Teach Your AI Through Action
Modern email platforms like Gmail and Outlook use AI that learns from your behaviour. The single most powerful way to train this AI is through consistent, manual action. When you find a critical client email in your 'Other' or 'Promotions' tab, don't
just reply to it—move it to your 'Focused' or 'Primary' inbox. If an internal newsletter lands in your priority view, move it to another folder. Every time you move a message, you're teaching the algorithm. For instance, right-clicking an email in Outlook and selecting "Always Move to Focused inbox" sends a strong signal that all future messages from that sender are important. This repetitive correction is the foundation of a smarter inbox, as the system takes into account the contacts and emails you interact with most.
Create Smart Labels and Folders
Don't just rely on the default inbox tabs. Create a clear structure with labels or folders that separate external and internal communication. For example, create a folder named “Clients” and another called “Internal Updates.” Many platforms now allow you to create rules that automatically move messages. In Outlook, you can create a rule that specifically looks for the 'External' tag that is often automatically applied to messages from outside your organization and moves them to a dedicated folder. In Gmail, you can set up filters that apply a “Client” label to any email that does not come from your company’s domain. This initial sorting gives the AI a clear, rule-based framework to build upon.
Prioritise Senders, Not Just Domains
While filtering by a client’s entire domain is a good start, it’s more effective to prioritise specific individuals. Not every email from a client organisation is urgent. Identify your key contacts—the decision-makers and primary points of contact. Many email clients allow you to designate certain senders as 'VIPs' or important. Use this feature. When you consistently mark emails from these specific people as important, the AI learns to elevate their messages above others, even those from the same company. This helps the system understand that a message from the client's project lead is more critical than a generic marketing blast from their company.
Use Keywords to Signal Urgency
AI algorithms analyse the content and subject of your emails to determine their importance. You can guide this by establishing keyword-based filters. Create rules that scan for words that signal client urgency, such as “urgent,” “proposal,” “issue,” “deadline,” or specific project names. For example, a filter could automatically apply an “Urgent” label and star any email that contains the phrase “Action Required” in the subject line. Conversely, you can create filters that de-prioritize internal chatter by looking for words like “team lunch,” “update,” or “FYI,” automatically archiving them or moving them to a low-priority folder.
The Power of Muting and Consistent Correction
Just as important as flagging what’s critical is telling the AI what isn’t. Use the 'Mute' or 'Ignore' feature on long, irrelevant internal email threads. This action teaches the system to deprioritize similar conversations in the future. Training your email AI is not a one-time setup; it’s an ongoing process. The AI gets smarter the more you use it, but it will still make mistakes. Whenever you see a miscategorized email, take the five seconds to move it to the correct folder. This consistent feedback loop is crucial. A well-trained AI doesn't just clean up your inbox—it builds a system that helps you focus on the communications that drive your business forward.
