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Email Management with AI: An Overview

AI Assistants

In today's fast-paced business world, email management has become a critical aspect of daily operations. With the advent of artificial intelligence (AI), businesses can now automate and streamline their email processes, saving time and increasing productivity. In this overview we'll explore various AI-powered email management solutions that can help make your life easier, focusing on the two main email service providers and several third-party solutions.

Email Service Providers

Microsoft Copilot in Microsoft Outlook 365

Microsoft Copilot is an AI-powered assistant integrated into Microsoft 365 applications, including Outlook. A subscription for Microsoft Copilot costs €28.10 per user per month, with a minimum duration of 1 year. With Copilot, users can:

  • Draft emails, receive improvement suggestions, and translate emails
  • Summarize email threads and mark important items
  • Clean up inboxes and search for specific emails
  • Summarize activities and interactions of specific people

Copilot seamlessly integrates with other Microsoft 365 applications like Teams, Word, PowerPoint, and Excel, providing a comprehensive productivity solution.

Gemini with Google Workspace

Google's Gemini AI is now integrated into Gmail and other Google Workspace tools. A subscription for Gemini starts at €19.20 a month with a 1-year contract. With Gemini in Gmail, users can:

  • Draft emails and receive contextual smart replies
  • Ask questions about emails and receive summaries
  • Automate tasks like receipt management and data entry (upcoming feature)

As Gemini continues to evolve, more features will be added to enhance email management and productivity within the Google Workspace ecosystem.

Third-Party Solutions


SaneBox is an advanced AI-driven email management tool that helps users prioritize important emails and filter out distractions. It works with various email services and automatically moves incoming emails to predefined folders, helping users organize their inboxes. SaneBox also offers a snooze feature for emails and starts at $7 a month.


Shortwave is a tool/extension that can be used with Gmail. It offers features like email search, summarization, and drafting responses in the user's style. Users can also chat with the AI about their emails and ask various questions. Shortwave offers a free version.


Flowrite is an AI-powered writing assistant that supports multiple email services. It can be used to write professional emails in the user's tone of voice, with pricing starting at $4 a month.


Superhuman is a premium email management tool that combines helpful features with AI support. The AI can help automate sorting, categorizing emails, and writing responses. Superhuman's pricing starts at $30 per user per month.


EmailTree is an advanced AI-powered email management and automation platform focused on customer service and support teams. It categorizes and prioritizes incoming emails based on content, generating answers and tasks that can be reviewed by a human before sending. EmailTree's pricing starts at €120 a month.

Custom Solutions


Levity is a no-code AI automation tool that can be used to summarize, classify, extract, and generate text. With the right configuration, it can be utilized for email management. It is free for the first 50 emails per month and costs $299+ if you need more.

Completely Custom Solution

Using Large Language Model (LLM) APIs or local LLMs, it is possible to build a completely custom email management solution that could perform most of the tasks mentioned above. A local (private) LLM could run on a laptop where the email software is installed or on a server that only the company has access to, ensuring maximum privacy.

Pros and Cons of AI Email Management Solutions

Ease of Use

The easiest solution to improve email efficiency is by using the email service provider that is already in use. Both Google and Microsoft are major players in the AI field, so their solutions are expected to be top-notch and regularly improved. The second easiest option is to use third-party services specialized in AI email management, although setting up a new service might require some extra effort. Custom solutions will be the most challenging to set up, as they need to be configured or built according to specific requirements.


Some third-party services offer the cheapest per-user prices, but advanced subscriptions or specific use cases can be expensive. Email service providers like Google and Microsoft come after third-party services in terms of affordability. Custom solutions will be the most expensive for a small number of users but could be the most cost-effective when many people in the company are using them.


For maximum privacy, a custom solution with a local (private) LLM is the best option, as all email information stays within the company. Email service providers come in second place for privacy, as they already have access to the email data if their service is being used. Third-party solutions and custom solutions that use third-party APIs or services rank last in terms of privacy.


The best AI email management solution for a company depends on its current email setup and specific requirements. However, every business can benefit from the increased efficiency provided by AI-powered email solutions. If you'd like to learn more about the optimal solution for your company or explore other AI-driven improvements, feel free to contact us at