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Tags let you organise the inbox by what emails are — complaints, urgent requests, high-value landlords — without moving anything anywhere. You describe each tag in plain English; the AI checks every incoming email against your descriptions and applies the ones that fit. Under the hood, tags are Outlook categories: they show as colours in your message list, they’re filterable, and they sync everywhere your mailbox does — including your phone.

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Creating a Tag

Tags are managed in the dashboard: app.lanten.ai → Tags.
The Tags page in the Lanten dashboard with the Add a tag form

Name it as you want it to appear in Outlook, pick a colour, then describe when it should apply.

  1. Name the tag as you want it to appear in Outlook.
  2. Pick a colour — this becomes the category colour in your inbox.
  3. Describe when it should be applied, in up to 500 characters.
The description is the whole game. The AI checks it against every incoming email, so be specific about when it should and shouldn’t apply — you can reference what the email is about, who sent it (a tenant, a landlord, an applicant), or even the sender’s email address.
Write the description like you’d brief a new starter. The built-in example is the pattern to copy:Complaint — “Apply when someone is unhappy with the service, raising anti-social behaviour, or reporting a dispute with a neighbour or another tenant.”

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What gets tagged

  • Tags apply to new email arriving after the tag exists — Lanten doesn’t backfill your history.
  • Wrong call? Add or remove the category on any email in Outlook as normal. Corrections don’t retrain the AI — if a tag keeps misfiring, sharpen its description instead; that’s the lever.

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Finding tagged emails

Tagged emails show their colours in the message list. From there, Outlook’s own machinery does the work: filter the inbox by category, click a category to see everything carrying it, or save a category search. The best trick: add the tag to Outlook’s Favourites. In the folder pane, add a favourite, search the tag’s name, and select it.
Adding the Complaint category to Outlook Favourites

Add a favourite in the folder pane and search the tag's name.

The tag pins to Favourites like a folder — one click shows every email carrying it, while everything stays right where it was in your inbox.
The Complaint category pinned in Outlook Favourites showing a filtered view

One click in Favourites: every email carrying the tag, nothing moved anywhere.

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Tags vs separate inboxes

The old way to organise a lettings inbox is more inboxes: maintenance@, accounts@, complaints@ — each one a place for things to be forwarded to, lost in, and double-answered from. Tags are the alternative: one inbox, many views. The same email can be Maintenance and Urgent and High-value landlord at once — no forwarding, no “who’s got this?”, full thread history intact. Ideas that work well:
  • Urgent requests — anything needing same-day action
  • Complaints — service issues, disputes, anti-social behaviour
  • High-value landlords — your top clients, by name or address if you like
  • Compliance — gas certificates, EICRs, licensing
Running a genuinely shared mailbox as well? See Shared inboxes.