# Client Emails

Paradino can index emails between you and your client right into their knowledge base so Athena can reference them. You can ask Athena to draft an email for you, and, for clients with sync turned on, Paradino can draft a reply straight into your Outlook drafts whenever a client emails you.

[Open Paradino now](https://app.paradino.ai/)

> Paradino never sends email on your behalf. Every draft is created in your Outlook **Drafts** folder for you to review, edit, and send yourself.

## Before you start

Email features are available on **Pro** plans and need two things in place:

1. **Microsoft 365 connected.** Connect it under **Connectors**, following the [Connecting to Microsoft 365](https://docs.paradino.ai/connect-to-microsoft-365) guide. If you connected before email features were available, you'll be prompted to reconnect so Paradino can request the mail permission.
2. **An email address on the client's profile.** Sync matches conversations by the addresses saved in the client's Workspace profile, so make sure they're up to date.

## Turn on email sync for a client

Sync is controlled per client, so you decide exactly whose emails are indexed.

1. Open the client's **Workspace** and go to the **Emails** tab.
2. Turn on **Sync emails**.
3. From then on, new emails between you and the client are indexed into their knowledge base, where Athena can reference them in chat.

If the toggle is unavailable, the hint beneath it tells you what's missing, for example a client email address, or a Microsoft 365 connection.

> Turning sync off stops new emails from being indexed; emails already synced stay in the knowledge base until you delete them. If your Microsoft 365 connection drops, sync pauses and automatically catches up on anything missed once you reconnect.

## Read and manage synced emails

Synced conversations appear in the **Emails** tab as threads, each showing the subject, a short preview, a status, and when it was last updated.

* **Read a thread**: click the row to open the full conversation in a side panel.
* **Remove a thread**: use the row's action (the trash icon, or the **⋯** menu when a draft is waiting) and confirm **Remove**. This removes the thread from the client's knowledge base, so Athena will no longer reference it.

> Removing a thread here and deleting an email in Outlook are independent: deleting an email in Outlook doesn't remove it from the knowledge base, and removing a thread from the Emails tab doesn't touch your Outlook mailbox.

## Draft an email with Athena

You can ask Athena to draft an email in the Workspace chat at any time, for example, *"Draft an email to Daniel summarising what we discussed today."*

To have Athena follow a specific structure or tone, click **+** in the chat composer, choose **Use a template**, and pick a template tagged with the **Email** meeting type before you ask. Athena writes the draft to match it.

[Read how to create and tag templates](https://docs.paradino.ai/templates)

The draft appears as a card in the chat, where you can:

* **Adjust recipients**: every email address saved for the client is shown as a pill next to **To:**. Click a pill to exclude it or bring it back.
* **Copy email**: copies the email with its formatting intact, ready to paste into any email client.
* **Create draft**: creates the email in your Outlook **Drafts** folder. Once it's created, you can open it straight in Outlook to review and send.

## Auto-draft follow-up replies

For clients with email sync on, Paradino can draft a reply for you the moment a client emails you, so a first draft is already waiting in Outlook when you sit down to respond.

1. Click your profile icon and choose **Settings**.
2. Open the **Emails** tab and turn on **Auto-draft follow-up emails**.

This applies to every client who has email sync turned on. It's available on **Pro** and requires Microsoft 365 to be connected.

**How it works:** when a synced client emails you, Paradino drafts a reply, grounded in your earlier conversations with that client and your own writing style, and creates it directly in your Outlook **Drafts** folder, as a reply on the original conversation. You're then notified through whichever notification channels you've toggled on under **Settings**. The notification names the client, for example, *"Email from Daniel — a draft's been created for you"*, and opens the draft straight in Outlook, ready for you to review, edit, and send.

You'll also see the waiting draft in the **Emails** tab, for as long as the client's message is still the latest in the thread:

* Opening the thread shows a banner: *"A reply draft has been created for you in Outlook — click to open it."*
* The thread's row shows a **⋯** menu with **View draft**, which opens the draft in Outlook.

Once you reply, the cue disappears on its own.

## Taking a tour

Prefer to see it in the app? Open **Guides & Tours** from the Paradino sidebar and start the email features tour.