AI Writing Tools Training Session 2.5.2026

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Mac Mail AI Writing Tool

  • Located in the top right corner of new emails (star icon with pencil)
  • Can check existing text or compose new emails from scratch
  • Analyzes email threads to provide contextual responses
  • System requirement: Requires macOS Sequoia or later (Tahoe is current version)
  • Uses ChatGPT engine through Apple's partnership with OpenAI
  • Apple is not developing their own AI but contracting with other providers

Gmail AI Tool (Gemini)

  • Accessible through web browser at gmail.com
  • Sparkling icon appears in compose window
  • Key advantage: Works on older operating systems since it runs in web browser
  • Demonstrated creating a professional email to a new client referred by Bob about printer assistance
  • Can refine, elaborate, or regenerate responses
  • Uses Google's Gemini AI engine

Microsoft Outlook (Copilot)

Effective AI Prompting

  • Use complete sentences and detailed instructions, as if speaking to another person
  • Be specific about what you want - AI cannot read your mind
  • Provide constraints and direction for desired output style
  • Can use voice dictation instead of typing
  • AI won't get frustrated with multiple revision requests

Proofreading Features

  • AI can check spelling, grammar, and formatting errors
  • Demonstrated fixing multiple misspellings and capitalization issues
  • AI attempts to recognize proper names and context
  • Available in both Mac Mail and Gmail through right-click menu or control-click

Summarizing Multiple Emails

  • For non-threaded emails, copy all content into one document
  • Provide clear instructions about what to summarize and desired output format
  • Can specify particular points to extract or emphasize

Mac Dictation

  • Available in all Mac applications via Edit menu > Start Dictation
  • Keyboard shortcuts: FN key twice, or F5 (microphone key)
  • Dictation has improved significantly with AI advancements
  • Faster and more accurate than previous versions

Use Cases and Benefits

  • Helpful for people who struggle with typing accuracy while looking at keyboard
  • Assists non-native English speakers in crafting proper messages
  • Reduces frustration for those with physical typing challenges
  • Can make writing less abbreviation-dependent
  • Saves time on proofreading manual corrections

Important Limitations and Considerations

  • Different AI engines (ChatGPT, Gemini, Copilot) may produce different results
  • May prefer one engine's "voice" over another
  • AI doesn't fully understand context, nuance, or double meanings
  • Always review AI output - may misinterpret intent or make contextual errors
  • Doesn't know specific audiences well enough for highly tailored content
  • Translation and dictation accuracy can vary
  • Jason noted he ultimately wrote next week's presentation himself rather than relying on AI

Educational Concerns

  • Risk that students may not learn proper writing skills if over-relying on AI proofreading
  • Hope is students will still review corrections and learn from mistakes

Questions About Accessibility

  • Participant asked about AI accommodating Asperger's syndrome or dyslexia
  • Jason believes AI can likely be programmed to recognize different thinking patterns
  • Assumes development is underway for accessibility features
  • Suggested searching for specific solutions

Action Items

  • [ ] Participants to try AI tools on their own before next week's session
  • [ ] Participants to experiment with different AI chatbots
  • [ ] Next week's session will cover writing for specific audiences (e.g., Towers community) with hands-on examples



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