What it does
Smart Outlook is an email assistant built on IntraLLM. It connects your mailbox to a private AI so you can:
- Summarise long threads into the essentials — decisions, actions, deadlines.
- Categorise incoming mail by importance, topic or sender with automatic tags.
- Draft replies in your tone, grounded in your knowledge bases (policies, past decisions, product facts).
- Prioritise — surface what needs you today and queue the rest.
- Search your history — find "that email about the renewal" in seconds.
Because the assistant runs inside your environment, mailbox content and generated replies stay under your control — a key requirement for regulated organisations.
Typical use-cases
| Scenario | How Smart Outlook helps |
|---|---|
| Monday inbox avalanche | Summarise the weekend backlog; produce a triaged action list. |
| Client correspondence | Draft on-brand replies that reference the correct policy or prior decision. |
| Meeting scheduling | Propose times from thread context and your stated availability. |
| Executive briefings | Produce a daily digest of the mail that matters, grouped by project. |
| Escalations | Detect frustration keywords, flag high-priority messages, draft holding replies. |
Setting it up
- Create the assistant — build a template named "Smart Outlook" with instructions covering your tone, signature rules, and what it must never do (for example: never send, only draft). See Creating Templates.
- Connect the tools — register your email system as a tool server so the assistant can read and draft on your behalf. Your administrator manages tool connections. See Tools (Admin).
- Ground it — attach the knowledge bases it should quote (brand voice guide, support policies, product FAQ). See Knowledge Bases.
- Human approval — keep the assistant in draft mode; a person reviews and sends. Configure approval habits for your team.
Best-practice guardrails
- Always review before sending. The assistant drafts; a human decides.
- Whitelist its permissions — read + draft, not send/delete, until a strong reason emerges.
- Watch sensitive mail — restrict the assistant to the mailboxes and folders appropriate for each group. See Permissions.
- Keep it current — update the knowledge bases as policies change so drafts stay correct.
Related
- Process Automation — for fully scripted email workflows
- Agentic Workflows