Shared inbox and AI email glossary

Shared inbox

An inbox that several people work together: everyone sees the same conversations, knows who is handling each one, and can reply from the shared address. Shared inbox apps like Tutti can combine many email accounts into one view.

Learn more: Best shared inbox for Gmail

Collaborative inbox

A Google Groups feature that lets members of a group address assign conversations to each other and mark them complete, no action needed, or duplicate. It is included with Google Workspace but has no AI or approval step.

Learn more: Delegation vs collaborative inbox vs shared inbox

Gmail delegation

A Gmail setting that lets chosen people read, send, and delete mail in your account without your password. Personal accounts allow up to 10 delegates and work accounts up to 1,000.

Learn more: Share Gmail without the password

Email triage

Sorting incoming email by what it is and what it needs, so the right person handles the right message first. AI triage does this automatically as mail arrives.

Learn more: Manage a press inbox

AI email classification

Using a language model to assign each email to a category, such as Press or Partnerships, based on its meaning rather than keyword filters. Clear written definitions for each category make classification consistent.

Learn more: Organize Gmail labels for a team

AI email drafting

Using a language model to write a proposed reply that a person reviews before sending. Good drafting reads the entire thread and leaves unknown facts blank instead of guessing.

Learn more: Use AI to draft email safely

Auto-draft

A setting that prepares an AI reply for every new conversation in a category automatically, so a draft is waiting before anyone opens the thread. In Tutti, auto-draft is switched on per label.

Human in the loop

A workflow where AI prepares work but a person makes the final decision. For email, it means AI drafts and a person approves and sends every message.

Approval workflow

A process where drafts are submitted for review and a designated person approves, edits, or sends them back before anything is sent. It is standard for press statements and other high-stakes email.

Personalization token

A placeholder in square brackets, such as [first name] or [company], that is replaced with recipient-specific details before sending. Tutti's AI also uses tokens to mark facts it does not know.

Learn more: Free email personalizer

Email template

A reusable message with fixed wording and personalization tokens for the parts that change. Templates keep replies consistent and fast without sounding generic when the tokens are filled well.

Learn more: Free email templates

Zero data retention

A commitment from an AI provider that prompts and outputs are processed to produce a response and not stored afterwards, and so are not used for training. Tutti routes every AI request to zero-data-retention providers.

Needs reply

A status or filter for conversations where the last message came from someone outside the team, meaning a response is owed.

Press inbox

A shared address, commonly press@ or media@, where journalists send requests for interviews, quotes, and information. It works best with a named owner, a few clear labels, and an approval step.

Learn more: Tutti for PR teams

Embargo

An agreement that a journalist will not publish news before a stated date and time, in exchange for early access. The embargo time should appear in the subject line and first sentence of the email.

Learn more: Embargoed briefing template

Workspace isolation

A design where each team's data is separated so no workspace can read another's mail, contacts, or settings. In Tutti, every query is scoped to the workspace.