Outlook - Draft an Email with Copilot Tutorial

Discover how to draft emails effortlessly with Copilot. Whether you're using the desktop application or the web version of Outlook, Copilot makes it easy to compose messages. Just click the Draft with Copilot button or use the slash symbol in the message body. Start using Copilot today!

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Available in AI - Artificial Intelligence

Objectifs :

This document aims to provide a comprehensive overview of how to utilize Copilot in Outlook for drafting emails efficiently. It highlights the features available for customizing email drafts, including tone, length, and content adjustments, to enhance user experience and productivity.

Chapitres :

Introduction to Copilot in Outlook
Copilot is a powerful tool integrated into Outlook that assists users in drafting emails quickly and effectively. Whether you are using the desktop application or the web version, Copilot streamlines the email composition process, allowing for a more efficient workflow.
Initiating Email Drafts with Copilot
To start drafting an email using Copilot, simply click the Copilot button located on the ribbon in the message composition window. Alternatively, you can enter the slash symbol directly in the body of the message to request drafting assistance. This feature is accessible in both the desktop and web versions of Outlook.
Customizing Your Email Draft
Once you have initiated a draft, you can specify various editorial details such as the desired length and tone of the message. Options include short, medium, long, formal, or neutral tones. This customization ensures that the draft aligns with your communication style and the context of the message.
Reviewing and Modifying Drafts
After Copilot generates a draft, you have the flexibility to keep, delete, or request another proposal. If the initial draft does not meet your needs, you can provide additional context or corrections. For instance, if you need to reference a past event, simply inform Copilot, and it will adjust the draft accordingly.
Adjusting Tone and Content
If you wish to change the tone of the email to be less formal or more friendly, you can express this preference to Copilot. Additionally, if you need to include specific information, such as scheduling a meeting, you can request an additional paragraph on that topic. Copilot will incorporate your requests into the final draft.
Finalizing Your Email
Once you are satisfied with the draft, you only need to fill in the recipient's email address and the subject line. If further modifications are needed, you can either edit the message manually or use Copilot again to adjust the tone or length. For example, you can request a longer text in a poetic format, which, while not always professional, can be quite engaging.
Conclusion
Utilizing Copilot in Outlook can significantly enhance your email drafting process, saving you time and effort. By exploring the various features and expressing your needs clearly, you can create effective and personalized email communications with ease.

FAQ :

What is Copilot in Outlook?

Copilot is a feature in Microsoft Outlook that helps users draft emails by generating text based on user inputs and preferences.

How do I use Copilot to draft an email?

To use Copilot, you can click the Copilot button on the ribbon while in the message composition window or type a slash symbol in the body of the message to request drafting assistance.

Can I customize the tone of the email drafted by Copilot?

Yes, you can specify the tone of the email, such as formal or friendly, by providing editorial details to Copilot before generating the draft.

What should I do if the draft generated by Copilot is not accurate?

If the draft is not accurate, you can provide additional information or modify your prompt, and Copilot will generate a new draft based on your updated input.

Is it possible to edit the draft after Copilot generates it?

Yes, you can manually edit the draft after it is generated, or you can ask Copilot to modify the tone or length of the draft.

What are the benefits of using Copilot for email drafting?

Using Copilot can save time and improve the quality of your emails by providing suggestions and drafts tailored to your needs.

Quelques cas d'usages :

Drafting Professional Emails

A marketing manager can use Copilot to draft a follow-up email to a client after a meeting, ensuring the tone is professional and the content is relevant to the discussed topics.

Creating Friendly Invitations

An event coordinator can utilize Copilot to draft a friendly invitation email for a team-building event, specifying a casual tone and including details about the event.

Generating Thank You Notes

A sales representative can use Copilot to quickly draft thank you emails to clients after receiving their feedback, adjusting the tone to be more personal and appreciative.

Scheduling Meetings

A project manager can leverage Copilot to draft an email requesting a meeting with stakeholders, including a specific agenda and proposed times, ensuring clarity and professionalism.

Editing and Refining Drafts

A team leader can use Copilot to generate an initial draft for a project update email and then modify the tone and length as needed to suit different audiences, such as executives or team members.

Glossaire :

Copilot

A feature in Microsoft Outlook that assists users in drafting emails by generating text based on user prompts.

Ribbon

The toolbar at the top of the Microsoft Outlook interface that contains various commands and features.

Message composition window

The area in Outlook where users can write and format their emails before sending them.

Draft

A preliminary version of an email that can be edited before sending.

Editorial details

Specifications regarding the content of the email, such as length and tone.

Tone

The emotional quality or attitude conveyed in the email, such as formal, neutral, or friendly.

Prompt

A command or request made by the user to Copilot to generate specific content.

Poem mode

A creative writing style that Copilot can use to generate text in a poetic format.

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directly from the button on the ribbon when

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you are in the message composition window,

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whether you are using the desktop application

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or the web version of Outlook.

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To solicit the artificial intelligence,

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use the co-pilot drafts button.

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Or enter the slash symbol directly in the body of the message.

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In the co-pilot window,

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I expressed the desire to write a thank you

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email for an invitation received regarding the innovation fair.

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I can then generate my draft.

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Once the proposal is displayed by co-pilot,

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I can keep,

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delete,

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or generate another proposal.

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In my case,

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co-pilot wrote a message related to a past event,

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while the fair is taking place in a few weeks.

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I will therefore provide co-pilot with some additional information

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by specifying that it is a future event.

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And confirm with Enter.

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Co-pilot takes my request into account and offers me

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a 2nd draft referring to a future event.

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At any time I can change the previously expressed prompt

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and navigate through the history of generated draft proposals.

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This email is intended for a partner I know well.

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I want a less formal text,

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for example,

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by using informal language.

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I can also use the tone modification or adjust the

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length of the message using the button available below.

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Once again,

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I express my wish and co-pilot does the rest.

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Finally,

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I would like to inform my partner about the need to

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discuss during a meeting I plan to schedule next Tuesday.

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So,

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I asked co-pilot for an additional paragraph on this topic.

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After reviewing the final draft,

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I decide to keep it.

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I just need to fill in the recipient and the subject of the email.

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If I still want to intervene on the message,

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I can do it manually or call co-pilot again using the slash or the dedicated button.

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To,

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for example,

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modify the tone or length of the previously kept draft.

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Here I will ask for a text in poem mode.

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The result,

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while not very professional,

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is rather convincing.

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Feel free to explore and express your needs to co-pilot for Outlook

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to save time on your everyday email writing tasks.

Mandarine AI: WHAT YOU SHOULD KNOW

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