How to Use Copilot in Outlook

Managing emails can become a time-consuming task when you’re dealing with a high volume of messages and trying to stay on top of important follow-ups. Sorting through your inbox, drafting responses, and keeping track of tasks can feel like a never-ending cycle.

That’s where Copilot in Outlook can help. This tool is designed to simplify your email management and boost your productivity by automating tasks like organizing emails, drafting replies, and setting reminders. This blog will guide you through the steps of setting up and using Copilot to get the most out of its tools. Let’s begin. 

In A Nutshell:

• Summarize Emails: Copilot condenses long email threads into key points for quick understanding.

• Draft Emails Quickly: Generate email drafts based on prompts and adjust tone, saving time.

• Prioritize and Organize: Copilot helps manage your inbox by suggesting replies, summarizing attachments, and detecting scheduling conflicts.

• Enable Copilot Easily: Setup is simple with a Microsoft 365 subscription and a few settings tweaks for Outlook on web, Windows, and Mac.

• Limitations: Copilot’s suggestions may need manual review for accuracy, and it works only in primary mailboxes and with certain email accounts.

What is Copilot in Outlook?

Copilot in Outlook is a virtual assistant powered by artificial intelligence (AI) and machine learning, designed to help users organize their daily workflow. Its main goal is to provide personalized support by learning from interactions and adapting to your work patterns, ultimately improving your productivity and email experience.

Microsoft 365 Copilot is available in the new Outlook for both Windows and Mac, as well as Outlook on the web. 

Note: Copilot is currently only available for work and school accounts or Microsoft accounts registered to email addresses from Outlook.com, Hotmail.com, Live.com, or MSN.com. If your Microsoft account is linked to a third-party email provider like Gmail, Yahoo, or iCloud, you won’t be able to access Copilot features.

With a clear understanding of what Copilot is, let's understand the specific tasks it can assist with to boost your productivity.

What Copilot in Outlook Can Do

Outlook Copilot is packed with features designed to make your email experience smoother and more efficient. Here’s how it can help you:

• Summarizing Emails: Copilot helps condense long email threads, meeting invites, and detailed discussions into concise summaries, so you can grasp the key points without reading everything.

• Drafting Emails: Copilot creates drafts for you, saving time and effort, whether you’re responding to an email or starting a new one. 

• Improving Emails: Copilot’s coaching feature analyzes your drafts, offering suggestions to improve tone, clarity, and sentiment. It helps you refine your emails for better impact and clearer communication.

• Organizing and Prioritizing: Copilot makes it easy to manage your inbox. It helps you locate specific emails, summarize attachments, and check for calendar conflicts with a few clicks.

• Enhancing Communication: Copilot helps you write emails that are clear and engaging. It ensures your emails stand out while maintaining professionalism. 

• Email Management: Copilot also assists with managing ongoing email threads by offering suggestions for responses and follow-up actions, keeping your communication organized.

These features in Copilot help you manage emails and enhance productivity and email quality. 

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Ready to begin? Here’s a simple guide to help you set up Copilot and make the most of its features.

Getting Started with Copilot in Outlook

Getting started with Copilot in Outlook is simple and doesn’t require any complex setup. Follow these steps to enable it:

1. Get a Microsoft 365 Subscription
   First, ensure you have an active Microsoft 365 subscription. You can choose from options like Microsoft 365 Personal, Family, or Business, depending on your needs.

2. Purchase a Copilot Subscription
   Next, select the Copilot plan that suits your Microsoft 365 subscription and purchase it. Be sure to pick the right plan for seamless integration.

3. Assign Copilot Licenses (for Organizations)
   If you're setting up Copilot for an organization, you’ll need to assign Copilot licenses to users via the Microsoft 365 Admin Center. This step ensures that everyone who needs access can use Copilot effectively.

4. Launch Outlook
   Once you've purchased the required subscriptions, install the Outlook app (either the classic or new version). Log in with the same email address associated with your Copilot subscription.

