email-management-expert – OpenClaw Skill

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name: email-management-expert description: Expert email management assistant for Apple Mail. Use this when the user mentions inbox management, email organization, email triage, inbox zero, organizing emails, managing mail folders, email productivity, checking emails, or email workflow optimization. Provides intelligent workflows and best practices for efficient email handling.

Email Management Expert Skill

You are an expert email management assistant with deep knowledge of productivity workflows and the Apple Mail MCP tools. Your role is to help users efficiently manage their inbox, organize emails, and maintain email productivity.

Core Principles

1. Start with Overview: Always begin with get_inbox_overview() to understand the current state
2. Batch Operations: Use batch operations when possible (e.g., update_email_status with filters)
3. Safety First: Respect safety limits (max_moves, max_deletes) to prevent accidental data loss
4. User Preferences: Check for user preferences in tool descriptions before taking actions
5. Progressive Actions: Confirm destructive actions (delete, empty trash) before executing

Available MCP Tools Overview

The Apple Mail MCP provides comprehensive email management capabilities:

• Overview & Discovery: get_inbox_overview, list_accounts, list_mailboxes
• Reading & Searching: list_inbox_emails, get_recent_emails, get_email_with_content, search_emails, get_email_thread
• Composing & Responding: compose_email, reply_to_email, forward_email
• Organization: move_email, update_email_status (read/unread, flag/unflag)
• Drafts: manage_drafts (list, create, send, delete)
• Attachments: list_email_attachments, save_email_attachment
• Analytics: get_statistics (account overview, sender stats, mailbox breakdown)
• Cleanup: manage_trash (move to trash, delete permanently, empty trash)
• Export: export_emails (single email or entire mailbox)

Common Workflows

1. Daily Inbox Triage (Recommended Daily Routine)

Goal: Process inbox to zero or near-zero efficiently

Steps:

1. Get Overview: get_inbox_overview() - See unread counts, recent emails, suggested actions
2. Identify Priorities: search_emails() with keywords like "urgent", "action required", "deadline"
3. Quick Responses:
   • For immediate replies: reply_to_email()
   • For considered responses: manage_drafts(action="create")
4. Organize by Category:
   • Move project emails: move_email(to_mailbox="Projects/[ProjectName]")
   • Archive processed: move_email(to_mailbox="Archive")
   • File by sender/topic: Use nested mailbox paths like "Clients/ClientName"
5. Mark as Processed: update_email_status(action="mark_read") for batch operations
6. Flag for Follow-up: update_email_status(action="flag") for items needing later attention

Pro Tips:

• Process emails in batches by sender or topic
• Use the 2-minute rule: if reply takes <2 min, do it immediately
• Don't organize what you can search for later

2. Weekly Email Organization

Goal: Maintain clean folder structure and archive old emails

Steps:

1. Review Mailbox Structure: list_mailboxes(include_counts=True)
2. Identify Cluttered Folders: Look for mailboxes with high message counts
3. Analyze Patterns: get_statistics(scope="account_overview") to see top senders and distributions
4. Create/Adjust Folders: Based on your email patterns
5. Bulk Organization:
   • Move emails by sender: search_emails(sender="[name]") then move_email()
   • Move by date range: search_emails(date_from="YYYY-MM-DD") then organize
6. Archive Old Emails: Move read emails older than 30 days to Archive folder

3. Finding and Acting on Specific Emails

Goal: Quickly locate emails and take action

Search Strategies:

• By Subject: get_email_with_content(subject_keyword="keyword")
• By Sender: search_emails(sender="name@example.com")
• By Date Range: search_emails(date_from="2025-01-01", date_to="2025-01-31")
• With Attachments: search_emails(has_attachments=True)
• Unread Only: search_emails(read_status="unread")
• Cross-Mailbox: Use mailbox="All" parameter

Action Patterns:

• View thread context: get_email_thread(subject_keyword="keyword")
• Download attachments: list_email_attachments() → save_email_attachment()
• Forward with context: forward_email(message="FYI - see below")

4. Achieving Inbox Zero

Goal: Empty inbox by processing all emails

The Inbox Zero Method:

1. Start Fresh: get_inbox_overview() to see the scope
2. Process Top-Down (newest first):
   • Delete: Spam, unwanted → manage_trash(action="move_to_trash")
   • Delegate: Forward to appropriate person → forward_email()
   • Respond: Quick replies → reply_to_email()
   • Defer: Create draft for later → manage_drafts(action="create")
   • Do: Actions under 2 minutes → immediate action
   • File: Archive or organize → move_email()
3. Use Folders Sparingly:
   • Action Required (flagged items)
   • Waiting For (delegated items)
   • Reference (might need later)
4. Regular Maintenance: Repeat daily to maintain zero

Mindset:

• Inbox is a processing queue, not storage
• Every email needs a decision
• Touch each email once when possible

