iOS Shortcuts for email automation (save 1hr/day)

Why Use iOS Shortcuts for Email Automation?

Email management takes up a significant portion of most people's workday. Studies show that the average person spends about 2.5 hours per day on email. With iOS Shortcuts for email automation, you can:

• Save time on repetitive email tasks
• Reduce the risk of human error
• Ensure consistent responses
• Stay organized without extra effort
• Focus on more important tasks

Whether you're a busy professional, a freelancer, or just someone who gets too many emails, iOS Shortcuts can help you reclaim your time.

Getting Started with iOS Shortcuts

Before you can start using iOS Shortcuts for email automation, you need to set up the Shortcuts app:

1. Make sure you have iOS 18 or later installed on your device
2. Open the Shortcuts app (it's pre-installed on iOS 18)
3. Familiarize yourself with the app interface
4. Enable "Allow Untrusted Shortcuts" in Settings > Shortcuts if you want to import shortcuts from third-party sources

Once you have the Shortcuts app set up, you're ready to start creating or importing email automation shortcuts.

Top iOS Shortcuts for Email Automation

Here are the best iOS Shortcuts for email automation that can save you time:

1. Quick Reply Templates

Create shortcuts for common email responses:

• How to create: Open Shortcuts > Tap the + button > Add an "Ask for Input" action for the recipient > Add a "Send Email" action with your pre-written template
• When to use: For responding to common inquiries like meeting requests, thank you messages, or status updates
• Time saved: 5-10 seconds per response, which adds up over time

You can create multiple templates for different scenarios and access them quickly from your home screen or share sheet.

2. Email Organizer

Automatically organize your emails into folders:

• How to create: Open Shortcuts > Tap the + button > Add a "Get Emails" action with specific filters (e.g., sender, subject) > Add a "Move Email" action to move them to the appropriate folder
• When to use: For organizing newsletters, promotional emails, or emails from specific contacts
• Time saved: 1-2 minutes per day on manual organization

You can set this shortcut to run automatically at specific times (e.g., every morning at 8 AM) using the Automation tab in the Shortcuts app.

3. Email Summarizer

Summarize long emails to save time reading:

• How to create: Open Shortcuts > Tap the + button > Add a "Get Latest Email" action > Add an "Extract Text" action > Add a "Summarize Text" action > Add a "Show Result" action
• When to use: For long emails that you don't have time to read in full
• Time saved: 1-3 minutes per long email

This shortcut uses iOS 18's built-in AI capabilities to generate concise summaries of your emails.

4. Meeting Request Handler

Automatically process meeting requests:

• How to create: Open Shortcuts > Tap the + button > Add a "Get Emails" action with filter for meeting requests > Add a "Parse Calendar Invite" action > Add a "Add to Calendar" action > Add a "Send Reply" action to confirm or decline
• When to use: For managing meeting requests from colleagues, clients, or event organizers
• Time saved: 30 seconds to 1 minute per meeting request

This shortcut can save you a lot of time if you receive multiple meeting requests per day.

5. Email to Task Converter

Convert important emails to tasks:

• How to create: Open Shortcuts > Tap the + button > Add a "Get Selected Email" action > Add an "Extract Text" action > Add a "Create Task" action in Reminders or your preferred task manager app
• When to use: For emails that require follow-up actions
• Time saved: 20-30 seconds per task creation

This shortcut ensures that you never miss an important follow-up from an email.

6. Email Attachment Saver

Automatically save email attachments to specific folders:

• How to create: Open Shortcuts > Tap the + button > Add a "Get Emails" action with filter for attachments > Add a "Save Attachment" action with the desired folder location > Add a "Mark Email as Read" action
• When to use: For emails with important attachments like invoices, reports, or documents
• Time saved: 15-30 seconds per attachment

This shortcut ensures that all your important attachments are saved in a consistent location for easy access.

7. Email Scheduler

Schedule emails to be sent at a later time:

• How to create: Open Shortcuts > Tap the + button > Add "Ask for Input" actions for recipient, subject, and body > Add a "Choose Date" action > Add a "Send Email at Date" action
• When to use: For sending emails outside of business hours or at specific times
• Time saved: No direct time savings, but allows you to work at your own pace without worrying about when the email is sent

This is especially useful for people who work across different time zones or want to send emails at optimal times for readership.

8. Email Unsubscriber

Easily unsubscribe from unwanted newsletters:

• How to create: Open Shortcuts > Tap the + button > Add a "Get Selected Email" action > Add a "Find Unsubscribe Link" action > Add an "Open URLs" action
• When to use: For newsletters or promotional emails you no longer want to receive
• Time saved: 10-15 seconds per unsubscribe request

This shortcut makes it easy to clean up your inbox and reduce the number of emails you receive.

9. Email Forwarder

Automatically forward specific emails to designated recipients:

• How to create: Open Shortcuts > Tap the + button > Add a "Get Emails" action with specific filters > Add a "Forward Email" action with the designated recipient
• When to use: For forwarding specific types of emails to team members or assistants
• Time saved: 20-30 seconds per forwarded email

You can set this shortcut to run automatically at regular intervals to ensure timely forwarding.

10. Email Stats Tracker

Track your email usage to identify areas for improvement:

• How to create: Open Shortcuts > Tap the + button > Add a "Get Emails" action with date range filter > Add "Count" actions for different email categories > Add a "Generate Report" action
• When to use: For analyzing your email habits and identifying areas where you can save time
• Time saved: No direct time savings, but helps you identify inefficiencies in your email workflow

This shortcut provides valuable insights into your email usage patterns.

