How to Draft Better Emails in Minutes with Private AI

Become the professional who replies with clarity and speed—without ever pasting sensitive text into a cloud bot.

In today's fast-paced business world, effective email communication is paramount. Yet, crafting clear, concise, and context-aware emails often consumes valuable time, leading to reduced productivity and potential errors. For all business users, the goal is simple: save time, reduce errors, and ensure sensitive information remains confidential. This comprehensive guide will walk you through leveraging AirgapAI, a revolutionary private Artificial Intelligence solution by Iternal Technologies, to achieve exactly that. We’ll cover everything from tone presets and role-sensitive phrasing to "short, clear, actionable" prompts and refinement loops, all while emphasizing AirgapAI's privacy-by-default design and its significant cost advantage over cloud-based alternatives.

Why Private Artificial Intelligence for Email Writing? The AirgapAI Advantage

Many individuals and organizations are eager to harness the power of Artificial Intelligence (AI) for tasks like email drafting, but they face significant hurdles. The primary concerns revolve around data privacy, potential AI hallucinations, and the escalating costs of cloud-based solutions. AirgapAI by Iternal Technologies addresses these challenges head-on, offering a robust, secure, and cost-effective private Artificial Intelligence experience right on your personal computer (PC).

The Problem with Cloud-Based Artificial Intelligence and Sensitive Information

When you use publicly available or subscription-based cloud Artificial Intelligence services, you often upload your data to external servers. This process inherently exposes your sensitive information to potential data leakage, compliance breaches, and a loss of data sovereignty. For industries like finance, healthcare, government, and legal, where privacy is critical, this is an unacceptable risk. Furthermore, cloud-based Large Language Models (LLMs) can sometimes "hallucinate" or generate inaccurate information, leading to distrust and additional time spent validating outputs.

AirgapAI's Solution: Unparalleled Security and Data Sovereignty

AirgapAI offers a groundbreaking approach to secure Artificial Intelligence. It is a 100% local Artificial Intelligence chat solution that runs entirely on your client device, such as a Dell AI PC, eliminating any external network dependencies. This means your data never leaves your device—there is no network "in" or "out." This air-gapped design ensures complete data sovereignty and control, making AirgapAI ideal for high-security environments like government agencies, defense applications, and any organization needing absolute privacy. It's a privacy-first Artificial Intelligence assistant that guarantees your Artificial Intelligence conversations remain private, protecting you from data breaches and accidental leakage of confidential information.

Cost-Effectiveness You Can Trust

Unlike many cloud-based Artificial Intelligence solutions that operate on expensive monthly or per-user subscription models, AirgapAI offers a one-time perpetual license per device. This means you own the license outright, without the burden of recurring fees, hidden token charges, or overage bills. On average, AirgapAI runs at roughly one-tenth the cost of alternatives like Microsoft Copilot and ChatGPT Enterprise, offering significant savings while driving return on investment. This no subscription Artificial Intelligence application model makes it a budget-friendly Artificial Intelligence assistant with a remarkably low barrier to entry.

Accuracy That Eliminates Artificial Intelligence Hallucinations with Blockify Technology

A major concern with any Artificial Intelligence solution is the reliability of its output. AirgapAI tackles this with its patented Blockify technology, the ultimate data management solution for Large Language Models at scale.

How Blockify Works: Blockify ingests large, unstructured datasets (like thousands of sales documents, legal contracts, or internal knowledge bases) and condenses them into concise, modular "blocks" of data. Each block contains:

A name (for quick content identification).
A critical question (the key query a user might ask).
A trusted answer (a distilled, accurate response, free from outdated or redundant information).

This process dramatically refines data inputs for highly accurate responses. Coupled with rich metadata for classification and permissions, Blockify supports zero-trust environments. The result? Blockify can reduce the original data size by as much as 97.5% and, remarkably, improve the accuracy of your Large Language Models by 7,800%—that's 78 times more accurate than standard Retrieval-Augmented Generation. This significant improvement in accuracy builds confidence and trust, making AirgapAI a reliable tool for professional email writing and other critical business tasks.

Getting Started with AirgapAI: A Step-by-Step Installation and Onboarding Guide

To begin transforming your email writing and boosting your productivity with private Artificial Intelligence, you'll first need to install and configure AirgapAI Chat on your device. This guide assumes you have absolutely no prior experience with Artificial Intelligence software.

