Handle email tasks (checking inbox, drafting replies, managing threads, adding events to calendar). Use when working with emails to prevent common mistakes like broken threading or missing recipients.
Handle email tasks (checking inbox, drafting replies, managing threads, adding events to calendar). Use when working with emails to prevent common mistakes like broken threading or missing recipients.
Email Management with Office Admin
Use this skill when handling:
Checking inbox or finding specific emails
Drafting email replies
Adding events from emails to calendar
Managing email workflows
Bulk email triage
Core Principles
Always draft, never send - Save emails as drafts for user review before sending
Threading is critical - Replies must appear in the correct conversation thread
Match user's voice - Reference their office-admin config for tone and style
Extract structured data - Pull event details, action items, contact info from emails
Proactive calendar integration - Auto-check conflicts and add events
User Style Configuration
Before drafting emails, load the user's style from ~/.claude/office-admin-config.json:
If config doesn't exist, prompt user to run /setup-office-admin first.
Email Drafting Workflow
Step 1: Find the Thread
When drafting a reply, ALWAYS search for the original email first:
Search for: [subject] from [sender name]
Get: Full email content, thread ID, message ID, recipient email
Why: You need context AND threading information. Skipping this = standalone draft instead of threaded reply.
Step 2: Get Threading Details
Extract from search results:
thread_id - Links all messages in the conversation
message_id - The specific message you're replying to (usually most recent)
recipient_email - The To: address (CRITICAL - tool doesn't auto-extract!)
Critical: All three are required for proper threading. Missing any = broken draft.
Step 3: Draft Using User's Voice
Reference their config for:
Tone Guidelines:
Ultra-terse: 1-2 lines, no fluff, direct
Conversational: Casual but complete, friendly
Professional: Formal, structured, proper grammar
Warm: Friendly, personal, include pleasantries
Signature Guidelines:
None: No sign-off, message ends immediately
Minimal: Simple "Best," or "Thanks,"
Full: Complete signature block from config
Response Length:
Minimal: One-liners when possible
Balanced: 2-3 sentences typical
Detailed: Thorough explanations
User Patterns:
Use their common phrases from config patterns array when appropriate.
Step 4: Create Threaded Draft
When creating the draft, specify:
To: Recipient's email address (CRITICAL - always explicit!)
Thread ID (to keep it in conversation)
In-Reply-To message ID (the message you're replying to)
Subject (maintain thread subject, usually "Re: [original]")
Body (match user's voice from config)
Signature (based on user's preference)
CRITICAL: Always explicitly provide the To: email address. The MCP tool does NOT automatically extract the recipient from the thread - if you omit it, it will create a broken draft with invalid addresses.
Example tool call structure:
To: sender@example.com
Thread ID: 19a5fc252ad4dd3a
In-Reply-To message ID: 19a711957d96874d
Subject: Re: Project Discussion
Body: [message in user's style]
[Signature if configured]
Step 5: Verify Threading
After creating draft, confirm:
Draft appears in the correct conversation thread
Subject line maintains thread format
Draft is saved (not sent)
If threading failed:
Get correct thread ID and message ID again
Recreate draft with proper IDs
Don't create a new standalone email
Step 6: Iterate on Feedback
User will refine wording:
Update the draft with changes
Maintain proper threading
Keep user's voice consistent
Calendar Integration
IMPORTANT: When emails contain event information, PROACTIVELY add them to the calendar and check for conflicts. Don't wait for user to ask.
Step 1: Extract Event Details
Look for:
Date and time
Location
Event title/description
Attendees/who's invited
Any special notes
Step 2: Check Calendar for Conflicts
BEFORE creating the event:
Check user's calendar for the event date
Look for conflicts around the event time
Note any existing commitments
Reference their working hours from config
Why: User needs to know if there's a conflict before committing.
