How to Use Microsoft Copilot to Instantly Reply to Emails in Outlook

Replying to emails quickly and professionally is a crucial skill for any busy professional. With Microsoft Copilot built directly into Outlook, you can draft instant, context-aware replies. No copying, pasting, or switching windows required. This workflow streamlines your inbox, letting you save time and respond with confidence.

Step-by-step Guide

For professionals who handle a high volume of emails, Microsoft Copilot’s Outlook integration is a game-changer. Instead of manually crafting replies or relying on generic templates, you can use the built-in Copilot reply button to generate tailored responses in seconds. Here’s how to leverage this tool for faster, more polished inbox management.

1. Open Outlook and Locate the Copilot Reply Button

After logging into your Outlook account (web or desktop), select any email you want to reply to. You’ll notice a Copilot icon, often a sparkle or Copilot logo, directly in the email action bar, to find the draft option, you need first press Reply to the given email.

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2. Click the Copilot Button

Here you can see next to your first line a Copilot Button which when pressed will instantly analyze the email’s content and draft a suggested reply, tailored to the conversation’s context, no manual copying or pasting required.

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3. Review, Edit, or Regenerate the Draft

Inside the draft itself you will be able to review the AI-generated reply and ask Copilot to reword it further. You can make it more formal, concise, or friendly using built-in options. Ask Copilot for further adjustments or clarify the tone you want. Once you are happy with your answer, you are done and you can send the email!

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Pros and Cons

Summary

Using Microsoft Copilot’s built-in reply feature in Outlook, professionals can respond to emails faster and more effectively, without ever leaving their inbox. By leveraging AI’s contextual understanding, you’ll maintain high-quality communications, save valuable time, and focus on more important tasks. Start using Copilot replies today to transform your inbox workflow.

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