Begin Using Copilot in Outlook on Windows 11

2024/02/08

Key Notes

Copilot assists with drafting emails, summarizing threads, and suggesting replies.
Available on various platforms with a subscription to Copilot Pro.
Always review AI-generated content for accuracy and clarity.

Maximize Your Productivity with Copilot in Outlook

Mastering the Copilot feature in Outlook can significantly improve your email drafting and managing efficiency. This guide will provide you with comprehensive steps to leverage this powerful AI tool for creating drafts, summarizing emails, suggesting replies, and coaching you to achieve perfect email etiquette.

How to Use Copilot in Outlook

Copilot elevates your Outlook experience by allowing you to perform various tasks effortlessly. Below are the essential steps.

Step 1: Create New Email Drafts

Follow these steps to harness Copilot for composing an email draft:

Launch Outlook.
Select the Home tab.
Click the New button to open the email composer.
Navigate to the Message tab.
Choose the Copilot option and select “Draft with Copilot.”
Enter a detailed prompt in the provided box to instruct the AI on drafting your email.
Adjust settings in the Generation options menu to select the tone and length.
Click the Generate button to create your draft.
Review the generated draft before sending.
(Optional) Refine your draft by composing further prompts with additional details.
Hit the Submit button to finalize your draft.
(Optional) Use the Regenerate button to receive an alternative draft.
Finally, click the Keep it button to incorporate the draft into your email.

Pro Tip: Edit the draft to ensure it aligns with your voice before sending.

Step 2: Create Email Replies

To use Copilot for replying to emails, follow these instructions:

Open Outlook.
Select the email from your Inbox that you wish to respond to.
Click the Reply button.
Choose a suggested reply from Copilot or opt for the Custom button to provide your own prompt.

Quick note: Using the Custom option lets you specify details for a tailored response.
Fill in the prompt box to guide Copilot in generating your reply.
Select your preferences in the Generation options for tone and length.
Click the Generate button to receive your reply draft.
Evaluate the AI-generated reply draft.
(Optional) Add more details through an additional prompt.
Press the Submit button.
(Optional) Use Regenerate for different versions of the draft.
Select the Keep it button to include your reply in the email.

Once finished, the generated reply will be inserted, allowing you to complete the email.

Step 3: Summarize Emails

To generate a summary of an email, execute these steps:

Launch Outlook.
Select the email to summarize from your Inbox.
Click the “Summary by Copilot” option at the top of the email.

After executing these instructions, Copilot will assess the email threads and produce a summary. Remember, it can only analyze a limited number of threads at once, which may exclude older emails from the summary.

Step 4: Copilot Coaching

To enhance your email clarity with coaching suggestions, follow these steps:

Open Outlook.
Click on Home.
Start a new email draft by clicking on New.
Write your email as usual.
Select the Message tab.
Click the Copilot option and select “Coaching by Copilot”.

Quick note: You can also access this feature while responding to an email.
Choose Tone to review suggestions.
Implement suggestions and tweak the email as needed.
Choose Clarity to get additional feedback.
Evaluate the clarity suggestions and rewrite as desired.
(Optional) Click Regenerate for refreshed coaching recommendations.

After reviewing, finalize and send your email. Keep in mind that the coaching works best for emails exceeding 100 characters.

Additional Tips

Always verify AI-generated content before sending.
Make use of the thumbs up and down rating mechanism to help improve Copilot suggestions.
Stay mindful of the subscription requirements for advanced features.

Summary

This guide provided an overview of how to effectively utilize the Copilot feature in Outlook, including creating email drafts, replies, summarizing emails, and receiving coaching suggestions. By following the outlined steps, you can enhance your productivity and email communication skills.

Conclusion

Embracing the Copilot functionality in Outlook will significantly enhance your email efficiency. Utilize the drafting, summarizing, and coaching features to streamline your workflow, ensuring that you can communicate effectively and professionally at all times. Don’t forget to stay engaged with its capabilities and provide feedback for continuous improvement.

FAQ (Frequently Asked Questions)

What subscription do I need to access Copilot in Outlook?

To access Copilot, you’ll need a subscription to Copilot Pro alongside Microsoft 365 Personal or Family.

Can I use Copilot on mobile devices?

Yes, Copilot is available on mobile versions of Outlook, maintaining similar functionalities to the desktop experience.

How accurate is the AI in providing suggestions?

While Copilot is designed to provide helpful suggestions, users must review the content for accuracy and suitability to ensure it meets their needs.