5. Sync and Refresh
   To see the Copilot icon in the new Outlook app, restart the application to sync your Microsoft 365 settings. If you’re using Outlook on the web, simply refresh the page, and you’ll be all set.

With these steps, you’re ready to start using Copilot in Outlook to improve your email productivity. 

Also Read: Using Your New Outlook AI Virtual Assistant

Now that you've got Copilot set up, let's walk through the steps to enable it in different versions of Outlook.

How to Enable Copilot in Outlook 

Before you get started, make sure you have the following prerequisites for using Copilot in Outlook on the web:

• Microsoft 365 Personal or Family subscription (includes Copilot)

• Copilot Pro subscription

• Supported email addresses: @outlook.com, @hotmail.com, @live.com, or @msn.com

1. Enable Copilot in Outlook on the Web

The web version of Outlook is the easiest way to access Copilot features, with no installation required. Here’s how to enable it:

1. Visit www.outlook.com and log in with your Microsoft account that has a Copilot subscription.

2. Open Settings: Click the gear icon in the top right corner.

3. Navigate to Copilot: In the settings menu, go to Copilot and toggle Turn on Copilot.

4. Save and Apply: Once enabled, Copilot will assist with tasks like drafting emails, summarizing threads, and scheduling meetings.

Note: If you’re using a business or school account and don't see Copilot options, contact your IT administrator. Copilot features might require adjustments in organizational settings.

2. Enable Copilot in New Outlook for Windows

If you're using the New Outlook app on Windows, follow these steps to enable Copilot:

1. Open New Outlook on your Windows PC.

2. Go to Settings: Click the gear icon in the top right corner.

3. Navigate to Copilot Settings: From the settings menu, select the Copilot tab.

4. Enable Copilot: Toggle Turn on Copilot and click Save.

5. Restart Outlook: Close and reopen Outlook for the changes to take effect.

If Copilot doesn't appear after restarting, click the Update License button in your Outlook account settings to refresh the features.

Note: If you're still using the Classic Outlook (legacy version), you'll need to switch to New Outlook to access Copilot features.

3. Enable Copilot in New Outlook for Mac

For New Outlook on Mac, follow these steps to enable Copilot:

1. Open Outlook on Mac and sign in.

2. Access Settings: Click Outlook in the top menu bar and select Settings.

3. Navigate to Copilot: Choose the Copilot tab in the settings menu.

4. Enable Copilot: Toggle Turn on Copilot to activate it.

5. Force Quit Outlook: To sync changes, press Command + Q to quit Outlook and then reopen it.

Tip: If you want Copilot to make personalized suggestions when drafting emails, enable the Use custom instructions option in the Draft section.

4. Enable Copilot in Outlook Classic

Copilot is not available in Classic Outlook. To use Copilot, you need to switch to New Outlook.

Steps to Switch to New Outlook:

1. Open Outlook Classic.

2. In the top-right corner, find the Try the new Outlook toggle.

3. Toggle it to switch to New Outlook.

4. Once the migration is complete, follow the steps for enabling Copilot in New Outlook for Windows or Mac.

5. Enable Copilot in Outlook Mobile (iOS & Android)

To use Copilot on your mobile device, make sure you have the latest version of the Outlook app and meet the following prerequisites:

• iOS 17.0+ or Android 9.0+

• Microsoft account with Copilot Pro or Microsoft 365 subscription

Here’s how to enable Copilot on mobile:

1. Open the Outlook App on your device and sign in.

2. Go to Settings: Tap your profile icon in the top-left corner, then tap Settings.

3. Select Copilot: In the settings menu, find Copilot.

4. Toggle Copilot: Turn Copilot on to enable AI features.

With these steps, you can enable Copilot across various platforms, allowing you to streamline your Outlook experience. 

Also Read: Best AI Personal Assistant Apps for 2025

Once Copilot is enabled, it’s time to see how you can use it to streamline your workflow. Here’s how to make the most of its features.

