TL;DR Most AI email assistants primarily focus on drafting emails, automating responses, and prioritizing incoming messages. While some include basic search and summarization features, Qatalog stands out with its advanced capabilities, offering deep search, cross-platform data retrieval, and comprehensive summarization.
This blog will guide you in selecting the best AI email assistant for your specific needs. As you read through the various options, rate each of the following requirements on a scale of 1 to 5, identifying any deal-breakers along the way. This process will help you shortlist viable options. Key factors to consider include:
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Enterprise search capabilities.
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Privacy features.
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AI email writing assistance.
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Speed and productivity.
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Contact management.
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Cost considerations.
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Platform integration.
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User interface.
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Learning curve.
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Team collaboration.
Now, let's compare your requirements with AI-powered email assistants.
AI email assistant for deep search and cross-platform information retrieval
Qatalog
Qatalog redefines what an AI email assistant can be. Unlike traditional email assistants that help you write and organize emails, Qatalog connects your inbox to all essential company tools—like Google Workspace, Salesforce, databases, and document storage systems to give you more context about emails without switching tabs.
How it works
For example, you can ask the Qatalog AI assistant, “What do we know about the ABC project” and Qatalog will:
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Pull relevant info from Gmail/Outlook and other relevant tools.
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Give you a quick overview of the project.
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Link to information sources.
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Suggest logical next steps.
Qatalog’s AI email assistant understands your search intent so it can handle more complex tasks such as "What's happening with the website redesign?"
Understanding search intent means Qatalog will:
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Understand context without exact keywords.
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Scan multiple sources for project updates and status information.
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Identify key decisions and timelines.
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Present information in an organized format.
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Point you to relevant team communications.
Key features
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Intelligent search that understands natural language questions.
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Searches across your emails and all connected platforms.
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Provides organized, actionable summaries.
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Links directly to source information.
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Seamless integration to Gmail, Outlook, Salesforce, and more.
Why choose Qatalog as your AI email assistant?
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Instant context: Access live data from Salesforce, databases, and internal tools directly in your inbox, with instant answers from your company’s knowledge base—no more tab-switching.
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Time-saving efficiency: Draft responses faster with accurate, current information and quickly find past conversations and related documents for informed email handling.
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Enterprise-ready: Secure, permission-based access with no data storage or duplication.
Perfect for
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Sales teams accessing customer data while responding to emails.
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Support teams finding product and policy information.
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Managers coordinating projects.
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Knowledge workers needing quick access to company information while handling email.
Pricing
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The pro plan starts at $15 a month per user.
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Custom offer for enterprises after booking a demo.
AI email assistants with limited search and summary capabilities
Microsoft Copilot in Outlook
Copilot is an AI email assistant integrated with the Microsoft ecosystem. It can summarize lengthy email threads and draft responses based on the context of conversations. It also integrates deeply with other Microsoft apps, making it useful for accessing data stored across the Microsoft suite.
However, Copilot’s search capabilities are limited to the Microsoft ecosystem, and it lacks the multi-platform data retrieval that Qatalog offers. Copilot AI in Outlook is only available for certain accounts.
Key features
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Email thread summarization.
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Response drafting.
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Integration with Microsoft 365 apps.
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Document search within the Microsoft ecosystem.
Considerations
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Search is limited to Microsoft platforms.
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Best suited for Microsoft-centric organizations.
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Requires Microsoft 365 subscription.
Check out the Copilot vs ChatGPT direct comparison page.
Google Smart Compose & Smart Reply (in Gmail)
Google offers native Gmail AI email writing assistance that also includes search functionality with built-in filters. Smart Reply and Smart Compose use machine learning to provide predictive writing suggestions in emails and documents. It’s easy to enable AI email writing assistance through preferences and accept suggestions with tab or arrow keys.
However, Gmail’s search doesn’t always work properly, and its suggestions may not always be factually correct. It is confined to its platform without integration with other external tools or sources for comprehensive data retrieval.
Key features
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Helps write documents and emails faster.
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Available in main content and comments.
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Simple one-click acceptance.
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Customizable through preferences.
Considerations
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Suggestions may not always be correct.
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Limited to Google Workspace environment.
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Language availability restrictions.
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Machine learning-based suggestions reflect general language patterns.
AI email assistants for email management and writing
ChatGPT
ChatGPT is a popular choice for users looking for a generative AI tool to help them with email writing and content optimization. It can draft a complete email from brief descriptions and improve your email’s clarity and grammar.
However, dedicated AI email assistants, with their purpose-built features and direct email integration, are more appropriate for serious email productivity. ChatGPT doesn’t provide real-time access to your inbox or integration with your existing workflows. Check out the more integrated and secure ChatGPT alternative for business data.
