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How to Use Copilot in Outlook A Step by Step Guide

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Microsoft’s Copilot in Outlook is a game-changer for managing emails efficiently. Powered by AI, it helps you draft emails, summarize long threads, and even suggest responses, saving you time and effort. If you’re looking to boost your productivity, here’s a step-by-step guide on how to use Copilot in Outlook.

Step 1: Ensure You Have Access to Copilot in Outlook

Before you start using Copilot, make sure you have access to it. Copilot is available in Microsoft 365 for users with compatible plans. To check if you have access:

  • Ensure you have an active Microsoft 365 subscription with Copilot enabled.
  • Update Outlook to the latest version.
  • Sign in with your Microsoft account.

Step 2: Open Outlook and Locate Copilot

Once you’re signed in:

  • Open Outlook on your desktop or web browser.
  • Look for the Copilot icon in the toolbar. It is usually represented by a small AI or magic wand symbol.
  • Click on the Copilot icon to open its features.

Step 3: Use Copilot to Draft Emails

One of the most useful features of Copilot is drafting emails. Here’s how to use it:

  1. Click New Email in Outlook.
  2. In the email composition window, click on the Copilot icon.
  3. Enter a short prompt or description of what you want the email to say (e.g., “Request a meeting for next Monday”).
  4. Copilot will generate a draft for you. You can review and edit it as needed before sending.

Step 4: Summarize Long Email Threads

If you receive long email chains, Copilot can quickly summarize them:

  1. Open the email thread you want to summarize.
  2. Click on the Copilot icon in the reading pane.
  3. Copilot will provide a brief summary, highlighting key points and action items.
  4. Use the summary to respond efficiently without reading every message in detail.

Step 5: Generate Quick Responses

Need to reply to an email but not sure what to say? Let Copilot help:

  1. Open an email you want to respond to.
  2. Click on the Copilot icon and choose Suggest a Response.
  3. Copilot will generate a response based on the email’s context.
  4. Edit the response if necessary and click Send.

Step 6: Refine Emails with AI Assistance

If you’ve already written an email but want to improve its tone or clarity:

  1. Highlight the text you want to refine.
  2. Click the Copilot icon and choose an option like Make it more professional, Make it concise, or Adjust tone.
  3. Copilot will rewrite the text while maintaining your original intent.
  4. Replace the original text with the refined version if you’re satisfied.

Step 7: Use Copilot for Scheduling Assistance

Copilot can also assist with scheduling meetings in Outlook:

  1. Open the calendar section in Outlook.
  2. Click on New Meeting and then the Copilot icon.
  3. Provide details about the meeting (e.g., “Schedule a meeting with Sarah for next Wednesday at 10 AM”).
  4. Copilot will generate an invite with the correct details, which you can send with one click.

Step 8: Customize Copilot’s Preferences

To tailor Copilot to your needs:

  1. Click on the Copilot Settings in Outlook.
  2. Adjust preferences such as writing style, formality, and tone.
  3. Save your settings to ensure Copilot generates emails that match your style.