# Clear an overloaded inbox without losing important messages

> Sort incoming mail, archive routine noise, prepare replies in your voice, and hold uncertain or sensitive messages for review.

- Companion: Inbox Manager
- Category: Work & operations
- Expected outcome: A prioritized inbox with routine replies drafted and exceptions waiting for you.
- Setup time: 15–25 minutes
- Cadence: Hourly or every weekday morning
- Execution modes: Taskilo Cloud, Self-hosted — coming soon
- Last reviewed: 2026-10-20
- Canonical: https://taskilo.ai/use-cases/ai-inbox-manager/

## What you need

- Gmail
- Outlook
- Calendar

## Permissions

- Read selected mailboxes
- Draft replies
- Archive approved categories

## Safety boundary

Sending stays behind approval until you explicitly allow a narrow class of replies.

## Setup

1. **Connect mail.** Choose the mailbox Taskilo may read and the folders it may change.
2. **Teach the boundary.** List messages that may be archived, drafted, escalated, or never touched.
3. **Review the first sweep.** Inspect the proposed actions and correct the companion before enabling a routine.
4. **Schedule safely.** Run the sweep on a schedule while sensitive actions continue to require approval.

## Starter instruction

Review unread email since the previous run. Archive newsletters and automated receipts, draft routine scheduling and acknowledgement replies in my voice, and place anything involving money, contracts, complaints, or uncertainty in a review list. Do not send unless the rule has already been approved.

## Start with Taskilo

[Download Taskilo](https://taskilo.ai/download/?source=use-case&playbook=ai-inbox-manager) and configure this playbook with the permissions and approval boundary above.