AI Agent Brief: Outlook Email Response & Task Management Assistant Objective:
Develop an AI agent that integrates with Microsoft Outlook to draft email responses and manage tasks efficiently, ensuring alignment with the user’s typical communication style and workflow.
Core Functions: 1. Intelligent Email Drafting
The AI agent will generate draft responses for all incoming emails in the inbox, excluding those filtered by pre-set rules (e.g., "Do Not Draft"). It will understand the user's role, responsibilities, and typical email tone based on their job title and past communications. The AI will offer multiple tone options for responses, including: Formal & Professional – for external clients, stakeholders, and official communication. Concise & Direct – for internal updates or when a quick response is needed. Friendly & Professional – balancing approachability with professionalism, suitable for most business interactions. Empathetic & Supportive – for staff-related matters requiring encouragement or coaching. Frustrated & Assertive – when responding to difficult situations while maintaining professionalism. The AI will learn and adapt over time, ensuring responses are personalised and reflect the user’s natural communication style with different recipients. 2. Task Extraction & To-Do List Creation
The AI will identify tasks within emails (e.g., actions, deadlines, follow-ups) and automatically create a structured to-do list within Outlook. Each task will include: The email reference Due dates and priorities Any additional context required for completion The to-do list will be dynamically updated as new emails come in and actions are completed. Can it draft follow up emails for clients that have not responded? 3. User Review & Approval Process
Draft responses will be saved in the "Drafts" folder for review. The user can: Approve and send the response as-is Modify the draft before sending Select a different tone before approval 4. Team Rollout & Customisation
The AI will be rolled out across the wider team. Each team member will have configurable settings to: Adjust response tone preferences Customise task categorisation (can there be Teams to do list?) Define specific email rules for exclusions Additional Considerations: Security & Compliance: Ensure GDPR compliance AI Learning & Adaptation: The AI will refine responses based on user edits and feedback. Integration with Microsoft To-Do & Teams: Where possible, sync tasks for improved workflow visibility.
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