With Microsoft Copilot in Outlook, business users can finally unlock the power of generative AI within their email inboxes. After months of experimentation and beta testing, Microsoft finally announced the general availability of Microsoft 365 Copilot in November 2023.
This solution brings the feature of Microsoft's leading generative AI assistant into the Microsoft 365 apps employees use daily, from Word to SharePoint and Outlook. While employees currently need the new version of Outlook to access Copilot features, AI capabilities will be coming to the "classic" Outlook starting in February 2024.
So, how do you enable Microsoft Copilot in Outlook, and what can you do with the technology once it's available? Here's everything you need to know.
What is Microsoft Copilot in Outlook?
Microsoft Copilot in Outlook is a generative AI assistant built to assist users in the flow of work. It's part of the Microsoft 365 Copilot toolkit, including gen AI features for Word, PowerPoint, Teams, Excel, and PowerPoint. The plan also includes access to Microsoft Copilot Studio, which empowers users to customize their AI assistants and build new generative AI applications.
Copilot in Outlook seemed like a simple assistant when it was first announced. Microsoft said it would be able to draft emails and summarize inbox content. Since then, however, the capabilities of Copilot in Outlook have evolved.
Now, the solution can coach employees on improving their content with unique suggestions and contextual recommendations based on Microsoft Graph data. It can show personalized action items from missed meetings within Outlook, help plan meetings, and propose attendees, agendas, and lists of recommended documents for group discussions.
Additionally, access to Copilot Studio means users can customize their experience, integrating data from third-party software and Microsoft applications. Employees can use their customized assistant to plan events, generate summaries from long email conversations, and adapt recommended responses with personalized insights.
How to Access Copilot in Outlook
While Copilot in Outlook is now generally available for the new version of the email application, there are still steps you'll need to take to access it. First, users will need a Microsoft 365 Copilot subscription, priced at $30 per month per user.
Remember, Copilot is an add-on service, so you'll still need a standard Microsoft 365 business subscription. Additionally, every employee planning on using Copilot will need a Microsoft Entra ID (previously Azure Active Directory). Users may also need other Microsoft accounts.
For instance, if you want to use Copilot in Outlook alongside your Microsoft files, you'll need a OneDrive account. If you're going to use Copilot to highlight action items from missed meetings, you'll need a Teams subscription. You'll need a Loop subscription if you use Outlook with Microsoft Loop.
Microsoft also recommends reviewing privacy and security settings that might influence Copilot functionality. Once you have all the proper licenses and settings in place, using Microsoft Copilot in Outlook is simple. For instance, if you want Copilot to help write an email:
- Open Outlook and navigate to the "File" tab.
- Click "Options", then "Mail".
- Click on "Compose message" then "Editor options."
- Select the "Proofing" tab.
- Check the box that allows Copilot to assist with email writing.
How to Use Copilot in Outlook: Tips for Beginners
Once you have Copilot for Outlook enabled, there are tons of ways you can use the technology to boost productivity. Here are some quick tips for beginners using Copilot to enhance their emails for the first time:
1. Experiment with Copilot Writing Suggestions
Copilot in Outlook can help users instantly write creative, engaging, and personalized emails in a couple of seconds. The tool can complete sentences for you as you start typing and even suggest ways to respond to messages based on the context of an email thread.
However, Copilot can also provide feedback on the readability of your emails, improving clarity and conciseness. It can give you subject line recommendations to improve your email open rates. Plus, it comes with a "writing confidence indicator," which helps you to make more informed decisions when accepting or rejecting recommendations.
Remember, Copilot can also analyze your email's tone and suggest changes to help boost your professional image. You can use the "settings" in Copilot to adjust your preferred tone.
2. Triage and Simplify Inbox Information
If you're often overwhelmed by the number of emails and email threads you need to manage every day, Copilot could be a valuable tool. The solution can turn a mountain of email into an easily digestible summary based on what it knows about topics and people important to you.
The technology can prioritize emails on your behalf, so you know which messages you need to respond to quickly. Plus, it can sort through email threads, collect valuable action items, and highlight key topics. Copilot can also translate emails so you can interact seamlessly with a range of different consumers and colleagues around the world.
The good news is that while Copilot can assess information from your Microsoft accounts and Microsoft Graph, it doesn't store any of that data or use it for training purposes. You can find out more about Microsoft's security strategies for AI here.
