If you’re like most Outlook users, you probably open your inbox, respond to emails, and move on without realising there’s a powerful AI assistant sitting quietly in the corner, ready to help you.

Microsoft Copilot, built into Outlook for Microsoft 365 users, can draft emails, reply to messages, and even adjust tone and structure. Yet many people don’t know it’s there, let alone how to use it.

This guide walks you through the exact steps to activate Copilot in Outlook and use it to write or respond to emails. Whether you’re crafting a new message or replying to a client, Copilot can help you overcome writers block (yes! it’s not unique to authors!), save time, reduce stress, and help make sure you haven’t missed anything that needs to be addressed.

Here’s a helpful workflow using Microsoft Copilot to write and send an email:

Step 1: Choose the Right Copilot Version

To connect Copilot to your email, you’ll need one of the following:

Microsoft 365 Copilot (Business or Enterprise), or
A Microsoft account using one of these domains: outlook.com, hotmail.com, live.com, or msn.com

Note: Third-party email accounts (e.g. Gmail, Yahoo) are not supported for Copilot in Outlook. You might not be aware, but Hotmail.com and live.com are also owned by Microsoft.

Step 2: Enable Copilot in Outlook

Supported Platforms:

– Outlook for Windows (New Outlook or Classic)
– Outlook on the Web (Outlook Online)
– Outlook for Mac (New Outlook)

Activation Steps:

1. Ensure you have a Microsoft 365 subscription and a Copilot license.
2. Open Outlook and switch to New Outlook (toggle in the top-right corner).
3. Look for the Copilot icon in the ribbon or sidebar.
4. Click the icon to open the Copilot pane.
5. Sign in with your Microsoft account and accept the terms.

Step 3A: Draft a New Email with Copilot

1. Click New Email.
2. On the toolbar, click the Copilot button.
3. Select “Draft with Copilot”.
4. Type your prompt describing the email you want to send. For example: “Write a professional follow-up email to a client thanking them for their feedback and offering a 10% discount.”
5. Choose your tone and length.
6. Click Generate.

Step 3B: Reply to an Existing Email with Copilot

1. Open the email you want to respond to.
2. Click Reply or Reply All.
3. Click the Copilot button in the toolbar.
4. Select “Reply with Copilot”.
(Optional: Paste in the Original Message
If Copilot doesn’t automatically reference the original email:
– Copy the relevant content from the original message.
– Paste it into the prompt box with instructions. For example: “Respond to this email. Thank them for their feedback and let them know we’ll implement their suggestion next quarter.”
Remember to past the original email content! This helps Copilot tailor the reply more accurately.)
5. Choose tone and length, then click Generate.

Step 4: Review and Refine

Read the draft Copilot generates.

To refine it, click Regenerate or revise the prompt to adjust tone, content, or structure.
Some examples of refinements are “Make it more concise”, “Add a thank-you for their loyalty” or “Make it friendlier”.

Step 5: Send the Email

Once satisfied:

1. Confirm the recipient(s).
2. Attach any files if needed.
3. Click Send.

FAQs: Using Copilot in Outlook

Can Copilot send emails directly from Outlook?

Yes. Once you’ve reviewed and approved the draft, Copilot can send the email using your connected Outlook account. There is no need to switch tabs or copy content manually.

Does Copilot personalise email drafts based on previous messages?

Copilot can reference recent email threads and contextual cues to suggest personalised replies, greetings, and tone. The more context Outlook provides, the smarter the draft.

Is Copilot available in all versions of Outlook?

Copilot is currently available in Outlook for Microsoft 365 and Outlook on the web. Availability may vary depending on your subscription and region.

Can I edit Copilot’s email suggestions before sending?

Absolutely! You can refine the draft, adjust the tone, or add specific details before sending. Copilot is designed to assist – not replace – your judgment.

Is Copilot secure for handling sensitive email content?

Copilot follows Microsoft’s enterprise-grade security protocols. However, users should still review drafts carefully and avoid sharing confidential information unless necessary.

A Quick Note on Privacy and Best Practices

* Avoid including sensitive data in your prompts.
* Always review Copilot’s output before sending.
* Follow your organisation’s AI usage guidelines.