Writing Profiles
A writing profile tells MailPrism's AI how to sound when it drafts a message for you — the tone, the formality, how long the reply runs, and any house rules you want it to follow. Set one up once, and every AI-generated draft comes out in your voice.
Find them in Settings → Writing Profiles.
Profiles shape the drafts you get from Ask AI and AI templates in the compose panel. See Composing & replying and AI, Explained.
What a profile controls
Each profile is a small set of style choices:
| Setting | What it does |
|---|---|
| Name | A label so you can tell profiles apart (e.g. Customer Support). Required. |
| Description | A short note on when to use it. Required. |
| Tone | The overall voice — see the table below. |
| Length preference | Concise Moderate Detailed |
| Formality | A 1–5 slider from Casual (1) to Formal (5). |
| Custom instructions | Optional free-text rules — e.g. "Always use numbered lists for action items, avoid jargon." |
Tones to choose from
| Tone | Reads like |
|---|---|
| Professional | Polished and businesslike — the default. |
| Friendly | Warm and approachable. |
| Formal | Reserved and proper. |
| Casual | Relaxed and conversational. |
| Concise | Short and to the point. |
| Detailed | Thorough, with full context. |
| Empathetic | Understanding and supportive. |
| Assertive | Direct and confident. |
Click Preview on any profile to read a sample reply written in that tone, so you can hear how it sounds before you set it as your default.
The default profile
One profile is your default — the style MailPrism uses for AI-generated content unless something else applies. Pick it from the Default Style dropdown at the top of the page, or use Set Default on any profile in the list.
A profile marked as the default shows a Default badge. Profiles you've customized show a Custom badge.
Creating and managing profiles
- Go to Settings → Writing Profiles.
- Click Create Profile.
- Give it a name and description, pick a tone, length, and formality, and add any custom instructions.
- Click Create Profile to save.
From the profile list you can Preview, Set Default, Edit, or Delete any profile. Editing opens the same form with the current values filled in.
Learn from your sent mail
Tone and instructions describe how you want to sound. Learn from your sent mail lets MailPrism read how you actually write, so AI drafts sound more like you.
The card sits on Settings → Writing Profiles and works on your default profile.
| Button | What it does |
|---|---|
| Analyse my writing | Reads your recent sent mail and learns your patterns — greetings, sign-offs, tone, formality, and typical length. It doesn't send any email to anyone — but, like all AI analysis, the content of those sent emails is sent to our AI provider to be analyzed. |
| Analyse new emails | Runs again, skipping emails it has already analyzed. |
| Re-analyse recent mail | Reads your 50 most recent sent emails again, even ones it has seen. |
Analysis uses AI, so it needs AI turned on, and it uses AI credits for each email it hasn't seen before.
To learn from your sent mail, MailPrism stores the sent emails it analyzes for that profile, along with the patterns it learned. They stay until you press Forget (under Forget what was learned).
Forget what was learned
Press Forget, then confirm with Forget it all.
| Forget deletes | Forget keeps |
|---|---|
| The stored copies of your sent emails analyzed for this profile | The profile itself |
| The greetings, sign-offs, and other patterns learned from them | The tone, length, formality, and custom instructions you set by hand |
| The auto-detected tone, formality, and length | Everything your other profiles have learned |
After you forget, AI drafts go back to using the tone you picked. You can analyse again at any time.
Forget the mailbox-wide analysis
Separately, MailPrism may have analysed a sample of your sent mail (not tied to any one profile) to suggest writing profiles. When stored results exist, the same card shows Forget mailbox analysis.
- It deletes only that mailbox-wide analysis and the suggestions it produced.
- Your writing profiles keep what they've learned — use each profile's own Forget for that.
- If an analysis is still running, nothing is deleted; try again once it finishes.
A starting set worth keeping
There are no fixed presets — you build the profiles that fit how you write. A common, low-effort setup:
- Professional (your default) — for most replies.
- Friendly — for teammates and people you know well.
- Concise — for quick acknowledgements and confirmations.
Tone and formality set the overall feel; custom instructions capture the specifics — a sign-off you always use, words to avoid, or a format you prefer. That's where a profile really starts to sound like you.
→ Next: Preferences & tuning