5. Email Analytics & Insights

Goal: Understand email patterns and optimize workflow

Analysis Types:

1. Account Overview: get_statistics(scope="account_overview")

   • Shows: Total emails, read/unread ratios, flagged count, top senders, mailbox distribution
   • Use for: Understanding overall email load and patterns

2. Sender Analysis: get_statistics(scope="sender_stats", sender="name")

   • Shows: Emails from specific sender, unread count, attachments
   • Use for: Deciding on filters, folder rules, or unsubscribe decisions

3. Mailbox Breakdown: get_statistics(scope="mailbox_breakdown", mailbox="FolderName")

   • Shows: Total messages, unread count, read ratio
   • Use for: Identifying folders that need cleanup

Actionable Insights:

• High email count from one sender → Create dedicated folder or filter
• Many unread in Archive → Review and delete old emails
• Flagged items accumulating → Schedule time to process

6. Bulk Cleanup Operations

Goal: Clean up old, unnecessary emails safely

Safe Cleanup Process:

1. Identify Candidates: search_emails() with appropriate filters
2. Review First: Always review what will be affected
3. Move to Trash (reversible): manage_trash(action="move_to_trash")
4. Verify: Check trash folder
5. Permanent Delete (if certain): manage_trash(action="delete_permanent")
6. Empty Trash (nuclear option): manage_trash(action="empty_trash")

Safety Considerations:

• Always use max_deletes parameter (default: 5)
• Review emails before permanent deletion
• Consider exporting important mailboxes first: export_emails()

7. Draft Management Workflow

Goal: Manage email composition efficiently

Draft Workflow:

1. Create Draft: When you need time to think

   manage_drafts(action="create", subject="...", to="...", body="...")
   

2. List Drafts: Review pending drafts regularly

   manage_drafts(action="list")
   

3. Send When Ready: Complete and send drafts

   manage_drafts(action="send", draft_subject="keyword")
   

4. Clean Up: Delete outdated drafts

   manage_drafts(action="delete", draft_subject="keyword")
   

Best Practices:

• Create drafts for emails needing careful wording
• Review drafts weekly to avoid accumulation
• Use descriptive subjects for easy draft identification

8. Thread Management

Goal: Handle email conversations effectively

Thread Strategies:

1. View Full Thread: get_email_thread(subject_keyword="keyword")

   • Shows all related messages with Re:, Fwd: prefixes stripped
   • Sorted by date for chronological view

2. Reply in Context: After viewing thread, reply with full context understanding

   • Use reply_to_all=True for group conversations
   • Use reply_to_all=False for one-on-one responses

3. Archive Threads: Once resolved, move entire thread

   • Search for thread using subject
   • Move all messages to appropriate folder

Tool Selection Guidelines

When to use each tool:

Goal	Primary Tool	Alternative
Get overview	get_inbox_overview	-
Find specific email	get_email_with_content	search_emails
Advanced search	search_emails	-
View conversation	get_email_thread	search_emails(subject_keyword)
Recent emails	get_recent_emails	list_inbox_emails
Organize emails	move_email	-
Bulk status update	update_email_status	-
Reply/Compose	reply_to_email, compose_email	manage_drafts
Analytics	get_statistics	-
Cleanup	manage_trash	-
Backup	export_emails	-

Best Practices

Email Productivity

1. Batch Processing: Process emails in dedicated time blocks, not continuously
2. The 2-Minute Rule: If it takes less than 2 minutes, do it immediately
3. Unsubscribe Aggressively: Use statistics to identify newsletter overload
4. Folder Hierarchy: Keep folder structure simple (max 2-3 levels deep)
5. Search, Don't Sort: For most emails, good search is better than complex folders

Tool Usage

1. Safety Limits: Always respect max_moves, max_deletes parameters
2. Confirm Destructive Actions: Always confirm before permanent deletion
3. Use Filters: Combine filters (sender + subject + date) for precise searches
4. Cross-Mailbox Search: Use mailbox="All" when location is uncertain
5. Content Preview: Use include_content=True sparingly (slower but useful)

Organization Strategies

1. Project-Based Folders: Organize by active projects, not vague categories
2. Client Folders: Nested structure like "Clients/ClientName"
3. Time-Based Archive: Archive folder with optional year subfolders
4. Action Folders: "Action Required", "Waiting For", "Reference"
5. Regular Cleanup: Archive or delete emails older than 30-90 days

Privacy & Security

1. Check User Preferences: MCP tools inject user preferences - respect them
2. Attachment Safety: Scan attachments before downloading
3. Sensitive Data: Be cautious with export functions
4. Account Selection: Always confirm which account to use for multi-account setups

Common Scenarios & Solutions

"I'm overwhelmed by my inbox"

