Email Profiles: Context-Specific Responses

Every professional wears multiple hats in email communication. You write to clients differently than your team. Your tone with new contacts differs from established relationships.

Email profiles solve this systematically. They're saved configurations that capture your preferred settings for each context—tone, style, background information, and AI behavior.

The context switching problem

Without profiles, each email requires:

1. Identify context
2. Recall appropriate tone
3. Remember relevant background
4. Adjust settings
5. Generate email
6. Review for appropriateness

Time cost: 30-60 seconds of mental overhead per email.

With profiles:

1. Select profile
2. Generate email
3. Quick review

Time cost: 5-10 seconds.

What are email profiles?

A profile bundles:

• About you + How you write: Two short fields describing who you are and the tone you want
• Writing style: Learned passively from the threads you open with the add-on visible
• Background context: Company info, relevant URLs
• Tool preferences: Search, Maps, Knowledge

When you select a profile, all settings activate automatically.

Profile components

1. About you + How you write

When you create a profile, you fill in two optional fields: a quick description of who you are (role, company, who you usually write to) and a few notes on how you want to sound. Both are optional — Aeralis works fine without them, but a few sentences here help drafts land closer on the first try.

2. Style learning

Style learning is passive. Once a profile is active, Aeralis observes the messages you've written in any thread you open with the add-on visible and uses them to refine the voice for that profile. No forwarding, no copy-pasting, no "training" step.

This is where profiles get personal. Your client emails and your team emails probably don't sound the same. Style learning captures those differences automatically — and because each profile learns independently, your voices stay scoped to the right context.

3. Context/grounding

What additional information AI can access:

• Context URLs: Company website, reference pages
• Knowledge: Uploaded files, reference documents

4. Tool access

Per-profile customization (Google Search, Maps, and Context URLs are available on all plans):

• Google Search: Enable for sales prospecting, support
• Google Maps: Enable for location-aware communication
• Knowledge: Enable for reference documents

Common profile patterns

Professional profiles

Work - Client Facing

• How you write: "Polished, careful, warm but professional"
• Style learning: Active when reviewing client threads
• Context: Company website, case studies
• Tools: Search enabled

Work - Internal Team

• How you write: "Direct, casual, can use first names"
• Style learning: Active when reviewing team threads
• Context: None needed
• Tools: None needed

Role-specific profiles

Sales development rep

• How you write: "Punchy, one clear ask, no fluff"
• Style learning: Active when reviewing your best cold outreach and follow-ups
• Context: Sales deck, case studies
• Tools: Search enabled

Customer support

• How you write: "Acknowledge first, explain clearly, offer next step"
• Style learning: Active when reviewing resolved tickets
• Context: Reference documents
• Tools: Knowledge enabled

Manager feedback

• How you write: "Specific, kind, actionable"
• Style learning: Active when reviewing past feedback threads
• Context: None
• Tools: None

Building your profile system

Step 1: Identify your contexts

List every distinct "email mode" you operate in:

• External clients
• Internal team
• Leadership
• Specific accounts
• Personal

Step 2: Configure each profile

For each context:

1. Profile name (clear, descriptive)
2. A line or two in "About you" and "How you write"
3. Context sources (URLs, files)
4. Tool settings

Step 3: Let it learn your voice

Switch to the right profile when you're in that context, and open threads with the add-on visible. Style learning happens on its own — Aeralis picks up your greeting style, sign-off preferences, and sentence rhythm from the messages you've actually written. The more threads you review with that profile active, the sharper it gets.

Step 4: Test and refine

1. Generate 3-5 sample emails
2. Compare against your actual sent emails
3. Adjust the writing style if needed
4. Validate consistency across different topics

Profile examples

Sales SDR profile

Name: Sales - Cold Outreach

How you write: Short, punchy, one clear ask, casual but not sloppy.

Style learning: Activate the profile when reviewing your best cold outreach threads. Aeralis picks up your opening patterns, CTA style, and overall voice automatically.

Context: Company website, case studies Tools: Google Search enabled

Support profile

Name: Support - Customer Issues

How you write: Acknowledge the issue, explain the fix in plain language, end with a clear next step.

Style learning: Activate the profile when reviewing resolved ticket threads. Aeralis learns how you acknowledge issues, explain solutions, and close conversations.

Context: Reference documents Tools: Knowledge enabled

Profile consistency for teams

For teams, profiles enable:

• Brand consistency: Everyone starts from same baseline
• Faster onboarding: New hires inherit proven configurations
• Quality assurance: Standardized communication

Key takeaways

• Profiles eliminate context-switching overhead
• Start with the two optional fields (About you + How you write), then let style learning take over
• Open threads with the right profile active — Aeralis picks up your voice automatically
• Build profiles for your most common contexts first
• Profiles enable team consistency
• Start simple, expand as you learn

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Ready to scale further? Read next: Advanced Email Workflows

Frequently asked questions

How many profiles do I need? Start with 2-3 covering your most common contexts. Add more as needed. Most professionals find 4-6 profiles cover 90%+ of their email.

Can I share profiles with my team? Yes, many tools support profile sharing. This is especially valuable for maintaining brand consistency.

What if my email doesn't fit any profile? Use the closest profile and add context in your prompt, or generate without a profile for one-off situations.

How often should I update profiles? Review quarterly or when you notice consistent issues with output quality. Major role changes warrant immediate profile updates.

Do profiles work for all types of email? Profiles work best for email types you encounter regularly. One-off, highly unique situations may not benefit from profiles.