How to use ChatGPT to manage emails

Did you know that the average professional spends 28% of his working day only to read and answer emails? That’s almost 13 hours a week that you could get back. in 2025, ChatGPT has become the assistant More powerful to master the inbox: Write perfect answers in seconds, classify messages, summarize eternal threads, detect pending tasks and even program shipments. Whether you use Gmail, Outlook or any other client, these techniques will allow you to go from 200 emails a day to “zero tray” in less than 30 minutes a day.

Why ChatGPT is the best ally for your emails in 2025

ChatGPT Not only does he write well: he understands context, corporate tone, urgency and personal relationships. Thanks to GPT-4O and its persistent memory, remember how you talk to each contact, your favorite templates, and your priority rules. According to a Zapier study from October 2025, those who use ia To manage mail, they reduce the time spent by 62% and commit 85% fewer tone errors.

Method 1: Instant responses with a custom GPT (fast)

Create an exclusive GPT called “Mail Wizard”:

Master Prompt (Copy it as it is):

text

Eres mi asistente de correo electrónico personal. 
- Mi tono habitual: profesional pero cercano, uso “un saludo” y “recibe un cordial saludo”.
- Prioriza respuestas en menos de 5 líneas cuando sea posible.
- Detecta automáticamente si el correo requiere acción y sugiere tarea en Todoist/Notion.
- Si el remitente es jefe o cliente importante, usa tono más formal.
- Nunca respondas por mí, solo genera el borrador listo para copiar.

Once created, every time you receive an email:

1. Copy the text of the message.
2. Paste it on your GPT and write: ‘Write an answer.’
3. In 3 seconds you have a perfect mail ready to ship.

Method 2: Automatic integration with Gmail or Outlook (Zero Clicks)

Option A – Gmail + official extension “ChatGPT for Google”

• Install the free OpenAI for Chrome extension.
• A “Help Me Respond” button appears in each email.
• Choose tone (formal, friendly, urgent) and length.
• Insert directly or edit before sending.

Option B – Zapier or Make.com (for advanced users)

Create Automation: Gmail → New Mail tagged “Important” → Send text to ChatGPT → Save Reply to Gmail Draft + Create Task on Todoist. Setup time: 8 minutes. Result: Critical emails already have a draft ready when they are opened.

15 must-haves to manage emails with ChatGPT

1. “Summarize this 27 email thread in 5 key phrases and tell me what action I get.”
2. ‘Written an polite response rejecting Friday’s meeting because I already have a commitment.’
3. “Turn this aggressive customer email into an empathetic response that calms the situation.”
4. “Write Pedro’s follow-up mail reminding you of the pending bill without sounding heavy.”
5. “Sort these 40 emails into: Urgent / This week / Read when you can / Filed.”
6. “Create welcome template for new agency clients.”
7. “Detect all pending tasks in my tray and create a list for Notion.”
8. “Enter Newsletter bass mail that is friendly but firm.”
9. “Transform this jargon-filled technical mail into simple explanation for the non-expert customer.”
10. “Write reply to corporate birthday greeting (maximum 3 lines).”
11. “Generates 3 versions of the same email: formal, neutral and close.”
12. “Summarize the last 2 weeks of post office with the Valencia project and tell me current status.”
13. “Write mail asking for a delivery extension with a credible excuse.”
14. “Create a new professional signature with my updated data and logo.”
15. “Analyze tone of this received email and tell me if there is a risk of conflict.”

How to get “Zero Tray” daily with ChatGPT

15-minute routine used by the most productive:

1. 8:30 – Open Gmail → Select All Emails → Copy → Paste to ChatGPT with: “Class these x emails into 4 categories: Action Today / Delegate / Read After / Archive for Action Today, write drafts.”
2. Check the generated drafts → copy-paste → send.
3. Those of “Delegate” → Use the “Email Prompt” by delegating these 3 tasks to Laura with a Friday deadline.”
4. Those of “Archive” → Select and file in batch.

Average result: from 120 emails pending to 0 in less than 20 minutes.

Extensions and complementary tools 2025

• Superhuman + ChatGPT ($49/month): The mail client that already integrates the native IA.
• SaneBox + ChatGPT: Automatically filters and sends daily summaries.
• Shortwave: New Gmail client with AI that classifies and answers for you.
• MailButler: Extension that adds ‘Write with ChatGPT’ button in Outlook and Apple Mail.

Advanced tips to get the most out

• Use ChatGPT memory: Tell him once “Remember that with providers I always use ‘estimated’ and complete signature” and will always apply it.
• Create specialized GPTs: one for clients, one for internal team, one for recruiters.
• Activate “Custom Instructions” in ChatGPT settings with your tone rules and schedules.
• Combine with Gmail Filters: Automatic tag “ChatGPT” and Zapier generates instant draft.

Quick method comparison

Manage emails with ChatGPT It’s not a trick anymore: it’s the new standard way of working in 2025. Start today with the free GPT and in a week you won’t understand how you lived without it.

More about ChatGPT

Do you want to master ChatGPT completely? Check our Complete ChatGPT Guide 2026: Prompts, Tutorials and Practical Uses With all the advanced tricks and apps.

→ Access the complete guide here

Sources consulted

• Zapier – State of Business Automation Report 2025
• OpenAI – Release Notes GPT-4O October 2025 → https://openai.com/index/gpt-4o-system-card/
• Xataka – How to use ChatGPT with Gmail natively → https://www.xataka.com/basics/chatgpt-gmail-extension
• Genbeta – Best ChatGPT Tricks for Email 2025 → https://www.genbeta.com/a-fund/best-prompts-chatgpt-correo
• Superhuman Blog – AI Email Revolution 2025
• Shortwave – Introducing AI Email Assistant → https://www.shortwave.com/blog/ai-email-assistant