Save Time in Outlook with Microsoft Copilot

Key Takeaways

• Copilot reduces inbox overload – Summarizes emails, drafts replies, and manages follow-ups with simple prompts.
• Easy to activate and use – Just enable it in Outlook and start with natural-language commands—no tech skills needed.
• Better prompts = better results – Specific, clear instructions help Copilot deliver more accurate, useful output.
• Works across Microsoft 365 – Integrates with Teams, To Do, and OneNote for a connected productivity experience.
• Secure and user-controlled – Your data stays private, and nothing is sent or scheduled without your approval.

You open Outlook, expecting to catch up quickly. Instead, your inbox is full of unread email threads and overlapping meeting invites. You're unsure what's urgent, what's been handled, or what needs a follow-up.

Managing communication is part of nearly every job, but juggling messages, meetings, and follow-ups can quickly become overwhelming. That's where Microsoft Copilot in Outlook can help.

Copilot works alongside you to summarize emails, write responses, organize meetings, and turn emails into tasks—all with simple natural-language prompts. Copilot helps you stay organized and respond faster—without the usual inbox overload.

This blog will show you how Copilot helps save time in Outlook and how to start using it effectively, even if you’re brand new to AI tools.

What Copilot Can Help You Do in Outlook

Most people use Outlook daily, but it's easy to overlook how much time goes into writing and replying to messages, setting up meetings, and managing follow-ups. Microsoft Copilot changes that by streamlining routine tasks so you can stay focused on your priorities. With simple prompts, Copilot lets you take action right from your inbox, calendar, or task list—no extra tools required.

From writing responses to organizing your day, Copilot helps by reducing busywork so you can stay focused and keep Outlook under control. Next, we’ll look at where to find Copilot in Outlook and how to get started.

How to Start Using Copilot in Outlook

Copilot is built into Outlook but won’t appear until it’s enabled by your organization. Whether using Outlook on your desktop or in a browser, you'll want to confirm that your subscription includes Copilot and that your IT team has enabled it. Once it’s available, you can launch Copilot with just a few clicks.

Here’s what you’ll need:

• A Microsoft 365 subscription that includes Copilot access
• An internet connection
• Admin permissions enabled by your organization’s IT team

Once Copilot is available, open Outlook and look for the Copilot icon in the toolbar or ribbon. You'll find it in Outlook on the web on the side panel.

Note: Copilot functionality is currently limited on mobile devices. For the best experience, use Copilot through Outlook on the desktop or in your web browser.

Here’s how to get started:

1. Click the Copilot icon in a message or calendar invite.
2. A prompt box will open where you can type requests like:
   • “Summarize this conversation in a few bullet points.”
   • “Write a response confirming I’ll attend and asking for the agenda.”
   • “Schedule a 30-minute meeting next week with the team.”
3. Review Copilot’s response. You can edit it or try a different prompt to get a new version.

With setup out of the way, you're ready to try your first prompt. However, to get the best results, it helps to understand how Copilot interprets your requests. Next, we'll show you how to write more effective prompts that give you exactly what you need.

Talk to Copilot Like a Pro: How to Write Better Outlook Prompts

Copilot is responsive, but it still needs good direction. Your phrasing plays a big role in how useful Copilot’s response will be. A few small adjustments—like adding a timeframe, clarifying the task, or naming the person involved—can make Copilot's suggestions far more helpful. This section shows how to write better prompts and what to do if the response isn't quite right.

Before writing a prompt, ask yourself:

• Did I explain what task I want Copilot to do (e.g., summarize, reply, schedule)?
• Am I being clear about the tone, deadline, or people involved?
• Would a coworker understand what I’m asking?

Let’s look at how small changes improve Copilot’s output:

Unclear Prompt	Improved Prompt
“Summarize this.”	“Summarize this thread in three points and highlight any open questions.”
“Reply to this.”	“Write a reply confirming I’ll join the meeting and asking if an agenda is ready.”
“Follow up.”	“Create a follow-up email confirming we received the proposal and will respond by Friday.”
“Schedule a meeting.”	“Suggest three times next week for a 30-minute meeting with the design team.”
“Remind me later.”	“Create a task to review this email on Monday and add it to my calendar.”

 

If Copilot's first answer isn't quite correct, try rewording your prompt. The more context you give, the more helpful the response will be.

Getting better at prompting unlocks faster results and more accurate suggestions. Once you're confident writing prompts, you can apply Copilot to everyday tasks that slow you down. Let's explore what those are next.

How to Use Copilot for Everyday Outlook Tasks

Outlook is essential for most people, but tasks like scheduling and follow-ups can still take too long. These small tasks often interrupt deeper, more focused work. Copilot handles these repetitive actions with quick, simple prompts.

Here are some everyday ways Copilot can support you:

Scheduling Meetings: Instead of manually checking calendars and writing invites, ask Copilot to propose times and set up the meeting.

• Example prompt: “Schedule a 45-minute Teams meeting with Tara and send three options for next week.”

Prioritizing and Flagging Messages: Copilot can identify unread emails, highlight urgent items, or surface messages where you’re mentioned directly.

• Example prompt: “Show all emails from this week that mention my name or require a response.”

Creating Tasks and Reminders: When an email requires follow-up, you can ask Copilot to create a task and assign a due date or time block.

• Example prompt: “Turn this email into a task with a reminder set for Thursday at 10 a.m.”

Following Up and Recapping: Copilot can write follow-ups or summaries based on message content after meetings or important exchanges.

• Example prompt: “Write a follow-up email thanking the client and listing agreed-upon next steps.”

Tip: These actions integrate with other Microsoft 365 apps like Teams, To Do, and OneNote—helping you stay connected across platforms without needing to switch tools.

Using Copilot to handle these routine tasks reduces distractions and frees time for the most critical work. Next, let's go over a few limitations so you understand what Copilot can and can't do.

What Copilot Doesn’t Do (And Why That Matters)

While Copilot is a powerful tool, it has guardrails. Understanding what Copilot won’t do helps set realistic expectations and keeps you in control. Knowing its limits can also help you decide when to lean on Copilot and when to step in yourself.

Here’s what Copilot won’t do:

• It doesn’t send emails automatically. You always approve the content first.
• It can’t access information outside Microsoft 365 unless it’s been shared with Outlook or Teams.
• It may not fully understand emails with complex formatting or unclear messages.

Good to know: Copilot doesn’t train on your data. Your emails, calendar, and files stay secure within your Microsoft 365 environment, respecting your organization's existing permissions and privacy settings.

Copilot is designed to support your workflow—not take over. With this in mind, you can feel confident using it as a trusted assistant. Let's wrap up how you can build these skills and get even more out of Outlook with expert-led training.

Use Outlook More Effectively with Copilot

Outlook is one of the most used apps in Microsoft 365, and Copilot makes it even more powerful.  Copilot helps you work through Outlook more efficiently—whether you’re sending emails, organizing meetings, or managing tasks.

You don’t need technical skills to get started. Just type what you need, and Copilot does the rest. Want to test it out? Start with a simple request like “Summarize this email thread” or “Draft a reply confirming the meeting.” It’s a quick way to see Copilot in action. As you get more comfortable, using prompts will become second nature.

If you’re ready to spend less time buried in your inbox, now is a great time to learn more about Copilot. New Horizons offers hands-on training to help you apply Copilot in Outlook and across Microsoft 365. Reach out today to explore upcoming courses and start building your skills.