Guides / Email triage
Email triage
Sorting, labelling and routing the shared inbox. Typical: about 4 hours a person a week. AI could take roughly 30% (illustrative).
5 steps
- 1
Make 4 or 5 simple labels: Sales, Billing, Support, Spam, Other.
- 2
Set rules for the obvious senders.
- 3
Use the built in AI assistant to summarise long threads.
- 4
Draft replies with AI, but a person hits send.
- 5
Check the Other pile daily.
🧰 Tools that can do this
Outlook rules and Copilot, Gmail filters and Gemini.
🆓 Do it free
Ollama with Open WebUI for private summaries. See free tools and StackSwitcher for switching guides.
🔒 Keep it safe
Do not paste personal, staff or client details into public AI tools. A person checks the output before it counts.
🆓 Option 1: Do it free
Open source tools you can run yourself, no licence fees. You will need someone handy to set them up and keep them updated.
- Ollama: run ai models on your own computer.
- Open WebUI: a friendly chat screen for local ai.
📦 Option 2: Get the click by click pack
Plain guides and prompts in a ZIP. Pay once, no subscription. It is a set of guides, not software. This job (Email triage) has its own click by click setup in both Starter and Full.
Last checked 4 Nov 2026. Menus change, so check the tool's own help pages.