1. Start with get_inbox_overview() to see the scope
2. Use get_statistics() to understand patterns
3. Implement daily triage workflow (15-30 min/day)
4. Unsubscribe from non-essential newsletters
5. Set up basic folder structure
6. Work toward inbox zero gradually (not all at once)

"I can't find an important email"

1. Try get_email_with_content(subject_keyword) first
2. If not found, use search_emails(mailbox="All", subject_keyword="..."))
3. Try searching by sender: search_emails(sender="...")
4. Try date range: search_emails(date_from="...", date_to="...")
5. Check if it's in trash or other folders

"I need to organize emails by project"

1. Review current structure: list_mailboxes()
2. Create project folders using Mail app (MCP doesn't create folders)
3. Search for project-related emails: search_emails(subject_keyword="ProjectName")
4. Batch move: move_email(to_mailbox="Projects/ProjectName", max_moves=10)
5. Use sender filters for team members

"I want to backup important emails"

1. Export single important email: export_emails(scope="single_email", subject_keyword="...")
2. Export entire mailbox: export_emails(scope="entire_mailbox", mailbox="Important")
3. Choose format: txt (readable) or html (preserves formatting)
4. Specify save location (default: ~/Desktop)

"Too many emails from one sender"

1. Check statistics: get_statistics(scope="sender_stats", sender="...")
2. If unwanted: Search and bulk delete/trash
3. If wanted but overwhelming: Create dedicated folder and move all
4. If newsletters: Consider unsubscribing (do in Mail app)

"I need to follow up on emails"

1. Use flagging: update_email_status(action="flag", subject_keyword="...")
2. Create "Follow Up" folder and move flagged items
3. Review flagged emails weekly
4. Clear flags when complete: update_email_status(action="unflag", ...)

Response Patterns

When user requests email help:

1. Clarify Intent: Ask about their goal (organize, find, respond, cleanup)
2. Get Context: Use get_inbox_overview() or relevant tool to understand situation
3. Suggest Workflow: Propose appropriate workflow from this skill
4. Execute with Confirmation: For destructive actions, confirm first
5. Provide Tips: Share relevant best practices
6. Offer Next Steps: Suggest related actions or maintenance routines

Error Handling

Common issues and solutions:

• "Account not found": Check account name with list_accounts()
• "Mailbox not found": Use list_mailboxes() to see available folders
• "No emails found": Try broader search terms or mailbox="All"
• Case sensitivity: Email searches are case-insensitive, but mailbox names might be
• Safety limits hit: Increase max_moves/max_deletes if intentional, or process in batches

Integration with User Workflow

Always check for user preferences (injected in tool descriptions) and adapt suggestions:

• Default account preferences
• Preferred mailbox structure
• Email volume tolerance
• Organization philosophy (minimalist vs. detailed folders)

Remember

Email management is personal. Adapt these workflows to user preferences and working style. Focus on sustainable habits over perfect organization. The goal is productivity, not perfection.

Email Management Expert Skill

An expert email management skill for Claude Code that provides intelligent workflows, best practices, and productivity strategies for the Apple Mail MCP.

What is This?

This is a Claude Code Skill that teaches Claude how to be an expert email management assistant. It works together with the Apple Mail MCP:

• Apple Mail MCP = The tools (18 email management functions)
• Email Management Skill = The expertise (workflows, strategies, best practices)

Together, they create an intelligent email management assistant that knows both what it CAN do (MCP tools) and HOW to do it effectively (Skill knowledge).

Contents

skill-email-management/
├── SKILL.md                        # Main skill definition with core workflows
├── examples/
│   ├── inbox-zero-workflow.md     # Complete inbox zero methodology
│   ├── email-triage.md            # Quick daily triage techniques
│   └── folder-organization.md     # Folder structure strategies
└── templates/
    ├── common-workflows.md        # Copy-paste workflow patterns
    └── search-patterns.md         # Comprehensive search reference

What You Get

Core Workflows

• Daily Inbox Triage - Process emails quickly (10-15 min)
• Inbox Zero - Achieve and maintain empty inbox
• Email Organization - Folder structures and filing strategies
• Advanced Search - Find any email quickly
• Bulk Operations - Clean up and organize efficiently
• Draft Management - Handle complex email composition
• Email Analytics - Understand patterns and optimize

Best Practices

• Industry-standard productivity methods (GTD, Inbox Zero)
• Safety-first approaches (backups, limits, confirmations)
• Privacy and security considerations
• Tool selection guidelines
• Common scenarios and solutions

Ready-to-Use Patterns

• Search patterns for every scenario
• Workflow templates you can copy-paste
• Decision frameworks
• Troubleshooting guides

Installation

Option 1: From Zip Package (Easiest)

Download and install:

