Email Ops Skill

Email Operations Skill

Tool Inventory

Loading: Both are deferred tools. Before calling either, activate its schema with ToolSearch(names: "EmailQuery,EmailMutate").

Which Query Mode Should I Use?

Pick based on your goal — don't guess blindly:

Want to know how many unread?           → unread-stats
Want a unified inbox view?              → list-unified (scope: all-inboxes)
Want sent / drafts / flagged?           → list-unified (scope: sent/drafts/flagged)
Want to browse a specific folder?       → list-messages (needs accountEmail + mailbox)
Want to search by keyword/sender?       → search (query accepts natural language)
Want to read a message in full?         → get-message (needs messageId)
Don't know which accounts are set up?   → list-accounts (always call this first to get accountEmail)
Need to know what folders exist?        → list-mailboxes

All list modes support cursor + pageSize (1-50) pagination.

Core Workflows

Workflow 1: View and Reply to a Message

1. list-accounts                → obtain the available accountEmail
2. list-unified (all-inboxes)   → scan inbox overview
3. get-message (messageId)      → read the full content of the message you need to reply to
4. Draft the reply
5. ⚠️ Show the draft (recipient / subject / body) in plain text and explicitly ask "send?" — wait for the user to confirm
6. send (with inReplyTo + references) → only send after the user confirms

Why is step 5 mandatory? Because once an email is sent, it can't be recalled. Wrong recipient or wrong content can lead to irreversible embarrassment or even business damage. Always let the user verify recipient, subject, and body with their own eyes before sending.

Why must step 6 carry inReplyTo? Because without it, the reply shows up as a standalone new message in the recipient's inbox, detached from the original thread. All major mail clients (Gmail, Outlook, Apple Mail) rely on the Message-ID header to thread conversations. Set inReplyTo to the original message's messageId, and set references to the original's references chain plus the original messageId.

Workflow 2: Compose a New Message

1. list-accounts                → confirm which account to send from
2. Draft the email based on user intent
3. ⚠️ Show the complete email (recipient / subject / body) in plain text and explicitly ask "send?" — wait for the user to confirm
4. send                         → send after confirmation

Workflow 3: Search and Bulk Organize

1. search (query: "newsletter") → find all matching messages
2. Report a summary of the results to the user
3. batch-move / batch-delete    → perform bulk operations per user instruction

Handling large result sets: Searches can return many results. Follow these principles:

• Fetch the first page with pageSize: 20, then report the total count and a sample to the user
• Wait for the user to confirm the scope before running bulk operations, to avoid mistakes
• Process in batches (no more than 50 per batch) and report progress between batches
• Watch out for false positives: Search results may include irrelevant messages (e.g. searching "newsletter" can match ordinary emails that merely mention the word). Always have the user review a sample before bulk deletion.

Workflow 4: Daily Email Digest

1. unread-stats                 → quickly see unread counts per account
2. list-unified (all-inboxes, pageSize: 20) → fetch the latest message list
3. get-message on each important message → read the details
4. Produce a structured digest (grouped by urgency / sender)

Forwarding Messages

There is no standalone forward action — forwarding is implemented via send:

1. get-message to retrieve the full original content
2. Compose a new message: set to to the forwarding target, prefix subject with Fwd:, and include the original content in bodyText (add an "---------- Forwarded message ----------" separator along with the original sender / date / subject)
3. Show the full forward in plain text and wait for the user to confirm before send

Attachments

The current version does not support sending or downloading email attachments. If the user asks:

• Send attachment → tell them "The current version does not support sending email attachments via AI. Please do this directly in an email client such as Gmail or Outlook."
• Download attachment → same response, redirect them to their email client.

Message Format

The bodyText parameter of the send action is plain text only — HTML is not supported. If the user asks for rich formatting (bold, images, tables, etc.), tell them only plain text is supported and recommend composing complex formatting in an email client.

Common Mistakes — You Must Avoid These

1. Sending without a plain-text confirmation step first: This is the most serious mistake. Never send an email on your own authority — always show the full draft and wait for the user to reply "send".
2. Replying without setting inReplyTo: The thread breaks, and the recipient sees an orphan new message.
3. Calling tools blindly without knowing accountEmail: Many actions require accountEmail. When unsure, call list-accounts first.
4. Putting passwords, keys, or credentials in the body: Never do this.
5. Forgetting the Re: prefix on replies: Keep the subject as Re: <original subject> to preserve threading.
6. Forgetting the Fwd: prefix on forwards: Keep the subject as Fwd: <original subject>.
7. Running bulk operations without a sample review: Before any large-scale delete / move, show samples and wait for user confirmation to avoid wiping important mail.

Quick Reference

EmailQuery 7 modes: list-accounts · list-mailboxes · list-messages · list-unified · get-message · search · unread-stats

EmailMutate 8 actions: send · mark-read · flag · delete · move · batch-mark-read · batch-delete · batch-move

Send parameters (send): requires accountEmail, to, subject, bodyText; replies additionally require inReplyTo and references. See the tool schema for full parameter details.