communication. Users can compose full emails, draft event invitations with specific dates, times, and locations, or create informational messages containing key details on a given topic.

For example, you can instruct AI Assistance to: "Write an email to all staff informing them that the company fridge in the break room will be cleaned out every Friday afternoon. Any items left in the fridge at that time will be discarded." This command provides AI Assistance with clear parameters: the subject, timing, and action, ensuring accurate and efficient message creation.

  1. To get started, in SmarterMail, click on New button. A dropdown menu will appear, select Email or simply click New to open a pop-up window. This will launch the email composition window (ensure pop-ups are enabled in your browser). In the editor toolbar, find and click the AI Assistance icon.

  2. The AI Assistance modal will pop up, you will notice that the Select Command field is empty, but the Input Text box is pre-filled with "Write me an email about..." this is where you specify what AI Assistance should generate. You can define any parameters to customize the output. In this example, AI Assistance is instructed to draft an email notifying employees about the company fridge cleanup. Simply provide the subject, content, and desired tone, then click the Generate button. The AI-generated email will appear in the Generated Text box, ready for review and use.

  3. Review the AI generated email to see if the content, clarity, and tone all work for you. If anything needs adjusting, just type your changes in the Input Text box above, hit the Generate button, and your updated message will appear in the Generated Text box. Once approved, click the Insert Button.

  4. Your AI generated message will be displayed within the body of the email, along with a subject line that you can easily copy and paste. If necessary, adjust the formatting, such as font, color, or style to your preference. Once you’re satisfied with the appearance of your email, simply click the Send button, and you’re all set!

Proofread an Email with AI Assistance

Before hitting Send (especially when emailing an important client) it’s always a good idea to double-check your message for clarity and professionalism. That’s where SmarterMail’s AI Assistance comes in with its Proofread feature. Simply highlight your text, click Proofread, and let AI Assistance do the heavy lifting. It’ll check for grammar, spelling, and readability to make your message clearer and more polished. With AI Assistance’s Proofread tool, you can ensure your emails are mistake-free, professional, and impactful, helping you communicate with confidence every time.

  1. To get started, in SmarterMail, click on New button. A dropdown menu will appear, select Email or simply click New to open a pop-up window. This will launch the email composition window (ensure pop-ups are enabled in your browser). In the editor toolbar, find and click the AI Assistance icon.

  2. The AI Assistance modal will pop up, you will notice that the Proofread option is already selected. The Instructions box will contain the pre-set command: "Review and correct the following text for grammar, spelling, and punctuation errors." Click Generate to apply the necessary corrections.

  3. Review the AI generated response to see if the content, clarity, and tone all work for you. If anything needs adjusting, just type your changes in the Input Text box above, hit the Generate button, and your proof-read message will appear in the Generated Text box. Once approved, click the Insert Button.

  4. Your AI generated proof-read message will be displayed within the body of the email. If necessary, adjust the formatting, such as font, color, or style to your preference. Once you’re satisfied with the appearance of your email, click the Send button, and you’re all set!

Note: Results generated by AI may contain errors and should be reviewed for accuracy.

Translate an Email with AI Assistance

In today’s global business world, clear communication across languages is more important than ever. SmarterMail’s AI Assistance makes this easy with its Translate feature, allowing users to quickly and accurately translate emails into multiple languages.

For example, we asked AI Assistance to: "Write an email to all staff letting them know that the company fridge in the break room will be cleaned out every Friday afternoon, and any leftover items will be tossed." Since this organization is based in France, we need to translate the message into French.

The first draft was professionally written in English, so we use AI Assistance’s Translate feature to seamlessly convert it into French while maintaining clarity and tone. Simply select your text, choose Translate, and let AI Assistance handle the rest.

  1. To get started, in SmarterMail, click on New button. A dropdown menu will appear, select Email or simply click New to open a pop-up window. This will launch the email composition window (ensure pop-ups are enabled in your browser). In the editor toolbar, find and click the AI Assistance icon.

  2. The AI Assistance modal will pop up, you will notice that the Proofread option is already selected. Click the Select Command option to display your command options, in this case we're selecting Translate.

  3. The Instructions box will contain the pre-set command: "Translate the following text into [ insert language here ] while preserving the meaning." Type in your desired language. For this example, we've type in French. After typing in your desired language, click Generate for AI Assistance to translate your message.

  4. Review the AI translated email. Once approved, click the Insert Button.

  5. Your translated message will be displayed within the body of the email. If necessary, adjust the formatting, such as font, color, or style to your preference. Once you’re satisfied with the appearance of your email, simply click the Send button, and you’re all set!

Note: Translations generated by AI may contain errors and should be reviewed for accuracy before use.

Modify the Tone of an Email with AI Assistance

Tone is everything in communication, but in the digital world, it can easily get lost, after all, we’re reading words, not hearing them. SmarterMail’s AI Assistance makes it easy to fine-tune your message by rewriting it in a specific tone: professional, casual, or business.

The tone of an email sets the overall expression; formal, friendly, professional, or something in between, helping you ensure your message comes across exactly as you intend. For example, we asked AI Assistance to: "Write an email to all staff letting them know that the company fridge in the break room will be cleaned out every Friday afternoon, and any leftover items will be tossed." The first draft comes off a bit serious, so we use AI Assistance to adjust the tone to something more casual. The result was a message that feels more friendly and approachable while still getting the point across.

  1. To get started, in SmarterMail, click on New button. A dropdown menu will appear, select Email or simply click New to open a pop-up window. This will launch the email composition window (ensure pop-ups are enabled in your browser). In the editor toolbar, find and click the AI Assistance icon.

  2. The AI Assistance modal will pop up, you will notice that the Proofread option is already selected. Navigate down to Modify Tone.

  3. The Instructions box will contain the pre-set command: "Adjust the tone of the following text to match a [insert tone here, Professional, Casual, etc]." For this example, we're typed in Casual Tone. Click Generate for AI Assistance to generate the tone for your message.

  4. Review the AI generated message to see if the content, clarity, and tone all work for you. If something needs adjusting, just type your changes in the Input Text box above, hit the Generate button, and your updated message will appear in the Generated Text box. Once approved, click the Insert Button.

  5. Your AI generated message will be displayed within the body of the email. If necessary, adjust the formatting, such as font, color, or style to your preference. Once you’re satisfied with the appearance of your email, simply click the Send button, and you’re all set!

Copyright © SmarterTools Inc. All rights reserved.