> For the complete documentation index, see [llms.txt](https://docs.crew.you/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.crew.you/mail/overview.md). # AI Mail AI Mail is your smart inbox — powered by Crew's AI. Instead of scrolling through dozens of emails, Crew reads them first, sorts them by importance, and even drafts replies for you. Open it from the **Mail** tab in the sidebar. ## How It Works 1. **Connect your email** — Link your Gmail or Outlook in Settings > Service Connections 2. **Crew reads your inbox** — AI scans your recent emails and learns your reply style 3. **Emails are sorted** — Each email gets a category: needs your action, worth a look, or just FYI 4. **Drafts are ready** — For emails that need a reply, Crew writes drafts in the background — they're waiting for you before you even open the email ## Smart Triage When you open Mail, your inbox is split into smart tabs: | Tab | What's in it | | ----------------------- | --------------------------------------------------------------- | | **Action needed** (red) | Emails that need your reply or action — this is your to-do list | | **Review** (orange) | Worth reading, but no reply needed right now | | **FYI** (blue) | Notifications, receipts, confirmations — skim or skip | | **All** | Everything in one view | Automated emails (newsletters, system notifications) and noise are filtered out automatically, so they don't clutter your tabs. ### Fix a Wrong Category If Crew puts an email in the wrong tab, you can move it yourself. Long-press (mobile) or right-click (desktop) the triage dot next to any email, then pick the correct category. Crew remembers your choice and that email stays where you put it. ### Smart CC Handling Emails where you're only CC'd — not the main recipient — are automatically moved to the FYI tab. Your action items stay front and center. ### Already Replied? If you've already replied to an email thread, Crew moves it out of "Action needed" automatically. No manual cleanup needed. ## AI Drafts ### Instant Drafts — Ready Before You Open For emails that need your reply, Crew writes a draft in the background before you even open the email. When you tap into a thread, the reply is already there — no loading, no waiting. These pre-generated drafts are based on the email snippet Crew saw during triage, so they might need a small tweak after you read the full thread. You'll see a small note letting you know the draft was pre-generated. Once you open the full email, you can: * **Use it as-is** and send right away * **Edit it** to add your own details * **Rewrite** with a single click for a fresh draft * **Guide the AI** — type what you want to say and let Crew write the full reply ### Smart Reply Suggestions For some emails, Crew shows 2–3 different reply options based on how you've responded to similar emails before. Each suggestion takes a slightly different approach — for example, one might accept a meeting request while another asks to reschedule. Pick the one closest to what you want, then fine-tune if needed. ### Smart Tones Crew suggests different tones for your reply based on the email's context. For example, a client email might show options like "Professional", "Warm", or "Brief". Pick one and the draft adjusts instantly. ### Translation & Bilingual Drafts If you receive an email in a different language, Crew helps in two ways: * **Email translation** — The email body is translated into your language, so you can read it without switching to a translator * **Bilingual drafts** — Crew writes the reply in the email's original language (so the recipient can read it naturally) and shows you a translation for reference ### When Drafts Don't Appear Crew skips auto-drafting for: * **No-reply addresses** — Automated service emails that can't receive replies * **CC-only emails** — You're just copied, not the main recipient * **Newsletters and notifications** — No point replying to these For no-reply emails, Crew shows a helpful notice explaining it's an automated message. ## Thread View Long email threads are displayed as an accordion — each message is collapsed into a one-line summary with the sender name, preview text, and date. Click any message to expand it. ### Thread Intelligence For important threads, Crew provides an expandable **Thread Intelligence** card with: * **Summary** — What the conversation is about * **Agreed items** — Points everyone has agreed on * **Pending items** — Unresolved discussion points * **Your action items** — Things you need to do * **Key facts** — Important numbers, dates, or names * **Schedule check** — If someone proposed a meeting time, Crew checks your calendar for conflicts * **Requested files** — If someone asked for a file, Crew searches your Drive and shows matches ## Reading Emails ### Recipient Details The email header shows who received the email. Click to expand and see: * **From** — Sender's full name and email * **To** — All recipients * **Cc** — Carbon copy recipients * **Date** — Full date and time ### Light / Dark Mode A toggle in the top-right corner of the email body lets you switch between light and dark mode — just for the email content, independent of your app theme. Great for HTML emails with white backgrounds at night. ### Quoted Content Quoted text from previous replies is automatically collapsed. Click the **"..."** button below the message to expand it. ## Sending Emails ### Compose Click the compose button (top-right) to write a new email. You can: * Add multiple recipients (To, CC, BCC) * Write in Markdown (bold, italic, links) * Attach files from My Files or upload from your computer * Drag and drop files directly into the compose area * Ask AI to write a draft — just describe what you want and Crew writes the full email * Send with **Cmd+Enter** (Mac) or **Ctrl+Enter** (Windows) ### Reply & Forward * **Reply** — Reply to the sender only * **Reply All** — Reply to everyone in the thread * **Forward** — Send the email to someone else ### Schedule from Reply When you're replying to an email about a meeting, Crew can create a calendar event at the same time. A schedule card appears automatically with: * **Suggested time and title** — Based on the email conversation * **Meeting link** — Google Meet (for Gmail) or Microsoft Teams (for Outlook), added automatically * **Attendees** — Pulled from the email thread * **Conflict check** — If the time overlaps with an existing event, you'll see a warning with alternative times Just toggle the schedule card on, adjust the details if needed, and send your reply. The event is created automatically after the reply is sent. ### Other Actions * **Archive** — Move out of inbox * **Delete** — Move to trash * **Dismiss** — Hide from your list for this session ## AI Learning When you first open Mail, Crew indexes your recent emails to learn your writing style. You'll see a progress indicator: * "Learning your email style..." — Indexing in progress * "Ready to draft replies" — Done! AI drafts will now match your tone * "{count} past replies learned" — Shows how many examples Crew studied ## Overdue Reply Nudges In the "All" tab, Crew shows a gentle reminder for emails that have been waiting for your reply for more than 48 hours. Click to open and reply, or dismiss if no response is needed. ## Requirements * **Gmail** or **Outlook** account connected in Settings > Service Connections * Basic plan or above (Mail is not available on the Free plan) ## Tips * **Start with "Action needed"** — Handle the red tab first. The rest can wait. * **Trust the triage** — Crew's sorting is pretty accurate. If something's miscategorized, right-click the dot and move it — Crew learns from your corrections. * **Check Smart Reply Suggestions** — Before writing from scratch, see if one of the suggested replies is close to what you want. It's often faster to tweak a suggestion than to start fresh. * **Use Smart Tones** — They save you the mental effort of deciding how to phrase your reply. * **Don't worry about drafts** — They're suggestions, not commitments. Edit freely or ignore them. * **Check Thread Intelligence** — Before a long reply, expand the card to make sure you haven't missed any action items.