Email Assistant by Superhuman Mail (Outlook)

Email Assistant by Superhuman Mail brings Auto Labels, Auto Archive, Auto Drafts, and Auto Reminders directly into your existing Outlook inbox — no new app, no browser extension required.

Email Assistant is an AI agent that works quietly in the background of your Outlook inbox. After a one-time setup, it handles the repetitive email work for you: labeling incoming messages, archiving noise, drafting replies in your voice, and following up on conversations that need a response.

💡 Tip: For the best Email Assistant experience, turn on conversation view in Outlook. Conversation view groups messages from the same email thread together, helping Email Assistant understand the complete conversation and display drafts, categories, and reminders where you expect to see them.

To turn on conversation view:

New Outlook: Go to Settings → Mail → Layout. Under Message organization, select Show email grouped by conversation.
Classic Outlook: Go to View → Show as Conversations → This folder or All mailboxes.
Outlook on the web: Go to Settings → Mail → Layout. Under Message organization, select Show email grouped by conversation.

If your Outlook settings are managed by your organization, contact your IT administrator for help enabling conversation view.

Complete onboarding

Once you purchase Email Assistant, you’ll go through an onboarding process where you learn about each feature:

Auto Labels: assigns each new email one of six labels — Respond, Waiting, FYI, Notifications, Promotions, or News — so you can quickly understand its priority and required action.
Auto Archive: automatically removes selected lower-priority messages from the main inbox without deleting them, helping you reduce clutter.
Auto Drafts: prepares responses to incoming emails and follow-ups to unanswered messages using your context, voice, tone, and preferences.
Auto Reminders: resurfaces sent emails when a response hasn’t been received, helping you remember when to follow up.

When onboarding is complete, you’ll land on your Dashboard. We recommend taking a few minutes to review your Personalization details and the settings for each feature. This is where you can decide how you want Email Assistant to categorize your emails, prepare drafts, and surface conversations for you.

It may take a few hours after onboarding for Email Assistant to finish processing and categorizing your emails. New Email Assistant folders and categories will appear progressively in Outlook, so don’t worry if your inbox does not appear fully organized immediately.

💡 Tip: Complete your Personalization details as thoroughly as possible. The more context Auto Drafts has about you, your work, and how you communicate, the better it can match your voice.

Auto Labels

Auto Labels help you understand what each email means for you without opening every message. In Outlook, Auto Labels appear as categories. Email Assistant automatically assigns every incoming email one of six labels:

Respond: Needs your reply
Waiting: You’re waiting to hear back
FYI: Useful information with no action needed
Notifications: Automated updates and alerts
Promotions: Marketing messages and offers
News: Newsletters and digests

Each email receives one Auto Label, making it easier to see what needs your attention and what can be reviewed later.

Auto Labels work alongside your existing organization system. Email Assistant will not remove or replace categories you created in Outlook.

How Auto Labels appear in Outlook

How Auto Labels appear depends on your version of Outlook:

In New Outlook and Outlook Web, Auto Labels appear as named categories on the message.
In Classic Outlook, categories appear as colored squares in the message list. Respond, FYI, and Waiting have distinct colors, while Notifications, Promotions, and News may appear as gray squares. You can open the email to see the category name.

This visual difference does not affect how Email Assistant categorizes your email.

Customize Auto Labels

Auto Labels are a complete set of six — you can’t disable, rename, or replace them individually.

Remove an Auto Label

To remove an Auto Label from a specific email in Outlook:

Select the email.
Select Categorize.
Clear the checkmark beside the Auto Label you want to remove.

If the Auto Label isn’t visible, select All categories.

Removing the category does not change or remove the email itself. The change applies only to that email thread — it does not create a rule or teach Email Assistant to categorize similar messages differently in the future.

Auto Archive

Auto Archive keeps lower-priority email out of your main inbox without deleting it. You can choose to automatically archive new conversations labeled:

Notifications
Promotions
News

Emails labeled Respond, Waiting, or FYI cannot be automatically archived.

By default, Auto Archive is enabled for Promotions and News during setup, while Notifications remain in your inbox. You can change these preferences in your Email Assistant settings.

Find an Auto Archived email

When a message is Auto Archived, it is removed from your main inbox but is not deleted. You can still find it using its Auto Label category, Outlook search, or the Auto Archived folder.

Choose which senders are archived

In your Email Assistant settings, open Auto Archive to create preferences for particular senders:

Add a name, email address, or domain to Always archive to keep new conversations from that source out of your main inbox.
Add a name, email address, or domain to Never archive to ensure new conversations from that source remain in your inbox.

Senders and domains you have previously emailed are automatically excluded from label-based Auto Archive. Your Always archive and Never archive preferences let you override this behavior for specific senders or domains.

Auto Drafts

Auto Drafts prepare personalized email drafts in your voice, using the context of each conversation and how you have communicated with that recipient in the past.

Email Assistant can prepare two types of drafts:

Response drafts: Replies to incoming emails that need a response.
Follow-up drafts: Follow-ups for sent emails that have not received a response.

