The Future of Business Email: How AI Tools Will Improve Your Inbox

Oren Todoros
By Oren Todoros, Updated on May 23, 2023, 6 min read
AI Tools to Improve Your Inbox

Email, if you’re like me, chances are that you have a love/hate relationship with it. Despite its shortcomings, email has changed the way we connect, collaborate, and do business. But let’s face it, email isn’t perfect.

In my two previous articles, I talked about AI for teamwork. How AI is reshaping the future of work and how AI can elevate creativity, communication, collaboration, and campaign effectiveness of using AI tools for marketing agencies.

In this post, we will explore the history of email, its current state, the existing shortcomings for business use, and, most importantly, how artificial intelligence (AI) will revolutionize our inboxes, by transforming the way we communicate.

A brief history of email

Picture this: It’s 1971, and Ray Tomlinson, an engineer at Bolt, Beranek, and Newman (BBN), is working on a project to connect computers. He realizes that it would be useful to have a way for users to send messages to each other. He creates the first email program, called SNDMSG, and sends the first email message to himself.

Email quickly became popular, and by the early 1980s, it was the standard way for people to communicate with each other. In the 1990s, the rise of the internet made email even more popular, and today, it is used by billions of people around the world.

Fast-forward a few years, and suddenly, we can send instant messages, documents, and files around the globe at lightning speed. But let’s be honest: Email today isn’t all rainbows and unicorns. Our inboxes are overflowing with messages. It’s like a never-ending avalanche! This avalanche of emails can be overwhelming, making it a real challenge to keep things organized and find the important stuff. And boy, do we waste time searching for that needle in the haystack!

Plus, our email platforms don’t always get us. They lack the smarts to understand what we want and need, which can slow us down and frustrate us to no end.

Despite all this, businesses still rely on email to get important work done. It’s like a productivity roller coaster. We spend ages sorting through our cluttered inboxes, trying to find the important emails, and making sure nothing slips through the cracks. It’s a serious drain on our time and energy. And let’s not forget the mess it creates when our workflows don’t play nicely with email.

The role of AI in the email revolution

The good news is, there is hope for email yet. AI is about to rock our email world and turn it upside down (in a good way!). With the power of AI, email becomes an ally, making our lives so much easier. Check out these game-changing AI features that will revolutionize our inboxes:

  • Intelligent Email Sorting: AI can assist in filtering out spam, phishing attempts, and other malicious emails, providing enhanced security and protection to users. By understanding patterns and user preferences, AI algorithms can continuously learn and improve the accuracy of filtering mechanisms.

  • Automated Email Responses: AI can enable automated email responses, allowing users to set up intelligent email templates that provide timely and relevant replies to routine inquiries. This not only saves time but also ensures prompt responses to customer queries, improving overall customer satisfaction.

  • Natural Language Processing (NLP): AI-powered NLP algorithms can comprehend email content and extract important information. This enables features like intelligent summarization, sentiment analysis, and even language translation, facilitating efficient communication across language barriers.

  • Workflow Integration: AI can integrate with other productivity tools, such as calendars, project management systems, and customer relationship management (CRM) software. This integration allows for seamless collaboration, enhanced task management, and better organization of emails within the broader context of workflows.

  • Predictive Analytics: AI can analyze past email interactions, user behavior, and preferences to provide predictive insights. These insights can help users anticipate their email requirements, suggest optimal response times, and even recommend suitable attachments or related information.


AI in email for business, a look ahead

Email has come a long way since its inception, but the challenges it poses for businesses today are undeniable. However, with the advent of artificial intelligence, the future of email looks promising.

Here are 10 ChatGPT prompts to help you write better email replies and make your business emails more efficient:

  1. “Provide me with tips to write concise and effective email subject lines that grab attention.”

  2. “Help me craft a professional yet friendly email introduction for a new client.”

  3. “Suggest ways to structure my email body to ensure clarity and easy readability.”

  4. “Give me advice on using appropriate tone and language in business emails.”

  5. “Provide me with techniques to improve my email response time and maintain promptness.”

  6. “Assist me in creating email templates for common inquiries or requests.”

  7. “Recommend strategies to personalize my email communication and make it more engaging.”

  8. “Help me convey complex information clearly and succinctly in my emails.”

  9. “Provide tips on effectively using bullet points or numbered lists in email communication.”

  10. “Assist me in ending my emails professionally and with a clear call to action.”


Is AI Email the next generation of communication?

AI next generation

By leveraging the capabilities of artificial intelligence (AI), email clients can provide a personalized and efficient email experience. Intelligent email sorting algorithms can learn from user preferences, behavior, and historical data to prioritize and categorize emails. This ensures that important messages are readily accessible, reducing the risk of missing critical information. Users can focus their attention on high-priority emails, improving overall productivity and response times.

Additionally, AI can significantly enhance email filtering mechanisms. Machine learning algorithms can detect and filter out spam, phishing attempts, and malicious emails more accurately. This strengthens security measures and protects users from potential threats, mitigating the risk of data breaches and cyberattacks.

Automation is another area where AI can revolutionize email communication. With AI-powered automation, routine tasks such as generating email responses can be streamlined. Users can create intelligent email templates capable of understanding and responding to common inquiries. This not only saves time but also ensures consistent and prompt customer service, leading to improved customer satisfaction and loyalty.

Integrating email with other productivity tools is another way AI can propel email communication forward. By integrating with calendars, project management systems, and CRM software, AI-powered email clients can provide a holistic view of workflows. This integration ensures that emails are understood within the context of broader projects and enables seamless collaboration, task management, and information organization. Users can access relevant information and context directly within their inbox, saving time and reducing the need to switch between multiple applications.

Spike’s conversational email approach

group chat email


Spike is already making strides towards bringing email directly into your email inbox. Today, Spike turns business communication into simple conversations, enabling seamless messaging between clients, managers, and colleagues. Spike works like an instant messaging app with the powerful functionality of an email, giving users the freedom to do everything from their inbox: chat, plan, organize, collaborate on notes and tasks, video chat, and manage calendars. Plus, with Spike, you can communicate with anyone, even if they’re not using the platform.

Imagine traditional email threads becoming chat-like conversations. Spike makes this a reality, making it a breeze for team members to communicate, collaborate, and share information in real-time. No more endless back-and-forth replies. Instead, you can have a smooth and efficient exchange of ideas. Spike revolutionizes the way teams work together, making communication seamless and hassle-free.

Overall, AI has the potential to revolutionize email communication, making it more efficient, effective, and secure. By leveraging the capabilities of AI, email clients can provide a personalized and efficient email experience, enhance email filtering mechanisms, automate routine tasks, and integrate email with other productivity tools.

In conclusion, email has been a staple in our digital communication landscape for decades, but it is not without its challenges. However, the future of email looks bright with the integration of artificial intelligence. AI has the potential to revolutionize our inboxes by providing intelligent email sorting, advanced filtering mechanisms, automation of routine tasks, NLP capabilities, seamless integration with other productivity tools, and predictive analytics. These advancements will not only enhance productivity but also improve the overall email experience for businesses. As AI continues to evolve, we can expect our inboxes to become smarter, more efficient, and tailored to our individual needs. The future of email is on the horizon, and AI will undoubtedly play a significant role in shaping it.

Oren Todoros
Oren Todoros Oren is a strategic thinker with over 20 years of experience in the marketing industry and is the current Head of Content Strategy at Spike. He's also the proud father of 3 beautiful daughters and a dog named Milo.

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