Step 3: Report Conflicts or Availability
Tell the user:
"You're free at [time] on [date]" ✅
"That conflicts with [existing event] at [time]" ⚠️
Show the relevant portion of the day's schedule
Step 4: Add Event to Calendar (if appropriate)
If user confirms or if there's no conflict, create the event with:
Clear title (include location if helpful)
Correct date/time with timezone awareness (from config)
Location field
Description noting who invited/context
Attendees (if it's a meeting with others)
Example:
Title: "Lunch with Mike Evans at Soho House"
Date: December 3, 2025
Time: 12:00 PM to 1:30 PM ([User's Timezone from config])
Location: Soho House
Description: "Lunch invitation from Mike Evans to discuss Q1 planning"
Attendees: mike@example.com
Step 5: Confirm Addition
Let user know the event was added and provide:
Calendar link for verification
Note any conflicts that were identified
Confirm if adjustments are needed
Step 6: Handle Tentative Events
For events pending confirmation:
Create calendar event with "HOLD:" prefix in title
Example: "HOLD: Call with Jean (pending confirmation)"
Add "(pending confirmation)" in description
Update to remove "HOLD" once confirmed
Delete if falls through
Step 7: Timezone Handling
When scheduling with people in other timezones:
Use user's timezone from config as primary
Specify BOTH timezones in the email
Example: "9am [your timezone] (4pm their timezone)"
Double-check timezone conversion before sending
Inbox Triage
When checking inbox:
Step 1: Search for Unread
Get recent unread emails with:
Sender
Subject
Date
Preview snippet
Step 2: Categorize
Group mentally by type:
Urgent/Today: Meetings, time-sensitive requests
Action needed: Need response or calendar add
FYI: Updates, newsletters
Archive: No action needed, informational only
NEVER categorize as "DELETE" - Users should archive instead of deleting.
For spam/unwanted emails:
Mark as spam using Gmail's spam function (if truly spam)
Unsubscribe from newsletters (if there's an unsubscribe link)
Archive everything else (don't delete - email storage is cheap, deletion is permanent)
Step 3: Summarize Clearly
Present in order of priority:
Recent/urgent first
Group related emails (threads)
Highlight action items
Note any follow-ups needed
Step 4: Use Subagents for Bulk Processing
For large triage operations (10+ emails):
Use Task tool with general-purpose subagent
Have subagent categorize all emails
Subagent can draft multiple replies in one go
More efficient than processing one-by-one
Bulk Email Processing with Subagents
When user asks to triage many emails or handle multiple replies:
Use subagent for triage:
Pass clear categorization criteria
Have subagent check calendars for scheduling
Pass user's email style config to subagent
Get comprehensive report back
Use subagent for bulk drafting:
Provide list of emails needing replies
Give subagent user's voice guidelines from config
Subagent creates all drafts with proper threading
Review and user sends
Example prompt structure for subagent:
Triage all unread emails in inbox. Categorize as:
- ACTION NEEDED (with specific next steps)
- CALENDAR (extract event details, check conflicts)
- ARCHIVE (no action needed)
For ACTION NEEDED, draft replies using this style:
[Include user's email config]
Return comprehensive report.
Common Mistakes to Avoid
❌ Creating Standalone Drafts Instead of Threaded Replies
Problem: Draft appears as new email, not in conversation thread
Solution: Always get thread ID and message ID before creating draft
❌ Not Matching User's Voice
Problem: Email doesn't sound like the user
Solution: Reference their office-admin config for tone, formality, patterns
❌ Adding Wrong Signature
Problem: Adding "Best," when user configured "none"
Solution: Check config email.signature setting
❌ Sending Instead of Drafting
Problem: User can't review before it goes out
Solution: ALWAYS save as draft, let user send
❌ Forgetting to Extract Calendar Events
Problem: User has to manually add events later
Solution: Proactively offer to add events when you see them in emails
❌ Missing the To: Field
Problem: Draft created with invalid @example.com address that bounces
Solution: ALWAYS explicitly provide recipient email address from thread search
❌ Wrong Timezone
Problem: Event added in wrong timezone
Solution: Use timezone from user's config (default: their local timezone)
Integration Checklist
Before completing an email task, verify:
Loaded user's office-admin config for style preferences
Found original email/thread for context
Got thread ID, message ID, AND recipient email if replying
Drafted in user's voice (matched config settings)
Created as DRAFT (not sent)
Verified proper threading if reply
Extracted and added calendar events if present
Checked for scheduling conflicts
Summarized what was done for user
CRM Integration
When processing emails with new contacts:
Check if contact exists in CRM
Add to CRM if significant contact
Log interaction in CRM
Associate with company if applicable
See office:crm-management skill for details.
Success Criteria
You've successfully handled email tasks when:
Drafts appear in correct conversation threads
User says "looks good" without needing changes
Calendar events are added proactively
Inbox summaries surface what matters
Process feels efficient and natural
Voice matches user's configured style
Remember
Email is personal communication using the user's voice. The goal is to save time while maintaining authentic, effective communication that sounds like THEM.
When in doubt: Check their config, follow their patterns, and always draft first.
