Image generated with Midjourney, February 2025. Prompt: Realistic image of a friendly cat using a laptop to draft an email
By Debbie Beaudry, Director of Academic Technology
Even though mainstream AI tools have been around for a few years, many people still hesitate to try them—worrying they might be too complicated or risky. I get it.
However, as someone who studies AI for a living and teaches others how to use it, I’ve learned that starting small can lead to big learning. For me, that small step was using AI to polish my emails.
Why I Use AI for Emails
At work, I often have to craft emails that are clear, concise, and diplomatically balanced—even when I am not feeling the most patient. While I can draft them on my own, emails packed with details can become overwhelming. That’s where AI steps in—it refines my messages, ensuring they convey exactly what I need in a professional tone.
Step-by-step with GenAI: From Prompt to Draft
You can use this approach with any text-based AI tool (e.g., Gemini, Claude). Here’s how I do it with ChatGPT:
- Draft my email
I start by writing my email directly in Gmail, focusing on getting all my thoughts down, without help from AI. - Evaluate the draft
When reviewing my email, I often find it too long or unclear. Instead of endless revisions, I make a decision to use AI as an assistant so I can move onto the next task on my to-do list. - Switch to ChatGPT
In ChatGPT, I enter the simple prompt, “Can you make this email text clearer and more concise?” Then, I copy my email draft, paste it into ChatGPT, remove any confidential information, and click the submit button.
Review and Finalize
In moments, ChatGPT produces a refined version. I then paste this back into Gmail and usually make a few minor tweaks to ensure it’s accurate and sounds like me. These adjustments are quick and help maintain my personal touch.
Screenshot of prompt and draft email text in ChatGPT, February 2025
The Bottom Line: An Optimum Email
Using AI for emails isn’t about outsourcing your thinking; it’s about having a reliable assistant to ensure your message is clear and effective. With free versions of many of the generative AI text tools, it’s a low-risk way to dip your toes into AI. If you’re new to AI or are hesitant, try it to revise a whole email or even just a few sentences of an email. You might find that a little extra help can make you more efficient. This 2-minute video that I made shows you the process I use.
A short video showing an email-revision process with AI
Generative AI tools can be incredibly useful, but it’s essential to be aware of potential issues like bias and environmental impact. To learn more about these concerns and how AI works, check out my previous post, AI for Beginners: Artificial Intelligence Explained in Simple Terms.
My Process with AI: Summarized
The process I used to write this article is similar to polishing my emails. I started by writing a rough draft in Google Docs. Then, I pasted it into ChatGPT with a prompt asking the AI to help organize and clarify the content. I took the AI’s version back into Google Docs, made my edits, and copied it to ChatGPT again for further refinement. Throughout, I iterated between the AI and my draft—plus input from my team—to continuously improve the article.
Disclaimer: The applications and their respective companies shared in this article have not been vetted or endorsed by Teachers College. Teachers College does not assume any responsibility for the accessibility, privacy, or security of these applications. The usage of these applications is at the sole discretion of the user, and Teachers College disclaims any legal liability associated with their usage. It is the responsibility of the users to conduct their own research and adhere to applicable laws, regulations, and best practices when incorporating these applications into their educational activities.