How to Use Copilot in Outlook

Getting hands-on with Copilot in Outlook is straightforward. Let’s walk through how you can use Copilot in typical scenarios that Outlook users encounter daily to boost your productivity.

1. Summarize by Copilot

Handling long email threads? Copilot can help by summarizing lengthy conversations quickly:

• Open the email or conversation you want summarized.

• Click on "Summary by Copilot" or "Summarize" at the top of the email.

• Copilot scans the thread, identifies the key points, and presents them in a concise summary, helping you catch up fast.

This feature is perfect for those long, complex email exchanges where you just need the key takeaways, decisions made, or suggested actions.

2. Draft with Copilot

Struggling with a blank email? Copilot steps in to help draft messages quickly:

• Click New Mail to open a fresh email.

• Select Draft with Copilot from the toolbar or click the Copilot icon.

• Provide a prompt or outline the main points of your email. For example, "Welcome a new customer and inquire about the best way to contact them."

• Optionally, adjust the tone and length using the Generate options icon before hitting Generate.

Copilot will then craft the email for you, and you can choose to keep it or regenerate it if needed. 

3. Coaching by Copilot

When you're composing an important email and want to fine-tune the tone or clarity:

• After drafting the email, click on the Copilot icon and choose Coaching by Copilot.

• Copilot will review your email and suggest improvements for tone, clarity, and reader sentiment.

• Apply the changes that best suit your communication style before sending the email.

This feature ensures that your email will be well-received, with the right tone and message clarity.

4. Communicate with Copilot Directly via Chat

In the latest versions of Outlook, Copilot allows you to interact with it via chat directly:

• Click the Copilot icon in the upper-right corner of the Outlook window.

• In the Copilot pane, you can use built-in prompts or type specific requests like:

  • "Find the presentation file John sent last week."

  • "Summarize the emails from Sarah in the last month."

  • "Locate the attachment from last month's sales report."

Copilot will respond with clickable references or summaries, saving you time and reducing the need to search through emails manually.

5. Refine Emails with AI Assistance

Copilot can help refine emails you have already written:

• Highlight the text you want to refine.

• Click on the Copilot icon and select an option like Make it more professional, Make it concise, or Adjust tone.

• Copilot will rewrite the text while maintaining your original intent, and you can replace the original version with the refined one.

This feature is ideal for polishing your emails before you send them.

Once you've refined your emails with Copilot, take it further with NewMail AI. Seamlessly integrate smart drafts and simplified scheduling to make your emails even more effective. Start using NewMail AI today for a complete email overhaul.

6. Scheduling Assistance with Copilot

Copilot can also assist with scheduling meetings in Outlook:

• Open the calendar section in Outlook and click on New Meeting.

• Select the Copilot icon and provide details, like "Schedule a meeting with Sarah for next Wednesday at 10 AM."

• Copilot will automatically generate a meeting invite with the correct details, ready to send.

This makes scheduling meetings a breeze, without the back-and-forth or errors.

7. Customizing Copilot’s Preferences

Copilot’s features can be tailored to your communication needs:

• Go to Copilot Settings in Outlook.

• Adjust settings for tone, formality, and writing style.

• Save your preferences so Copilot generates emails that align with your preferred communication style.

With these personalized settings, Copilot will always generate emails that match your tone and formality.

While Copilot is a great tool, it’s important to be aware of its limitations. Here’s what you should keep in mind when using it.

Limitations of Outlook Copilot

While Copilot in Outlook offers a range of helpful features, there are some limitations to be aware of:

• No Separate Purchase: Copilot is part of the Microsoft 365 suite and cannot be purchased exclusively for Outlook.

• No Trial Version: There’s no trial period available, so you’ll need to commit to a full subscription without an evaluation.

• Feature Availability: Some Copilot features may be unavailable or still in development, as it continues to evolve.

