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How to draft an email with Copilot in Outlook
These steps apply to New Outlook for Windows. Microsoft also documents Draft with Copilot in classic Outlook, Outlook for Mac, Outlook on the web, and mobile, although controls and labels can differ by client. Microsoft’s Draft with Copilot instructions cover the corresponding workflows.
- In Outlook, select Home > New mail.
- In the message area, select the Copilot icon and choose Draft.
- Describe the email you need. Include its purpose, intended audience, relevant facts, and the tone or structure you want.
- Select Generate and read the proposed message.
- If needed, adjust an available length or tone option, edit your prompt and generate again, or request a specific revision. When the draft is right, keep it and make any final changes directly in the message.
A useful prompt might be: “Write a friendly email to my project team explaining that Friday’s review is moved to Monday, asking everyone to send their updates by Thursday, and keeping the message concise.” Give Copilot the facts and desired outcome; do not assume it knows details that you have not supplied.
How to edit a draft with Copilot
Make revision requests focused and explicit. Depending on the Outlook client and the feature available in your account, you can select relevant text and ask Copilot to change it, or give the draft a follow-up instruction. For example:
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- “Make this shorter.”
- “Use a warmer tone.”
- “Clarify the deadline without changing the date.”
Review the new wording against your original intent and facts. Treat the generated version as a suggestion, not as an automatic correction. If a change affects a commitment, date, name, or other important detail, confirm that detail yourself.
How to make Copilot format an email as bullets
Tell Copilot the structure you want in plain language—for example, “Turn the three action items into bullets.” Microsoft specifically documents asking Copilot in its Chat email-drafting feature to format a message as a bullet list. That Chat feature is distinct from the standard compose workflow and is currently identified by Microsoft as available only to Frontier users. Microsoft’s Copilot Chat email guidance describes that feature.
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Inspect the result after asking for a format change. Check that bullets, paragraphs, and spacing make the message easy to scan and that no item was omitted or changed. In New Outlook and Outlook on the web, also confirm that the message is in HTML format: Draft with Copilot does not support plain-text compose in those clients.
Why Draft with Copilot may not work in plain text
For New Outlook and Outlook on the web, Microsoft says Draft with Copilot does not work when the compose format is plain text. To switch to HTML, open Settings > Mail > Compose and reply and select HTML as the message format. The setting is especially relevant if the Copilot drafting control is unavailable or fails while composing in plain text. Microsoft documents the format requirement here.
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Which Outlook Copilot feature should you use?
| Need | Feature | What it does | Availability note |
|---|---|---|---|
| Create a message or revise its draft | Draft with Copilot | Generates a proposed email from your prompt; the compose controls vary by Outlook client. | Microsoft documents it for Microsoft 365 Outlook, New Outlook for Windows, web, Mac, and mobile. Access can vary; check with your IT administrator if it is missing. |
| Get suggestions on a message you wrote | Coaching by Copilot | Offers suggestions to improve communication. Microsoft describes suggestions about tone, reader sentiment, and clarity; you decide whether to use them. | Available from the Copilot button while composing where the feature is offered; eligibility can vary. |
| Use a separate chat-based email drafting flow | Copilot Chat email drafting | Can draft and make requests such as shortening a message or formatting it as bullets. | Microsoft currently identifies this feature as available only to Frontier users; it is not the standard compose workflow. |
For standard drafting, start from the compose surface in the Outlook client you are using. Do not assume that a control label or feature in one version appears identically in another.
Set recurring drafting preferences
If you regularly want the same style, Outlook has a Draft Instructions setting for custom drafting instructions. You can record preferences such as concise wording, a friendly tone, bullets where useful, or a preferred sign-off, and revise them later. Microsoft says this personalization feature requires a Microsoft Copilot (work) license or a Microsoft 365 subscription; that requirement should not be generalized to every Outlook Copilot feature. See Microsoft’s instructions for customizing Draft Instructions.
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Review the message before sending
Copilot can provide a starting point, but you remain responsible for what goes out. Microsoft Support advises: “As with any AI generated content it’s a great tool to get started, but it’s important that you review, edit, and verify anything it creates for you.” Microsoft’s Outlook Copilot FAQ provides that guidance.
- Confirm names, dates, figures, links, recipients, and any promised action.
- Check that the message says what you intended and uses an appropriate tone for its audience.
- Inspect formatting and readability, especially after asking for a structural change.
- Edit or remove anything inaccurate, unclear, or unnecessary before sending.
If Copilot is missing or unavailable
Copilot access depends on the Outlook client and account. Microsoft does not provide a single eligibility matrix in the instructions cited here, so a missing button does not by itself identify the cause. Check that you are using a supported Outlook version and, in New Outlook or web compose, that the message format is HTML. If Copilot still is not available, Microsoft directs users to check with their IT administrator. Frontier access applies specifically to the separate Copilot Chat email feature, not automatically to Draft with Copilot.
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