The email backlog is where AI quietly saves the most time. You jot down three keywords, AI turns them into a finished response in the right tone, and you edit in ten seconds instead of formulating from scratch. ChatGPT and Gemini are enough for free; Copilot embeds it directly in Outlook if you already run Microsoft 365; Copy.ai is strong when the emails are salesy. But let everything go through AI and your emails start to sound like everyone else's, so use it for drafts and not for your voice.
Writes quotes, emails and customer replies in seconds. The free version covers most everyday needs; the downside is that data is stored in the USA unless you have an Enterprise or Edu plan with EU data residency.
The free version is enough for most small businesses
Best in Swedish among the major AI tools
Data is stored in the USA on Free, Plus and Business plans; EU data storage is only available for Enterprise and Edu
Best for: Everyday tasks like email, text, ideas and research.
Google's answer to ChatGPT: free and built into Gmail and Docs if you use Google Workspace. Just as strong in Swedish, but sometimes answers a little too cautiously.
Free to use
Built into Gmail, Docs and the rest of Google Workspace
In the free version, the data ends up with Google in the USA
Best for: Those who already work in Gmail and Google Docs.
France's answer to ChatGPT: the AI chat Le Chat from Mistral AI in Paris, one of the few European models in the top class. Data is stored within the EU, with a GDPR data processing addendum and certifications for SOC 2 Type II as well as ISO 27001 and 27701. A free tier is available to start with.
European model in the top class, developed by Mistral AI in Paris.
Data storage within the EU, with a GDPR processing addendum and certifications for SOC 2 Type II as well as ISO 27001/27701.
Does not quite reach the level of the largest American models.
Best for: A Swedish consultant or agency that wants a powerful AI chat for quotes and emails without handing data to an American provider.
Outside EUWritingFrom approx 220 SEK/monthEU data storage ✓ISO 27001
Microsoft's AI built into Word, Excel and Outlook. Makes sense if the company already uses Microsoft 365; otherwise an expensive add-on for features you rarely use.
Built directly into Word, Excel and Outlook
EU data storage via Microsoft 365
Expensive add-on, from approx. SEK 170/month per user
Best for: Companies that already live in Microsoft 365.
Notion AI is the AI features built into the note-taking tool Notion, able to write and summarise directly in your documents. A free tier exists, but full AI requires the Business or Enterprise plan. EU data residency is only offered to Enterprise customers.
Writes and summarises directly in the notes where you already work, without switching tools.
Handy for teams that already keep their material in Notion.
Requires that you use Notion; it is not a standalone AI service.
Best for: A small team that already keeps all its notes, projects and documents in Notion and wants AI help in the same workspace.
Writes product descriptions, headlines and sales emails non-stop. Good for volume, but the free tier has now been removed and the texts need your polishing.
Fast when you need many texts
Strong on headlines and product descriptions
The free tier has effectively been removed (from approx. SEK 290/month)
Best for: Sales copy and content that needs to be produced in volume.
Will the recipient notice the email is AI-written?
If you don't edit, yes. The text becomes generic. A personal sentence at the end is usually enough to make it sound like you again.
Can AI reply to emails fully automatically?
The tools suggest replies, but automatic sending without review is not recommended. Always read through before you hit send. A wrong AI answer costs more trust than it saves time.