Key features
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Email composition from prompts and outlines.
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AI writing support and email optimization, i.e., generates variations for different contexts.
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Tool for learning best email writing practices.
Considerations
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Not designed for sensitive business communications.
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No out-of-the-box email platform integration.
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Can't access your inbox or history.
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Doesn't learn your writing style.
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Requires manual copy/paste.
Superhuman
Superhuman is a speed-focused AI email assistant designed for high-volume users who need an efficient, organized inbox. Its AI-powered system helps users reach inbox zero with context-aware features like instant one-line summaries and pre-generated replies based on context. This AI email manager can also transform brief notes into complete messages while maintaining your personal voice and style.
Key Features
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Intelligent email prioritization system.
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Keyboard shortcut optimization.
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Smart scheduling and snooze.
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Follow-up automation.
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AI email writing and editing.
Considerations
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Focus on inbox management.
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Limited to email organization.
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Premium pricing model.
Lavender
Lavender is a sales-focused AI email assistant providing personalized email suggestions and insights, such as real-time email tone, length, and structure feedback. This AI email helper allows users to optimize subject lines, improve email copy, and track engagement metrics to refine their approach over time.
Key features
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Real-time, context-aware writing feedback.
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Tone and structure analysis.
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Email response rate optimization.
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Sales-focused templates.
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Integrates with popular email platforms.
Considerations
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Sales-specific functionality.
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Email composition focus.
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Limited integrations with other company tools.
Boomerang Respondable
This email assistant uses artificial intelligence to analyze email drafts for effectiveness. It offers actionable insights into your writing style to increase the likelihood of email responses and improve email quality.
The AI can also suggest the best email send times and provide tips for optimizing subject lines, length, and tone.
Key features
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Email effectiveness scoring.
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Optimal send time suggestions.
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Subject line optimization.
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Length and tone recommendations.
Considerations
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Focus on email quality.
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Limited to composition.
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Basic integration options.
What is an AI email assistant?
An AI email assistant is a digital tool that uses artificial intelligence to streamline email management and make email communication faster, more accurate, and personalized. These assistants can automate routine tasks, perform cross-platform searches, and generate tailored responses, helping you manage your inbox more easily. AI email assistants can work directly within your email client or through integrations with email platforms, adding advanced capabilities to the traditional, manual email process. This brings unparalleled speed and efficiency to your email workflow.
What can AI email assistants do?
AI email assistants offer a range of helpful features that go beyond email writing, including:
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Context-aware summaries: Tools like Superhuman or Qatalog analyze email threads, summarizing key points from long chains and surfacing important details for faster understanding.
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Email search enhancement: Qatalog provides AI-driven enterprise search across emails and other connected platforms, helping you locate information or conversations quickly.
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Calendar integration: Many AI email assistants, including Qatalog, integrate with calendars, allowing you to seamlessly suggest meeting times or add events directly from an email thread.
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Inbox management: AI email assistants like Microsoft Outlook's Focused Inbox or Spark, can help sort, prioritize, and filter emails to declutter your inbox, bringing high-priority messages to the forefront.
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Automated follow-ups: Some AI assistants, e.g., Yesware, track unanswered emails and prompt you to follow up, ensuring important emails don't get lost.
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Smart email composition: Assistants like Grammarly and ChatGPT provide grammar, spelling, and style suggestions or even generate customized email drafts based on your input.
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Quick reply generation: They can suggest quick responses based on the context of an email, saving you time with ready-made replies that feel personalized.
What is the best AI assistant for writing emails?
The best AI assistants for writing emails cater to different needs.
For example, Grammarly offers real-time grammar and style suggestions, ensuring your emails are polished and professional.
For more tailored responses, ChatGPT can generate one-off, customized emails based on the brief you provide.
If you’re looking for a tool that goes a step further, Superhuman offers intelligent, context-aware replies by accessing your email history and providing cross-email summaries.
Additionally, Qatalog can enhance your email writing process by providing relevant context, ensuring you have all the information you need. Each tool has unique strengths, so the best choice depends on the level of assistance and context you require.
Are purpose-built AI tools for emails better than ChatGPT?
Purpose-built AI email assistants and general AI tools like ChatGPT serve different needs in email management. Purpose-built solutions offer integration with email platforms, enabling real-time AI processing, deep context awareness of your communications, enterprise-grade security, and AI email automation that adapts to your patterns.
In contrast, general AI tools for email writing, like ChatGPT, while versatile, require manual copying and pasting. Their lack of direct integration with Outlook, Gmail, and other company tools means no access to email history and more generic responses.
This key distinction means purpose-built assistants function as true productivity tools that enhance your entire email workflow, while general AI serves more as a writing aid for specific email tasks.