Get more out of your AI email assistant

AI email generation is only as good as the input you give it. Here are five tips for consistently better results.

1. Be specific about context

Instead of: "Write an email to Bob about the project"

Try: "Write an email to Bob (my direct report) about the Q4 marketing project. We need to reschedule next week's review meeting from Tuesday to Thursday due to a client conflict."

The more context you provide, the more relevant and accurate the generated email will be.

What to include:

Relationship to the recipient
Background on the topic
Specific action items or requests
Relevant dates or deadlines

2. Use profiles strategically

Don't rely on a single profile for everything. Create dedicated profiles for:

Client communications -- formal, careful, polished
Team updates -- direct and conversational
Cold outreach -- punchy, with a clear ask
Personal emails -- warm and casual

Each profile has its own grounding tools and learns your writing style independently. The first time you open a thread with a profile active, Aeralis starts picking up your greetings, sign-offs, and sentence patterns from what's already in your sent mail in that thread — so the output sounds like you, and the right version of you for that context.

3. Let it learn your writing style

The best way to get emails that sound like you is to actually use Aeralis on real threads. Style learning is passive: when you open a thread with the add-on visible, Aeralis quietly observes the messages you've written there and uses them to refine your voice for the active profile.

How to make this work for you

For client profiles: Open Aeralis on a few threads where you nailed the client tone. It'll pick up that voice for future client drafts.
For internal profiles: Browse team threads with the internal profile active — Aeralis learns your casual cadence.
For outreach profiles: Open past cold emails and follow-ups while the outreach profile is selected.

Why this works

Aeralis picks up your greetings, sign-offs, sentence length, and word choices from real messages you've actually written. No forwarding, no copy-pasting — just open the threads that represent how you want to sound, and the profile takes care of the rest.

4. Use grounding tools

Grounding tools connect the AI to real-world information:

Context URLs

Add URLs to your profile that the AI can reference:

Company website and product pages
Internal documentation
Client websites

Google Search

Enable this for emails that need current information:

Industry news references
Recent company announcements
Current pricing or availability

Google Maps

Enable location-aware emails that reference places, addresses, and directions accurately.

Knowledge (Pro plan)

Upload documents the AI can search through:

Product specifications
Pricing sheets
Company policies
FAQs and documentation

Context URLs, Google Search, and Google Maps are available on all plans, including free.

5. Iterate and refine

Your first generation doesn't have to be your last:

Generate the initial draft
Review for accuracy and tone
Regenerate with adjusted instructions if needed
Edit the final output manually

Don't be afraid to regenerate with more specific instructions:

"That's good, but make it 30% shorter and add a bullet list summarizing the three main deliverables."

Bonus: Build a prompt library

Keep a document with your most effective prompt templates:

Meeting Request Template:
"Write an email to [recipient] requesting a [duration] meeting
to discuss [topic]. Suggest [timeframe] and mention I'm flexible
on timing. Keep it brief and professional."

Conclusion

AI email generation works best when you treat it as a collaboration. Provide clear context, use profiles strategically, let style learning happen naturally as you use the add-on, and don't hesitate to iterate. With practice, you'll develop a workflow that saves hours every week.

What tips have worked best for you? Let us know!

5 Tips for Better AI Email Generation