ai tool in outlook

Heres a breakdown of the AI tools available in Microsoft Outlook (both classic and new versions). The primary AI tool in Outlook is Microsoft Copilot for Microsoft 365. You can also find smaller, built-in AI features like the "Editor" and "Scheduling Suggestions." Here is a detailed overview of what each tool does. Microsoft Copilot (The Main AI Assistant) This is the most powerful AI feature. It requires a Microsoft 365 Copilot subscription (usually an add-on for business/enterprise plans, or included in Copilot Pro for consumers). Where to find it: Look for the Copilot icon (a purple sparkle) in the top ribbon of the Outlook window or within the "Home" tab. Key Capabilities: Drafting Emails: - Summarize a thread: If you're added late to an email chain, click "Summarize" to get a bullet-point overview of the conversation. - Draft from scratch: Click the Copilot icon in a new message. Describe the tone (formal, professional, casual) and what you want to say. It will generate a draft you can edit. - Reply to an email: Open an email, click Copilot, and choose "Reply with suggestions." It analyzes the email and generates a suggested reply. - Coach me on a draft: Before sending a sensitive email, use "Coach" to get feedback on tone, clarity, and sentiment. Managing Inbox: - Catch up: When you come back from vacation, click "Catch up" to get a summary of what you missed. It can prioritize emails and highlight key actions. - Focus Inbox: Copilot can help you categorize and prioritize your inbox more intelligently. - Summarize long email chains: Instead of scrolling through a 50-email thread, click "Summarize" to get the key decisions, questions, and deadlines. Meeting Preparation: - Summarize upcoming meeting: When you open a meeting invite, Copilot can provide a brief summary of what it's about, attendees, and location. - Prepare for meeting: It can pull together all the relevant emails, documents, and previous meetings related to that specific event. Example Command: "Draft a polite but firm email to the vendor explaining that their proposal was rejected due to budget constraints. Keep it professional." Microsoft Editor (Built-in, No AI Subscription Needed) This is a less flashy but very effective AI tool that most people already have. It's a grammar and style checker. What it does: It checks for spelling, grammar, punctuation, and conciseness. AI aspect: It uses machine learning to understand context (e.g., confusing a "their/they're" vs. a "there/there") and suggests rephrasing sentences for clarity or formality. Where to find it: In the message composing window, the "Editor" icon (a pen with a line underneath) is in the "Message" tab. Click it to see a pane with suggestions. Viva Insights (For Wellbeing & Productivity) This is an AI-powered feature for Microsoft 365 users that focuses on your productivity, not just email writing. What it does: - Suggested replies: It learns your common responses (e.g., "Thanks, got it!") and suggests one-click replies for quick acknowledgements. - Scheduling suggestions: It uses AI to analyze your calendar and suggest the best time for a meeting, considering attendees' time zones and existing commitments. - Focus time: It can automatically book "focus time" in your calendar and protect it from new meeting invites. - Pause suggestions: If you've been in back-to-back meetings, it can suggest you take a short break. "New Outlook" vs. "Classic Outlook" The availability and look of these features depend on which version of Outlook you use. Feature New Outlook (More Modern, Web-like) Classic Outlook (Traditional Desktop App) : : : Copilot Yes, fully integrated in the ribbon. Very polished. Yes, but the user interface is slightly different. Editor Yes, automatically active while typing. Yes, manually triggered. Viva Insights Yes, found in the sidebar. Yes, found under the "View" tab. How to check which you have: New Outlook: The top ribbon is clean and white. The "Home" tab has large, colorful icons. Classic Outlook: The top ribbon is a darker blue/gray with a "File" menu that looks like an old Office menu. Summary Table AI Tool What it Does Who Has It How to Find It : : : : Copilot Drafts emails, summarizes threads, coaches tone Requires Copilot subscription Purple sparkle icon in the ribbon Editor Grammar, spelling, style suggestions Everyone (basic features) Pen icon in the message window Viva Insights Suggested replies, focus time scheduling Microsoft 365 subscribers Sidebar or "View" tab Scheduling Suggests best meeting times Everyone When creating a new meeting invite Recommendation: If you are a regular user (no Copilot subscription), start by enabling Microsoft Editor in your email settings. It will noticeably improve your writing. If you are a power user (with Copilot), use it primarily for summarizing long email threads and drafting replies to save the most time.