How to Use Copilot in Outlook: Step-by-Step Guide

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:

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

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

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:

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:

Additional Features

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

Review before sending

Train staff

Pair with security reviews

Support compliance

Practical Examples for Small and Medium Businesses

Copilot supports many leadership priorities, such as:

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.