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Recipient dependent mail adaption Disclosure Number: IPCOM000244035D
Publication Date: 2015-Nov-06
Document File: 4 page(s) / 335K

Publishing Venue

The Prior Art Database


The article describes a method to change the contents of the mail by analyzing the recipient or recipients. The changes include automatically adding salutations, mail footer and advertisements to the mail in addition to automatic spell checking adjustment.

This text was extracted from a PDF file.
This is the abbreviated version, containing approximately 52% of the total text.

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Recipient dependent mail adaption

Writing an email the correct way takes much time . Choosing the right salutations, preferably in the right language and spelled correctly , choosing the right mail footer and signature and the like in a correct way can even increase the positive impression to the recipients reading the mail and decrease if the wrong words are used . The idea of this disclosure is to let these mail additions chosen automatically by analyzing previous mails and the recipients email address. This has the following advantages:
- typos can be avoided in the salutations
- time spent typically on formulating and adapting the salutations and the mail footer and signature can be saved.
- the origin of the recipients is valued what gives the recipient a good feeling
- no signature containing phone number and advertisement for internal communication to avoid unnecessary data transfer and avoid waste of storage . Lookup of phone book can be done with internal tools, advertisement is just "noise".

Writing an email not only consists of formulating and writing the actual contents but also writing the salutation, adding the signature and a complimentary close . This takes time since the user has to think about which salutation to use , which mail footer if at all, which complimentary close, and at the end he has to make sure that everything is written correctly. The idea now is to analyze previous mail threads with the same recipients and the mail addresses of the recipients to automatically adapt the salutation and the footer. In particular in systems that analyze the mail traffic like IBM Verse * this can be very valuable. This idea is not limited to emails but may be used also in other communication tools, such as messengers like WhatsApp* (analyzing the communication threads so far) or even added on browsers for Facebook communication threads, blog threads and so on.

Typically, writing a mail starts with adding the needed recipients for this mail . As soon as this is finished and the user changes focus to the contents the mail program can automatically start the information given by that , e.g. from the mail addresses of the recipients:
- What is the domain of the mail address, e.g. .de or .com? This can give a hint on what language to use in the mail and in the salutations .

- Is the address in the same company? Then the signature and any advertising can be omitted.

- Is the structure of the mail address known, e.g. is it built up with

. Then the mail program can automatically add the first name or the last name to the salutations .

In addition, it is possible to analyze the previous mails threads that were exchanged between the writer and the recipient to find out the following :
- How formal were the previous mails written? Did the writer typically use a more formal salutation like "Dear Madam...