How to Create Your Own Email Automation Shortcuts

While the pre-made shortcuts above are useful, you can also create your own custom shortcuts for your specific email needs. Here's how:

1. Identify Repetitive Email Tasks

The first step in creating your own email automation shortcuts is to identify the repetitive email tasks that take up the most time in your day. Some examples include:

• Sending the same response to similar inquiries
• Organizing emails into folders
• Extracting information from emails
• Forwarding specific types of emails
• Processing attachments

Make a list of these tasks and prioritize them based on how much time they take and how frequently you do them.

2. Break Down the Task into Steps

Once you've identified a task to automate, break it down into individual steps:

• What triggers the task?
• What information do you need?
• What actions need to be performed?
• What's the desired outcome?

For example, if you want to create a shortcut for responding to meeting requests, the steps might be:

1. Get the latest meeting request email
2. Extract the meeting details (date, time, location, attendees)
3. Add the meeting to your calendar
4. Send a confirmation email to the sender

3. Build the Shortcut

Now that you have a clear plan, you can build the shortcut:

1. Open the Shortcuts app
2. Tap the + button to create a new shortcut
3. Search for and add the necessary actions from the Actions Library
4. Configure each action with the appropriate settings
5. Test the shortcut to make sure it works as expected
6. Name the shortcut and add it to your home screen if desired

The Shortcuts app has a wide range of actions available, including actions specifically for email, calendar, reminders, files, and more.

4. Automate the Shortcut

Once you've created a shortcut that works, you can automate it to run without manual intervention:

1. Tap the Automation tab in the Shortcuts app
2. Tap the + button and select "Create Personal Automation"
3. Choose the trigger for your automation (e.g., time of day, arrival at location, app opened)
4. Configure the trigger settings
5. Tap "Next" and select the shortcut you want to run
6. Tap "Next" and toggle off "Ask Before Running" if you want the automation to run automatically
7. Tap "Done" to save the automation

Automated shortcuts can run in the background without any interaction from you, saving you even more time.

Best Practices for Email Automation with iOS Shortcuts

To get the most out of iOS Shortcuts for email automation, follow these best practices:

1. Start Small

Don't try to automate all your email tasks at once. Start with one or two simple shortcuts and build from there as you become more comfortable with the app.

2. Test Thoroughly

Always test your shortcuts thoroughly before relying on them. Make sure they work as expected and don't cause any unintended consequences.

3. Keep It Simple

Complex shortcuts are more likely to break or cause problems. Keep your shortcuts as simple as possible to ensure reliability.

4. Document Your Shortcuts

Document what each shortcut does, how to use it, and any potential issues. This will help you remember how to use your shortcuts and troubleshoot problems if they arise.

5. Update Regularly

As your email workflow changes, update your shortcuts to match. Remove shortcuts you no longer use and create new ones for new repetitive tasks.

6. Share with Your Team

If you work with a team, share useful email automation shortcuts with your colleagues. This can help standardize processes and save the entire team time.

Troubleshooting Common Issues with Email Automation Shortcuts

If you encounter problems with your email automation shortcuts, here are some common issues and solutions:

1. Shortcut Won't Run

Possible solutions:

• Make sure you have the latest version of iOS 18 installed
• Check that you have the necessary permissions (e.g., access to Mail, Calendar, etc.)
• Verify that all actions in the shortcut are configured correctly
• Try rebuilding the shortcut from scratch

2. Shortcut Runs But Doesn't Produce the Expected Result

Possible solutions:

• Check that all input values are correct
• Verify that the email filters are set up correctly
• Make sure you have a stable internet connection
• Test each action in the shortcut individually to identify the problem

3. Automation Doesn't Run at the Expected Time

Possible solutions:

• Check that the automation trigger is set up correctly
• Make sure your device is powered on and connected to the internet at the scheduled time
• Verify that "Ask Before Running" is toggled off if you want it to run automatically
• Try rescheduling the automation to a different time

4. Shortcut Produces Errors

Possible solutions:

• Read the error message carefully to identify the problem
• Check that all required fields are filled in
• Verify that you have access to the necessary resources (e.g., files, folders, etc.)
• Try simplifying the shortcut by breaking it into smaller parts

iOS Shortcuts for Email Automation: Real-World Examples

Let's look at some real-world examples of how people are using iOS Shortcuts for email automation:

Example 1: Freelance Writer

A freelance writer uses iOS Shortcuts to:

• Send quick quotes to potential clients using pre-written templates
• Organize assignment emails by client and deadline
• Save attachments like style guides and reference materials to the appropriate folders
• Track invoice status and follow up with clients who haven't paid

Result: The writer saves about 1.5 hours per day on email management, allowing them to focus on writing.

Example 2: Small Business Owner

A small business owner uses iOS Shortcuts to:

• Send order confirmation emails to customers automatically
• Forward support inquiries to the appropriate team member
• Save invoices and receipts to their accounting folder
• Generate weekly sales reports from email orders

Result: The business owner saves about 2 hours per day on email management, allowing them to focus on growing their business.

Example 3: Busy Professional

A busy professional uses iOS Shortcuts to:

• Automatically organize work emails into project folders
• Summarize long reports and updates
• Schedule follow-up emails for important conversations
• Unsubscribe from unwanted newsletters with one tap

Result: The professional saves about 1 hour per day on email management, reducing stress and improving work-life balance.

Conclusion

iOS Shortcuts for email automation are a powerful tool for saving time and improving productivity. With the right shortcuts, you can:

• Save up to an hour or more per day on email management
• Reduce the stress and frustration of email overload
• Focus on more important and fulfilling tasks
• Improve work-life balance by reducing after-hours email work

Whether you use the pre-made shortcuts we've provided or create your own custom shortcuts, iOS Shortcuts can transform the way you manage email. Start small, experiment, and discover the time-saving potential of email automation with iOS Shortcuts.

So what are you waiting for? Open the Shortcuts app on your iOS 18 device and start creating your first email automation shortcut today!