Understand how Facthory prioritizes your inbox and flags what needs a reply and when, capture your personal writing tone from your sent mail, and draft polished, on-brand replies that are always yours to review before they go out.
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Facthory reads the signals in your inbox so the right mail rises to the top — and, crucially, tells you why.
Messages that are genuinely waiting on you are grouped into three clear bands:
Today — deadlines are close, or an important thread has been waiting too long.
This week — worth answering soon, but not on fire.
No rush — owed a reply eventually, no time pressure.
Each item shows a short reason on hover, so you always know why it landed where it did. A five-level priority icon makes scanning effortless, and your chosen priority topics gently reorder items within a band without ever jumping something across a band.
The needs-reply signal gets smarter after Facthory has read a thread: it can both surface a message you have not opened yet and quietly clear something that does not actually need a response.
Great replies sound like you. Facthory can learn your voice from your own recent sent mail:
Open the Tone card in Email Intelligence.
Facthory suggests a tone captured from a sample of your genuine sent messages (short one-liners are filtered out).
Review it, keep it, or capture additional named tones and switch between them.
Your tone captures things like formality, length, whether you use em dashes, and your bullet style.
Open a thread that needs a response (from the inbox, search, or the assistant).
Ask Facthory to draft a reply.
Facthory reads the full thread and writes a grounded reply in your selected tone, with your chosen signature.
Review and edit anything you like.
Save it to your Outlook Drafts, or — if your workspace allows sending — send it. Either way, nothing goes out until you approve it.
Create named signatures once and reuse them. The draft appends your chosen signature automatically and shows its name as a chip, and a sensible default is created for you on first use.
When you tweak a draft before sending, Facthory quietly remembers your preference for similar future replies — so your drafts get closer to ready over time. These are gentle style hints; you are always in control.
Capture a tone early — even a handful of real sent messages makes drafts noticeably more like you.
Keep more than one tone (for example, warm for clients and concise for internal notes) and switch as needed.
Use reply-urgency bands as your daily triage: clear Today, glance at This week, ignore No rush until you have time.
Rules and automations — apply consistent replies and filing at scale.
Search and ask your mailbox — find the threads worth replying to.
Placeholder images in this guide are intentional. In Notion, replace each image block with a current product screenshot and keep captions accurate for accessibility.