System Requirements and Prerequisites

Before you start, ensure your PC meets the following specifications for optimal performance:

Component	Minimum	Recommended
Central Processing Unit (CPU)	8 Cores	8 Cores/16 Threads or better
Random Access Memory (RAM)	16 Gigabytes	32 Gigabytes+
Disk	10 Gigabytes free (Solid State Drive)	50 Gigabytes Non-Volatile Memory Express
Graphics Processing Unit (Integrated or Dedicated)	4 Gigabytes Video Random Access Memory (2024 or Newer)	8 Gigabytes Video Random Access Memory+
Operating System	Windows 11	Latest patches

Permissions: You will need security permissions to install applications on your computer.

Downloading the Installer Package

Obtain the latest ZIP archive of the AirgapAI Chat installer from the internal or cloud link provided by your IT department.
Save the ZIP file to your "Downloads" folder or another easily accessible, writeable directory on your computer.
- Example file name: AirgapAI-v1.0.2-Install.zip

Installing the Application

Navigate to the folder where you saved the installer ZIP file.
Right-click on the AirgapAI-v1.0.2-Install.zip file.
Select "Extract All..." from the context menu.
Choose a destination folder for the extracted files (the default is usually a new folder with the same name as the ZIP file under your "Downloads" folder).
Click "Extract".
Once extracted, open the newly created folder.
Double-click the AirgapAI Chat Setup.exe file to start the installation wizard.
Follow the on-screen prompts:
- Read and accept the license agreement.
- Choose to create a Desktop Shortcut for easy access.
- Click "Install".
- Click "Finish" once the installation is complete.
If your operating system's security features (such as SmartScreen or Gatekeeper) prompt you, choose "Allow" or "Run anyway" to proceed with the installation.

First-Launch Onboarding Wizard

After installation, launch AirgapAI Chat using the new desktop shortcut or from your Start menu. The first time you open the application, it will check for existing Large Language Models. If none are found, the Onboarding flow will automatically begin.

5.1 Profile & Chat Style

Click "Start Onboarding".
Enter a display name (e.g., your name or "You" by default). This name will appear next to your chat messages.
Pick a preferred Chat Style from the available options (e.g., Iternal Professional, Casual, Dark Mode, Retro). This customizes the look and feel of your chat interface.
Click "Next".

5.2 Uploading the Core Large Language Model

AirgapAI Chat uses open-source Large Language Models that run locally on your device. You'll need to upload one to get started.

On the Models screen, expand the "Available Models" drop-down menu. It will initially be empty.
Click "Upload Model".
Browse to the /models/ subfolder located within the folder you extracted the installer to.
Choose a model that is best suited to your hardware:
- Llama-1B (for 2024 Integrated Graphics Processing Unit or low-power devices).
- Llama-3B (for Integrated Graphics Processing Units from 2025 or dedicated Graphics Processing Units).
Click "Save". The model upload will take approximately 30 seconds.
- Note: Administrators can also add or update chat Large Language Models by modifying the folder located at %appdata%\IternalModelRepo.

5.3 Uploading an Embeddings Model

An embeddings model is crucial for the Retrieval-Augmented Generation (RAG) feature, which allows AirgapAI to accurately fetch information from your private datasets.

Still on the onboarding page, click "Upload Embeddings Model".
Open the /models/ subfolder from your install folder.
Select Jina-Embeddings.zip.
Click "Save". This upload also takes approximately 30 seconds.
- Note: Administrators can add or update embeddings models by modifying the folder located at %appdata%\IternalModelRepo.

5.4 Adding Sample or Custom Datasets

Datasets are the foundation of Retrieval-Augmented Generation, enabling AirgapAI to provide highly accurate answers based on your specific information.

Click "Upload Dataset".
Navigate to the /datasets/ subfolder from your install folder.
Select CIA_World_Factbook_US.jsonl (a sample dataset).
Click "Save".
- Note: Administrators updating datasets can push new updates by modifying the contents of the files saved within %appdata%\airgap-ai-chat\CorpusRepo.
- Tip: While you can upload Word, Portable Document Format, or Text files directly, larger collections of documents should be converted to Blockify for that 78 times accuracy gain.

5.5 Finish Onboarding

Verify that all three items (Core Large Language Model, Embeddings Model, and at least one Dataset) are successfully added.
Click "Continue". AirgapAI Chat will now boot up with your chosen selections, ready for use.

Initial Model Benchmarking

Upon the first launch of a Large Language Model, AirgapAI Chat will offer to benchmark your hardware's performance with the selected model.

Click "Run Benchmark" (highly recommended).
This process takes approximately 2 minutes and measures crucial metrics like tokens per second and inference speed.
You can skip this step, but your context-size limits will remain at a conservative 2,000 tokens until a benchmark is completed.
- You can change the token context window after benchmarking by visiting "Settings > Chat" and dragging the slider to your desired size.

