Using AI to draft emails and messages in AI for Everyone - Mini Project: Build & Apply

Using AI to draft emails and messages

📖 Scenario: You work in an office where you often need to send emails and messages quickly. You want to learn how AI tools can help you draft these communications efficiently and politely.

🎯 Goal: Build a simple guide that shows how to prepare an email draft using AI, including setting up the message details, choosing the tone, generating the draft, and reviewing the final message.

📋 What You'll Learn

Create variables to hold email details like recipient, subject, and main points

Add a variable to set the tone of the email (e.g., formal, friendly)

Use a simple AI draft function to combine details and tone into a message

Add a final step to review and confirm the drafted message

💡 Why This Matters

🌍 Real World

Using AI to draft emails saves time and helps communicate clearly and politely in professional settings.

💼 Career

Many jobs require quick, effective communication. Knowing how to use AI tools to draft messages is a valuable skill.

1

Set up the email details

Create variables called recipient, subject, and main_points with these exact values: recipient = "[e-mail]", subject = "Project Update", and main_points = ["Completed initial research", "Started development", "Next meeting on Friday"].

AI for Everyone

# Create variables for recipient, subject, and main_points
# Your code here

Hint

Use simple variable assignments with the exact names and values given.

2

Add the tone configuration

Create a variable called tone and set it to the string "friendly" to specify the style of the email.

AI for Everyone

recipient = "[e-mail]"
subject = "Project Update"
main_points = ["Completed initial research", "Started development", "Next meeting on Friday"]
# Create a variable called tone and set it to "friendly"
# Your code here

Hint

Just assign the string "friendly" to the variable tone.

3

Generate the AI draft message

Create a function called generate_draft that takes recipient, subject, main_points, and tone as parameters and returns a string combining these details into a simple email draft. Then create a variable called draft_message by calling generate_draft with the existing variables.

AI for Everyone

recipient = "[e-mail]"
subject = "Project Update"
main_points = ["Completed initial research", "Started development", "Next meeting on Friday"]
tone = "friendly"
# Define generate_draft function and create draft_message by calling it
# Your code here

Hint

Define a function that formats the email text and call it with the variables to get the draft.

4

Review and finalize the draft

Create a variable called final_message and set it equal to draft_message. This represents the reviewed and ready-to-send email draft.

AI for Everyone

recipient = "[e-mail]"
subject = "Project Update"
main_points = ["Completed initial research", "Started development", "Next meeting on Friday"]
tone = "friendly"

def generate_draft(recipient, subject, main_points, tone):
    points_text = '\n'.join(f'- {point}' for point in main_points)
    return f"To: {recipient}\nSubject: {subject}\nTone: {tone}\n\nHello team,\nHere is the update:\n{points_text}\nBest regards,"

draft_message = generate_draft(recipient, subject, main_points, tone)
# Set final_message equal to draft_message
# Your code here

Hint

Just assign the draft message to a new variable called final_message.

Practice

1. What is one main benefit of using AI to draft emails and messages?

easy

A. It guarantees your email will never have mistakes.

B. It replaces the need to personalize your messages.

C. It helps you write emails faster and clearer.

D. It automatically sends emails without your approval.

Solution

1. Step 1: Understand AI's role in drafting emails

   AI assists by generating text quickly and making it clearer, but it doesn't guarantee perfection or replace personalization.

2. Step 2: Evaluate each option

   It helps you write emails faster and clearer. correctly states the main benefit. Options A, C, and D are incorrect because AI does not guarantee no mistakes, does not remove the need for personalization, and does not send emails automatically without user control.

3. Final Answer:

   It helps you write emails faster and clearer. -> Option C

4. Quick Check:

   AI speeds up writing = B [OK]

Hint: AI drafts faster and clearer emails but needs your review [OK]

Common Mistakes:

• Thinking AI removes need for personalization
• Believing AI never makes mistakes
• Assuming AI sends emails automatically

2. Which of the following is the correct way to start a polite AI-generated email?

easy

A. Dear Mr. Smith,

B. Hey, what's up?

C. Yo! Check this out.

D. Send this now.

Solution

1. Step 1: Identify polite email greetings

   Formal emails usually start with greetings like 'Dear Mr. Smith,' which show respect and professionalism.

2. Step 2: Compare options

   Dear Mr. Smith, is a polite and correct start. Options B and C are informal and inappropriate for professional emails. Send this now. is a command, not a greeting.

3. Final Answer:

   Dear Mr. Smith, -> Option A

4. Quick Check:

   Formal greeting = A [OK]

Hint: Use formal greetings like 'Dear' to start polite emails [OK]

Common Mistakes:

• Using informal language in professional emails
• Starting with commands instead of greetings
• Confusing casual chat with email tone

3. Consider this AI-generated email snippet:

"Hi team,
Please find the attached report.
Let me know if you have questions.
Thanks!"

What is the tone of this message?

medium

A. Casual and friendly

B. Formal and distant

C. Rude and demanding

D. Confusing and unclear

Solution

1. Step 1: Analyze the language used

   The message uses simple, polite phrases like 'Hi team,' and 'Thanks!' which are friendly and casual.

2. Step 2: Match tone to options

   Casual and friendly fits best as the tone is casual and friendly. It is not formal or distant (B), rude (C), or confusing (D).

3. Final Answer:

   Casual and friendly -> Option A

4. Quick Check:

   Polite, simple words = A [OK]

Hint: Look for polite, simple words to find friendly tone [OK]

Common Mistakes:

• Mistaking casual tone for rude
• Confusing formal with distant
• Assuming unclear means casual

4. An AI draft says: "Please send me the report ASAP!" Why might this be a problem and how can you fix it?

medium

A. It's too polite; fix by adding more urgency.

B. It's unclear; fix by adding technical details.

C. It's too long; fix by shortening the sentence.

D. It's too informal and demanding; fix by softening the request.

Solution

1. Step 1: Identify tone issue in the sentence

   The phrase 'ASAP!' with an exclamation can sound demanding and informal, which may upset the reader.

2. Step 2: Suggest a polite fix

   Softening the request by saying 'Could you please send me the report at your earliest convenience?' makes it polite and respectful.

3. Final Answer:

   It's too informal and demanding; fix by softening the request. -> Option D

4. Quick Check:

   Demanding tone needs softening = C [OK]

Hint: Avoid exclamation marks for polite requests [OK]

Common Mistakes:

• Thinking more urgency is better
• Ignoring tone and politeness
• Adding unnecessary technical details

5. You want to use AI to draft a thank you email after a job interview. Which approach best ensures your message is effective?

hard

A. Use AI to write a generic thank you email and send it immediately without changes.

B. Ask AI to draft a thank you email, then personalize it with specific interview details before sending.

C. Write the entire email yourself without AI help to avoid mistakes.

D. Send a short message like 'Thanks' using AI-generated text without review.

Solution

1. Step 1: Understand best practices for AI email drafting

   AI drafts save time but need personalization to be meaningful and effective.

2. Step 2: Evaluate options for effectiveness

   Ask AI to draft a thank you email, then personalize it with specific interview details before sending. combines AI help with personal touch, making the email sincere and relevant. Use AI to write a generic thank you email and send it immediately without changes. lacks personalization, B is too brief and unprofessional, and C ignores AI benefits.

3. Final Answer:

   Ask AI to draft a thank you email, then personalize it with specific interview details before sending. -> Option B

4. Quick Check:

   Personalize AI drafts for best results = D [OK]

Hint: Always personalize AI drafts before sending emails [OK]

Common Mistakes:

• Sending generic AI emails without changes
• Ignoring AI help completely
• Sending too short or unprofessional messages