How to dictate emails with AI instead of typing

You can write an email just by talking. Speak your message into your phone or computer, then ask an AI assistant to tidy it into a clear, friendly email. You read it over, fix anything you like, and press send. No fast typing needed.

There are two parts to this: dictation, which turns your voice into words, and AI, which polishes those words. Together they save time and take the stress out of finding the right phrasing.

Step by step

1. Open a blank email or an AI app. You can dictate straight into your email app, or into an AI assistant such as ChatGPT, Claude or Gemini and copy the result across afterward. Starting in the AI app often gives you better polish.

2. Turn on dictation. Tap in the text box, then tap the microphone icon on your keyboard. On a computer, look for a Dictate or Voice typing option in your email program, or press the microphone key if your keyboard has one. If asked, allow microphone access.

3. Say what you want, roughly. Do not worry about perfect sentences. Speak as if telling a friend. For example:

"Tell Margaret I cannot come Thursday because of a dentist appointment, ask if Friday works instead, and say thank you for the invitation."

4. Ask the AI to turn it into an email. If you are in an AI app, say or type a request such as:

"Please write a short, warm email from me to Margaret. I cannot come Thursday because of a dentist appointment. Ask if Friday works instead. Thank her for the invitation. Keep it under 80 words."

5. Adjust the tone. Not quite right? Ask for a change:

"Make that a little more formal." or "Make it shorter and more cheerful."

6. Say the punctuation if you need it. When dictating directly into an email, you can say "period," "comma," "question mark" or "new paragraph." Some tools add punctuation automatically.

7. Read it aloud before sending. Check names, dates, times and amounts. Fix anything that was misheard by tapping the text and editing it, or by asking the AI, "Change Thursday to Wednesday."

8. Copy, paste and send. Press and hold on the text to copy it, open your email, paste it in, add the recipient and subject line, and press send.

More prompts to try

• "Write a polite reply declining this offer. Here is what they sent me:" (then paste the message)
• "Turn these rough notes into a thank you email to my neighbor for watering the plants."
• "Check this email for spelling mistakes and make it easier to read. Do not change the meaning."

What to watch out for

Please keep in mind

• Always read before you send. Dictation can mishear words, and AI can add details you never said. You are the author, so check every line.
• Confirm facts and numbers. Dates, addresses, prices and names should match what you meant.
• Sensitive topics: For emails about health, legal matters, money or Medicare, AI can help with wording, but confirm the facts with your doctor, lawyer, bank or an official source before you write or send.
• Protect private information. Avoid putting passwords, account numbers or Social Security numbers into an AI app.
• Sending to the wrong person. Double check the recipient before you press send, especially with similar names.

More guides

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