Mastering Email Writing with AirgapAI: Everyday Workflows

Now that AirgapAI is installed and configured, let's explore how to leverage its powerful features to revolutionize your email writing workflow, making you more productive and your communications clearer and more secure.

The AirgapAI Chat User Interface Tour

Upon launching AirgapAI, you'll see a familiar chat interface with key components:

Chat Window: The main area where you type your prompts and receive Artificial Intelligence responses.
Workflow Bar: Located below the new chat window, offering quick-start workflows for various tasks.
Sidebar: Allows you to manage and toggle on/off your datasets for Retrieval-Augmented Generation.

General Purpose Email Drafting

AirgapAI makes drafting emails effortless and efficient.

Start a New Chat: Click the "New Chat" button to begin.
Provide Clear, Actionable Prompts: The more specific your prompt, the better the output.
- Example Prompt 1: "Draft an email to a client confirming our meeting at 2 PM tomorrow regarding the new project. Emphasize our excitement about this collaboration and the value we aim to bring."
- Example Prompt 2: "Write a polite follow-up email to a colleague about a pending report, reminding them of the deadline without sounding aggressive."
Focus on Tone Presets and Role-Sensitive Phrasing: You can guide the Artificial Intelligence to adopt a specific tone.
- "Make this email professional and concise."
- "Draft a casual email to my team announcing a celebratory lunch, including the date and time."
- "Write a formal email to a vendor requesting an update on our order, with a polite but firm tone."
Emphasize "Short, Clear, Actionable" Outputs: If you need to refine the message for brevity or directness, just ask.
- "Make this email shorter and more direct."
- "Ensure the email has a clear call to action."

Leveraging Blockify Datasets for Context-Rich Emails (Retrieval-Augmented Generation)

This is where AirgapAI truly shines, combining private Artificial Intelligence with your secure, internal data for highly accurate, context-aware emails.

Toggle Your Dataset ON: In the sidebar, select the Blockify dataset relevant to your email. For example, if you're drafting an email about a specific product, select the "Product Features" or "Sales Policies" dataset.
Query Your Dataset with an Email Prompt: Ask a question that requires information from your selected dataset.
- Example Prompt: "Draft an email to a prospect outlining our product's key features, focusing on cost savings and security benefits, drawing from the 'AirgapAI Sales Deck' dataset."
Receive Accurate, Cited Answers: AirgapAI's Retrieval-Augmented Generation engine will identify and rank the top data blocks from your private dataset that best answer your question. It then synthesizes a coherent, trusted answer for your email, often showing citations so you can verify the source. This is incredibly valuable for ensuring accuracy and eliminating Artificial Intelligence hallucinations when communicating with internal or external stakeholders.

Entourage Mode: Multi-Persona Email Collaboration

For complex communications requiring diverse perspectives, AirgapAI's unique Entourage Mode allows you to interact with multiple Artificial Intelligence personas simultaneously.

Select an Entourage Mode Workflow: From the new chat page, choose an Entourage Mode quick-start workflow.
Configure Personas: In "Advanced Settings > Personas," set up different roles (e.g., Marketing Specialist, Legal Expert, Technical Support Analyst, Financial Advisor).
Draft with Multiple Perspectives: Ask a question or provide a prompt, and each persona will weigh in from its respective dataset and expertise.
- Recommended Prompt for Demonstrating Entourage Mode: "I am launching a new product called AirgapAI. It is a 100% local chat Large Language Model solution that is one-tenth the cost of other solutions with more capabilities. What do you think? Please answer in short sentences."
- Example Email Prompt: "Draft an email to a potential investor for our AirgapAI product launch. Have the 'Legal Expert' persona ensure all compliance points are met, and the 'Marketing Specialist' persona highlight the unique value propositions and market differentiators."
Combine Insights: The responses from each persona will appear, offering a multi-perspective view to help you craft a comprehensive and well-rounded email, especially for high-stakes decision-making or scenario planning.

Refinement Loops for Perfecting Your Message

Even after an initial draft, you can easily refine your email content.

Provide Feedback:
- "Make this email more concise."
- "Add a call to action to schedule a follow-up meeting by the end of the week."
- "Adjust the tone to be more persuasive for a sales pitch."
- "Rephrase the second paragraph to be more empathetic."
Copy and Use: Once you're satisfied with the output, simply click the "Copy" button to place the text on your clipboard, ready to paste into your email client.

Advanced Email Strategies and AirgapAI Features

AirgapAI offers additional functionalities to further enhance your email writing and productivity.

