Quick Links
- Summarize Long Email Threads
- Email Coaching for Clarity and Tone
Microsoft Copilot is a robust tool designed to enhance productivity across Microsoft 365 applications, including Outlook. With specific functionalities aimed at email management and fostering effective communication, here are three practical ways to help you manage your inbox more efficiently.
1. Summarize Long Email Threads
Email threads can get overwhelming, making it challenging to keep track of important information. Copilot in Outlook can quickly help you identify essential details and action items from extensive email conversations. This feature gathers highlights from multiple messages, allowing you to see key decisions made on any discussed project.
To use this feature, select an email conversation in Outlook and click on "Summary by Copilot" at the top of the thread. Copilot will analyze the conversation and present a concise summary for you at the beginning of the email.
The image below illustrates how Copilot generated a summary from a discussion with a support representative, capturing the key discussion points following my service request and outlining the next steps.
2. Craft Emails Like a Pro
With Copilot, composing new emails or replying to existing threads becomes a breeze. Simply provide a brief description of what you need, and the AI will help you find the right words. After generating a draft, you can adjust its length and tone to match your personal style.
Here’s how to draft emails in Outlook using Copilot:
- While composing a new email, click the Copilot icon in the toolbar.
- Select "Draft with Copilot" from the dropdown menu.
- Enter your prompt in the Copilot box and use the Generation options icon to set your preferred length and tone.
- Click "Generate," and Copilot will create a draft for you. If it’s not exactly what you envisioned, feel free to select "Regenerate draft."
- Once you’re happy with the outcome, choose "Keep it."
Additionally, Copilot can create multiple drafts for the same email with varying tones and lengths. For example, you might want a version that’s more formal or one that’s casual, and you can easily switch between the options.
After finalizing the draft, you can make any necessary edits before sending it off.
3. Email Coaching for Clarity and Tone
If you’ve ever worried about whether your email conveys the right message, Copilot’s email coaching feature is here to help. Beyond assistance with drafting emails, Copilot in Outlook enhances your writing by providing valuable feedback. It evaluates your draft and suggests improvements for tone, sentiment, and clarity, ensuring your message is communicated effectively.
To access this feature, click the Copilot icon in the toolbar and select "Coaching by Copilot" from the dropdown. Copilot will generate a brief report with its observations and recommend ways to enhance your writing. It evaluates whether the tone is warm, sincere, enthusiastic, or apologetic, and suggests adjustments to make it more positive, direct, or suitable for your audience. Additionally, it checks for clarity and offers suggestions to refine your draft. You can incorporate any helpful feedback into your message before sending it.
Copilot is currently available in the “New” Outlook for the web, Outlook Online, and Outlook for Windows. Please note that it only supports Microsoft accounts through outlook.com, hotmail.com, live.com, and msn.com email addresses, excluding third-party email services like Gmail, and is limited to work or school accounts if you have a Microsoft 365 Copilot (Work) license.
In summary, Copilot in Outlook not only alleviates the stress of starting or continuing email exchanges but also enhances your overall email communication skills. This tool also offers additional features, like quickly generating meeting invitations from email discussions, enhancing your user experience even further.