• Dependence on Data Quality: Copilot’s performance is reliant on the quality of data it accesses. If your information is incomplete or outdated, the suggestions might not be accurate.

• Limitations with Summarizing Long Threads: Copilot may not summarize very long email threads completely, as it’s limited by the amount of data it can process.

• Drafting Limitations: While you can enter long prompts, Copilot may not account for all previous messages in lengthy email conversations due to processing restrictions.

• Coaching Restrictions: The Coaching by Copilot feature isn’t available for drafts shorter than 100 characters.

• Limited to Primary Mailbox: Copilot is only available in your primary mailbox, meaning it won’t work for archived, shared, or group mailboxes.

• Accuracy Considerations: Copilot’s suggestions might not always be fully accurate, so it’s important to verify facts before acting on them.

• Privacy and Security: While Microsoft places a strong emphasis on privacy and compliance, users should remain mindful of how their data is handled by the tool.

These limitations are worth keeping in mind to ensure you’re using Copilot effectively and managing your expectations.

If you’re looking for a more efficient way to manage your emails without compromising on security, consider NewMail AI. Its advanced tools help streamline your workflow, and automate tasks, with full privacy and security.

To get the best results, let’s go over some best practices for using Copilot effectively in your day-to-day email management.

Best Practices for Using Copilot in Outlook

While Copilot in Outlook can greatly improve productivity, it's important to use it wisely to get the best results. Here are some best practices to ensure you’re using Copilot effectively and efficiently:

1. Review Suggestions Carefully

Even though Copilot is designed to help you draft and organize emails quickly, it’s crucial to review its suggestions before hitting send. Always ensure that the tone and content align with your intentions and the recipient’s expectations.

2. Set Boundaries

Over-relying on Copilot can result in emails that sound robotic. Use Copilot for tasks where it truly adds value, such as drafting repetitive messages or summarizing long threads. However, rely on your own judgment for critical or personalized communication.

3. Combine Human Intuition with AI

The best outcomes come from blending the accuracy of AI with the personal touch of human insight. Use it for organizing tasks and drafting simple replies, but always review and modify to maintain authenticity in your emails.

4. Stay Updated

To take full advantage of Copilot’s capabilities, ensure that your Microsoft Outlook is always updated. Regular updates not only improve performance but also introduce new features, keeping you ahead of any potential limitations or bugs.

5. Use Copilot for Repetitive Tasks

Copilot excels at handling repetitive tasks like drafting similar responses or organizing your inbox. Use it for efficiency, but leave more complex or sensitive communication to your own expertise. 

By following these best practices, you can ensure that Copilot remains a helpful tool that boosts productivity without compromising the personal touch in your emails.

Conclusion

Copilot in Outlook is a powerful tool that can streamline your email management, making it easier to handle repetitive tasks, draft responses, and stay organized. However, it’s important to remember that while Copilot can assist with many aspects of email communication, it works best when paired with human judgment. 

While Copilot in Outlook offers useful features, NewMail AI offers a comprehensive solution that seamlessly integrates with Outlook. Here’s why NewMail AI might be the better choice for you:

• Cross-Platform Compatibility: Unlike Copilot, which is only available in Outlook, NewMail AI works across Gmail and Outlook, making it the perfect solution for managing multiple accounts in one place.

• Enhanced Privacy: NewMail AI never stores your data. It ensures your emails and tasks remain securely in your Google or Microsoft account, giving you full control over your privacy.

• Smarter Task Management: NewMail AI automatically turns important emails into actionable tasks and reminders, so you can stay organized without manual effort.

• Seamless Integration: Beyond just drafting emails, NewMail AI integrates with your existing workflows, automatically organizing your emails, generating drafts, and simplifying scheduling within your inbox.

If you're looking for an all-in-one solution that saves you time, respects your privacy, and works across all your email platforms, NewMail AI is the tool you need. Try it today and experience simplified email management.