Context-Window Expansion for Longer Emails

For drafting very long or detailed emails, or summarizing lengthy documents into an email format, you can expand the Artificial Intelligence's context window. After completing the initial model benchmark, go to "Settings > Model Settings" and drag the "Max Tokens" slider up to 32,000 to increase the amount of information the Large Language Model can process at once.

Customizing Your Experience: Styling & Themes

Personalize your AirgapAI Chat interface to suit your preferences. Navigate to "Settings > Appearance" to switch between predefined themes or even build custom Cascading Style Sheets (CSS).

Workflow Templates for Repeatable Email Tasks

Streamline common email writing tasks by creating or using predefined workflow templates. In "Settings > Workflows," you can add and edit prompt chains. This is ideal for IT departments to pre-load company-specific tasks, such as "Sales Proposal – Cover Letter" or "Customer Support Response – Technical Issue," ensuring consistency and efficiency across the organization.

Multilingual Conversations

AirgapAI supports seamless multilingual conversations, making it excellent for international communication.

Prompt Example: "Tell me a short story in German about renewable energy."
The Large Language Model will switch language seamlessly. You can also use "Stop" to halt generation at any time. This can be useful for drafting emails in various languages.

Maintaining and Updating AirgapAI

Keeping your AirgapAI application and datasets up-to-date is crucial for continuous optimal performance and security.

Ongoing Updates and Maintenance

AirgapAI updates are delivered by a built-in Update Manager. You can choose a "Local Server" or "Cloud" in "Settings > Updates" based on your IT policy. The update cadence is synchronized with typical operating system or enterprise software update cycles. Whether pushing data or security patches, your IT department can deploy new versions through familiar image management solutions like Microsoft Intune.

Dataset Updates

As new documents are Blockified, the updated datasets can be efficiently pushed to local devices via Microsoft Intune or similar image management applications. This ensures that your AirgapAI always has access to the most current and accurate internal knowledge for Retrieval-Augmented Generation, keeping your private Artificial Intelligence always current.

Frequently Asked Questions

Here are answers to some common questions about using AirgapAI for email writing and productivity:

How does AirgapAI ensure my emails remain private?

AirgapAI is a 100% local Artificial Intelligence solution. All processing, including your email drafts and company data, occurs directly on your device. No data is sent to the cloud, ensuring complete privacy protection and preventing sensitive information from leaving your corporate domain. This makes it a truly secure Artificial Intelligence with no cloud storage.

Can I use AirgapAI to draft emails offline?

Yes! Because AirgapAI runs entirely on your device and does not require an internet connection for its core functions, you can use it as an offline Artificial Intelligence alternative to draft emails even when you are without Wi-Fi or in a disconnected environment. This makes it a perfect Artificial Intelligence that works without internet.

How much does AirgapAI cost compared to cloud solutions?

AirgapAI is sold as a one-time perpetual license per device. This model typically makes it one-tenth to one-fifteenth the cost of cloud-based subscription alternatives like Microsoft Copilot or ChatGPT Enterprise over their lifespan. There are no monthly payments or hidden token charges. It is an Artificial Intelligence without monthly payments.

Can AirgapAI help with industry-specific email content?

Absolutely. By leveraging AirgapAI's Blockify technology with your own curated, industry-specific datasets (e.g., legal documents, financial reports, healthcare guidelines), you can ensure that your Artificial Intelligence-generated emails are highly accurate and relevant to your sector. Our role-based workflows and Entourage Mode also allow you to configure personas with specialized knowledge for targeted email writing.

What if I want to use my own custom Large Language Models?

AirgapAI supports a "Bring Your Own Model" (BYOM) approach, allowing you the flexibility to use any popular open-source Large Language Model or even your own custom fine-tuned Large Language Models. If a specific model isn't pre-quantized, our engineering team can package and deploy it as a service. This provides you with a customizable Artificial Intelligence experience.

Conclusion

Mastering the art of email writing in the digital age requires speed, clarity, and most importantly, security. AirgapAI by Iternal Technologies empowers you to become the professional who consistently delivers clear, concise, and impactful messages, all while safeguarding your most sensitive information. With its 100% local Artificial Intelligence processing, patented Blockify technology ensuring 78 times greater accuracy, and a cost-effective perpetual license, AirgapAI provides an unparalleled private Artificial Intelligence solution for enhancing your productivity. Experience the confidence of knowing your communications are always secure, accurate, and ready to send—even offline.

Download the free trial of AirgapAI today and transform your email workflow at: https://iternal.ai/airgapai