Tag Archives: Outlook

AI Email Workflows Eliminate Need for Manual Email Responses

When i read the article “How to use Gmail templates to answer emails faster.”  I thought wow, what an 1990s throwback!

Microsoft Outlook has had an AI Email Rules Engine for years and years. From using a simple Wizard to an advanced construction rules user interface. Oh the things you can do. Based on a wide away of ‘out of the box’ identifiers to highly customizable conditions, MS Outlook may take action on the client side of the email transaction or on the server side. What types of actions? All kinds of transactions ranging from ‘out of the box’ to a high degree of customization. And yes, Outlook (in conjunction with MS Exchange) may be identified as a digital asset management (DAM) tool.

Email comes into an inbox, based on “from”, “subject”, contents of email, and a long list of attributes, MS Outlook [optionally with MS Exchange], for example, may push the Email and any attached content, to a server folder, perhaps to Amazon AWS S3, or as simple as an MS Exchange folder.

Then, optionally a ‘backend’ workflow may be triggered, for example, with the use of Microsoft Flow. Where you go from there has almost infinite potential.

Analogously, Google Gmail’s new Inbox UI uses categorization based on ‘some set’ of rules is not something new to the industry, but now Google has the ability. For example, “Group By” through Google’s new Inbox, could be a huge timesaver. Enabling the user to perform actions across predefined email categories, such as delete all “promotional” emails, could be extremely successful. However, I’ve not yet seen the AI rules that identify particular emails as “promotional” verses “financial”. Google is implying these ‘out of the box’ email categories, and the way users interact, take action, are extremely similar per category.

Google may continue to follow in the footsteps of Microsoft, possibly adding the initiation of workflows based on predetermined criteria. Maybe Google will expose its AI (Email) Rules Engine for users to customize their workflows, just as Microsoft did so many years ago.

Although Microsoft’s Outlook (and Exchange) may have been seen as a Digital Asset Management (DAM) tool in the past, the user’s email Inbox folder size could have been identified as one of the few sole inhibitors.  Workaround, of course, using service accounts with vastly higher folder quota / size.

My opinions do not reflect that of my employer.