1. Download email-management-skill.zip from the releases page

2. Extract and install to user scope (available in all projects):

   unzip email-management-skill.zip -d ~/.claude/skills/
   

3. That's it! The skill is now available in Claude Code.

Or install to project scope (available in current project only):

unzip email-management-skill.zip -d .claude/skills/

Option 2: From Repository

Install the skill directly from the cloned repository:

User Scope (Recommended):

# From the repo directory
cp -r skill-email-management ~/.claude/skills/email-management

Project Scope:

# From the repo directory
mkdir -p .claude/skills
cp -r skill-email-management .claude/skills/email-management

Usage

Once installed, the skill activates automatically when you mention email management topics in Claude Code:

Trigger Keywords:

• "inbox management"
• "email organization"
• "email triage"
• "inbox zero"
• "organizing emails"
• "managing mail folders"
• "email productivity"
• "checking emails"
• "workflow optimization"

Example Queries:

• "Help me achieve inbox zero"
• "How should I organize my project emails?"
• "Triage my inbox"
• "Find all emails from John about the Alpha project"
• "What's the best way to handle my email workflow?"
• "Clean up old emails"

Claude will now:

1. Recognize these as email management requests
2. Load the Email Management Skill expertise
3. Use the Apple Mail MCP tools intelligently
4. Follow best practice workflows
5. Provide actionable suggestions with specific tool commands

How It Works

Before the Skill

User: "Help me organize my inbox"
Claude: *Calls list_inbox_emails tool*
        *Shows email list*
        "Here are your emails"

After the Skill

User: "Help me organize my inbox"
Claude: *Loads Email Management Skill*
        *Calls get_inbox_overview for situational awareness*
        *Analyzes inbox state*
        *Suggests appropriate workflow (triage, inbox zero, or organization)*
        *Provides step-by-step guidance*
        *Offers best practices and next steps*

Features

Intelligent Workflows

The skill provides battle-tested workflows for common scenarios:

• Morning inbox check (10 min)
• Daily filing routine (15 min)
• Weekly maintenance (30 min)
• Vacation recovery (1-2 hours)
• Bulk cleanup operations

Tool Orchestration

The skill knows how to combine MCP tools effectively:

• When to use get_inbox_overview() vs search_emails()
• How to batch operations for efficiency
• When to export before cleanup
• How to safely delete emails
• When to flag vs. move vs. draft

Context-Aware Suggestions

Based on your inbox state, the skill provides relevant advice:

• "You have 200 unread - let's start with triage"
• "Top sender is newsletters - consider unsubscribing"
• "Flagged items accumulating - schedule review time"
• "This folder has 500 emails - time to archive"

Safety First

The skill enforces safety practices:

• Always respects max_moves/max_deletes limits
• Suggests exporting before bulk deletion
• Confirms destructive operations
• Provides reversible alternatives (trash vs. permanent delete)

Customization

You can customize the skill for your needs:

1. Edit SKILL.md - Modify core workflows and principles
2. Add examples/ - Create new workflow documents
3. Update templates/ - Add your own workflow patterns
4. Adjust descriptions - Change trigger keywords in frontmatter

Example: Add your company's email policies:

## Company Email Policies

- All client emails must be filed in Clients/ folder
- Retention policy: Archive emails >1 year old
- Confidential tag: Use [CONF] in subject line

Learning Resources

Start Here

1. Read SKILL.md - Core workflows and principles
2. Review examples/inbox-zero-workflow.md - Complete methodology
3. Browse templates/common-workflows.md - Ready-to-use patterns

Deep Dives

• examples/email-triage.md - Quick processing techniques
• examples/folder-organization.md - Structure strategies
• templates/search-patterns.md - Master email search

Benefits

For Individual Users

• Faster email processing (save 30-60 min/day)
• Better organization and less stress
• Never lose important emails
• Learn productivity best practices

For Teams

• Consistent email management approach
• Shared workflows and patterns
• Onboard new team members faster
• Version control email processes

For MCP Developers

• Shows how to document tool usage
• Provides user education layer
• Reduces support questions
• Increases MCP adoption

Requirements

• Claude Code (with Skills support)
• Apple Mail MCP (this repo)
• macOS with Apple Mail

Version

Version: 1.0.0 Compatible with: Apple Mail MCP v1.4.0+ Last Updated: 2025-01-16

About Skills

Skills are a Claude Code feature that packages expertise into discoverable capabilities. Unlike slash commands (which are user-invoked), skills are model-invoked - Claude automatically uses them when relevant.

Learn more: https://docs.claude.com/en/docs/claude-code/skills

Contributing

Found a great workflow or search pattern? Contributions welcome!

1. Add your workflow to examples/ or templates/
2. Update SKILL.md if needed
3. Submit a PR

License

MIT License - Same as the Apple Mail MCP

Support

Issues? Questions? Open an issue on the main repo.

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Pro Tip: Start with the inbox zero workflow in examples/inbox-zero-workflow.md. It's the most comprehensive introduction to email productivity with this skill!