You might not know how to use Copilot in Outlook. Running a business relies on clear communication, yet managing it takes more time than it should.
This is where AI can help. Microsoft Copilot in Outlook assists with drafting, summarizing, and organizing communication. For business leaders in small and medium organizations, learning how to use Copilot in Outlook is a practical step toward working more efficiently.
This guide explains what Copilot does, how to access and use it across Outlook apps, and the best practices for getting the most from it.
What is Microsoft Copilot in Outlook?
Copilot is Microsoft’s AI assistant, built into Microsoft 365 applications like Word, Excel, and Teams. In Outlook, it integrates directly into the inbox to make email more manageable.
Key features include:
- Drafting and replying to messages.
- Summarizing conversations.
- Performing natural-language searches.
- Offering coaching on tone and clarity.
- Assisting with tasks such as meeting preparation and prioritization.
Copilot is available in Outlook for desktop, web browser (365), Mac, and mobile. Access depends on licensing, as Copilot is a paid add-on for many Microsoft 365 subscriptions. Ensuring the right plan is in place is the first step before enabling the tool.
For more on how Copilot fits into business strategy, see Microsoft 365 Copilot: A Strategic AI Investment.
Step-by-Step Guide to Using Microsoft Copilot
Accessing Copilot in Outlook
- Desktop (Windows or Mac): Open Outlook and start a new email or reply. Look for the Copilot icon in the toolbar above the message.
- Web (Outlook on the Web): Sign into Outlook online. The Copilot button appears in the ribbon when composing or reading emails.
- Mobile (iOS/Android): Open the Outlook app. Tap the Copilot icon when writing or reviewing a message.
- New Outlook: Copilot is built into the sidebar and is accessible through the chat pane.
If Copilot does not appear, check with IT or your Microsoft 365 administrator to confirm licensing and updates. This is the first troubleshooting step before assuming the feature is unavailable.
Drafting and Replying to Emails with Copilot
- Open a new email or reply to an existing one.
- In the toolbar, click the Copilot icon.
- Select Draft with Copilot.
- Enter a prompt such as “Draft a follow-up email thanking the vendor for delivery.”
- Adjust tone or length if available.
- Review and edit the draft before sending.
This shows how to use Copilot in Outlook email to handle routine messages more quickly while keeping oversight of tone and accuracy. For leadership-specific use cases, see 7 Ways to Use Microsoft Copilot for Business Leadership.
Chat with Copilot in Outlook
The Copilot chat pane provides a conversational way to interact with emails. Examples include:
- “Summarize this thread and list action items.”
- “Block 30 minutes tomorrow for follow-up.”
- “Does this email need a response today?”
Chat is especially useful for reviewing long threads without losing critical details.
Searching Emails with Copilot
Copilot interprets natural requests, which makes finding information faster than scrolling through folders. For example:
- “Find the email confirming the Q2 budget approval.”
- “Show all messages from our IT provider in July.”
Additional Features
- Coaching: Copilot suggests improvements to tone, clarity, and structure.
- Organizing: It can recommend rules for sorting and flagging emails.
- Scheduling: From within an email, Copilot can draft a meeting invite or block calendar time.
For setup support, see Microsoft 365 Setup Guide for Small Businesses.
Best Practices for Maximizing Copilot’s Benefits
Understanding how to best use Copilot in Outlook takes more than enabling it. These practices support effective use:
Use it daily
- Identify all Windows 10 devices across departments, sites, and teams.
Review before sending
- Treat Copilot drafts as starting points and refine them to reflect your organization’s style.
Train staff
- Set rules about data privacy and what should not go into prompts. Provide examples of good and poor usage.
Pair with security reviews
- Allocate funds for new devices that meet Windows 11 system requirements.
- Plan for software license changes or Microsoft account setups.
- Include potential ESU costs for systems that will stay on Windows 10 short-term.
Support compliance
- Use Copilot’s search and summarization to gather emails for audits or regulatory checks.
For more on Microsoft tools, see The Benefits of Microsoft 365 for Small Companies.
Practical Examples for Small and Medium Businesses
Copilot supports many leadership priorities, such as:
-
Inaccurate or Incomplete Summaries
Copilot may miss context in long threads.
Tip: Skim original emails before relying on a summary. -
Data Privacy
Sensitive details may appear in drafts if permissions are too broad.
Tip: Review access controls with IT regularly. -
Technical Requirements
Copilot needs the correct license and an up-to-date version of Outlook.
Tip: On desktop, check updates under File > Office Account > Update Options > Update Now. On mobile, update via the App Store or Google Play. Web versions update automatically. -
Cost and Licensing
Copilot is a paid add-on in many Microsoft 365 subscriptions.
Tip: Pilot it with a small group before rolling out more widely. -
Limited Context
Complicated prompts may confuse Copilot.
Tip: Break tasks into smaller, clearer requests. -
Evolving Features
Functions differ across platforms and may change with updates.
Tip: Check Microsoft’s release notes to stay current.
For license comparisons, see Microsoft Teams Free vs Paid: How to Choose One.
Bringing Copilot into Your Outlook Workflow
Learning how to use Copilot in Outlook reduces the time spent on repetitive email tasks. Drafting, summarizing, searching, and coaching features create space for leaders to focus on more important work.
The key is to adopt it with oversight. Pair Copilot with strong security practices and treat its outputs as aids, not final answers. This balance makes it a reliable tool for improving communication efficiency.
To learn more about Microsoft’s AI approach, see Microsoft 365 Copilot: A Strategic AI Investment. Or if you’re thinking about implementing IT solutions, contact us today.
Frequently Asked Questions (FAQs)
Copilot is supported in Outlook desktop, Outlook on the Web, Outlook for Mac, and Outlook mobile, provided the correct Microsoft 365 license is in place.
Yes. Copilot uses Microsoft’s enterprise-grade security, including encryption and compliance with international standards. However, organizations should still manage permissions carefully.
Tip: Review Microsoft’s security and compliance resources regularly to ensure your setup follows best practices.
Copilot adapts to context and prompts, but cannot be fully customized per organization. Teams can standardize prompts to align responses with their preferred communication style and tone.
By drafting, replying, summarizing, and searching, Copilot reduces manual effort and helps teams reclaim hours each week for higher-value work.
Tip: Combine Copilot with focused inbox rules and templates to maximize efficiency.