Auto Drafts consider details such as your typical level of formality, word choice, greeting, signoff, and message length. They can also adjust the tone based on the recipient — for example, writing differently to your manager than to a close colleague.

Review and send a draft

Auto Drafts appear as standard drafts in Outlook and are never sent automatically. You can review, edit, send, or delete them just as you would any other draft, without changing the original email.

For the best experience, keep conversation view turned on. If conversation view is off, an Auto Draft may not appear within the relevant email thread. If you don’t see it there, open your Drafts folder in Outlook to find it.

Draft responses to scheduling requests

When someone emails you to schedule time, Auto Drafts can check your availability across your connected calendars and suggest times when you are free. Your drafts will also take the scheduling preferences in your Personalization settings into account.

You can also configure scheduling drafts to add a teammate on Cc when you want that person to help coordinate the meeting.

Choose which drafts are created

In your Email Assistant settings, you can:

Turn Responses and Follow-ups on or off separately.
Limit Response drafts to people you have emailed before.
Choose whether scheduling drafts should add a teammate on Cc.

Improve your Auto Drafts

Auto Drafts learn from the emails you have previously sent and should improve as you continue using Email Assistant. If your drafts do not sound like you, review your Personalization settings and add more information about your preferred writing style, greeting, signoff, company context, scheduling preferences, and other relevant details.

💡 Tip: The more complete your Personalization settings are, the more context Auto Drafts will have to prepare responses that sound natural and fit each conversation.

Auto Reminders

Auto Reminders bring sent emails back to your inbox when they have not received a response. When a reminder is due, the relevant conversation resurfaces so you can review it and decide whether to follow up.

For the best experience, keep conversation view on. In Classic Outlook with conversation view off, a reminder may appear as a separate message without a direct link to the original conversation.

Set an Auto Reminder

Open Set Reminders in your Email Assistant Dashboard to choose:

How many days Email Assistant should wait.
What time the reminder should appear.
What should trigger the reminder, such as not receiving a reply.
Whether the reminder should count weekdays only.

You can return to this page at any time to change these preferences or turn Auto Reminders off.

Auto Reminders and Follow-up drafts

Auto Reminders and Follow-up drafts work together but perform different actions:

Auto Reminder: brings the conversation back to your inbox at the time you selected.
Follow-up drafts: prepares a message you can send when your original email has not received a response.

Follow-up drafts are controlled separately in your Auto Drafts settings.

FAQs

Is there a mobile app?

Email Assistant does not require a separate mobile app. It connects directly to your Outlook account, so its work appears automatically in the Outlook mobile app.

Do I need to use the Superhuman Mail app?

No. Email Assistant works directly inside your existing Outlook inbox. You do not need to switch email applications or install a browser extension to use its features.

Depending on your subscription, you may also have access to the Superhuman Mail app, but it is not required to use Email Assistant.

Why should I turn on conversation view?

Conversation view groups messages from the same email thread together. This helps Auto Drafts and Auto Reminders appear alongside the relevant conversation, making them easier to understand and act on.

Email Assistant can still work with conversation view off, but some features may appear in different locations or without a direct link to the complete conversation.

How can I tell what Email Assistant has done?

You can identify Email Assistant’s work directly in Outlook:

Auto Labels appear as Outlook categories.
Auto Archived messages are removed from your main inbox but remain available through their category, Outlook search, or the Auto Archived folder.
Auto Drafts appear as standard Outlook drafts. They are never sent automatically.
Auto Reminders bring the relevant conversation back to your inbox when it may need a follow-up.

Why do Auto Labels appear as colored squares in Classic Outlook?

Classic Outlook displays categories as colored squares in the message list. Open the email to see the complete category name.

Respond, FYI, and Waiting have distinct colors. Notifications, Promotions, and News may appear as gray squares. This is a visual difference in Classic Outlook and does not affect how Email Assistant categorizes your email.

Why don’t I see categories or drafts yet?

Email Assistant begins processing your inbox after you finish onboarding. You may begin seeing categories and drafts within approximately 15 minutes, but larger inboxes can take two hours or longer to finish processing.

Information will appear progressively during this time. You do not need to keep the settings dashboard open or take any additional action.

How do I manage settings for multiple email accounts?

Each connected email account has its own settings. Changes made for one account do not automatically apply to your other accounts.

Visit your Email Assistant settings and use the account selector in the upper-right corner to choose the account you want to manage. Configure Auto Archive, Auto Drafts, Auto Reminders, calendars, and Personalization separately for each account.

How do I add another email account?

To connect another Outlook account:

Open your Email Assistant settings.
Select Accounts or Add accounts.
Select Add account.
Sign in to the Outlook account you want to connect.

After connecting the account, review its features and Personalization settings separately.

How do I disconnect an email account?

Open Accounts in your Email Assistant settings, then select Sign out beside the account you want to disconnect.

Disconnecting an inbox does not cancel a paid subscription.

How do I cancel my subscription?

If your organization manages your subscription, contact your account administrator.