7 Essential Copilot AI Tips for Microsoft Outlook Users

hi I'm Jamie and welcome to teachers Tech today I want to give you seven ways to use co-pilot in Microsoft Outlook that will make you more effective just a couple things before we get started with these tips about using co-pilot in Microsoft Outlook you need to have either a work or school account that it's been enabled for I had to purchase a license to add it to one of my accounts that I do these tutorials on and then after I did that then I have access to this the other thing is I'm using the new Microsoft Outlook as you can see right here so if you haven't made the switch uh you need to make sure you toggle that on I do have different videos that will show you how uh Microsoft the new outlook works but you can log in online like this and then if you go through your Microsoft 365 account log into Outlook you're going to have to access to co-pilot this way if you want to try it at these tips that

I'm showing you here today tip number one is probably most obvious how do you draft an email in Outlook look with co-pilot so if I go up top here to New as soon as I click on a new mail then co-pilot appears in the ribbon so I can access it right here so if I drop down I can go and draft with co-pilot right here coaching by co-pilot I'll come back to that as a later tip what I like to do though is just using the forward slash and the body here and right here we can click draft with co-pilot so what do you want it to say so I already have something prepared I just want to get this uh email written for a team project and has some time in there request and feedback um I don't have to give it this much information but you can change uh how you want so if I go here and generate the options look at I can go direct neutral casual formal make it a pem what's the length so maybe I want this to be medium length once I pick these two different things between tone and length I can go over to generate so then it will create the draft it doesn't send it I get approval at that point so here's the draft that it created it took that information that I gave and it just made a message here now is there anything I'd like to change at this point I go through and ask it to change something but if you like it all you have to do is keep it notice you can discard or regenerate again as soon as you keep it you can go through at this time and make any changes to it and then you're able to send it you can see how this is going to be an effective use of time so I got a response from the email

that I just sent out couple people responded to with this with a little bit of information you can see the thread here now you would think I would just jump to uh how to respond with co-pilot as a tip am I am going to come back to that on my next tip but look at this right here summary by co-pilot this will go through and sum up the information in these emails so if you have a large thread just by clicking summary here will give you that quick information to go through and whenever you see one of these numbers it will go to that specific email that you can read further on this but again this summary by co-pilot will save you a lot of time now

that we've read the summary let's go ahead and just close this and reply to everyone now I could go ahead and use co-pilot to draft a suggestion here take a look at the very bottom now we have draft with co-pilot do we want to confirm meeting agenda appreciate the feedback uh all these different ones right here and notice that we do have custom that we could go through and kind of do the same thing what I showed you uh before so let's use one of the suggestions right here I'm going to appreciate the feedback and suggest pre meting chat so there's the quick response if you like it you can keep it and do all the different things that I showed you before let's keep it and I'm just going to go ahead now and send it back just before I move on to the next tip I just want to ask you a question what do you think about AI emailing AI here so if they have co-pilot I have co-pilot and we're just emailing back and forth drafting all these and responding is it just an AI having conversation just think of how many people maybe aren't even paying attention to some of the emails anyway let me know what your thoughts are down

in the comments tip number four is another big timesaving tip now this is about searching in Microsoft Outlook and this will be a little different this time I know we could go up top and use the search up here and I probably could find anything I need because I don't really have very many email m messages in here but I want to show you the power of co-pilot now not necessarily in built- into outlook here but I'm going to switch over to my Microsoft 365 account you can see I'm logged in here and I have co-pilot selected what I want to show you is that you can search your outlook messages right from here so if I was going to go and ask it something so let's say I'm going to ask from emails here from Ashton so I'll say emails from Ashton about dogs just like that it will go through and give me searches all that history through Microsoft Outlook so look what it gave me here it found on November 23rd 2023 Ashton shared a file named dogs with Kathy and I if I need to go to that email specifically what I can do is if I click on this one or just hover over it notice I get a little bit more information here and it's has this email link to here that I can go through to it so this makes a very friendly way to be searching for emails and it gives you a little bit more information as you go through this method so in tip four I

asked copilot here to find a specific email that Ashton was connected to and it did a great job and summed it up for me in tip five I want to show you how you can rephrase this time I'm asking what has Ashton been involved in so now if I asked this question co-pilot will go through a number of different it could be emails documents and give me a little bit of information paint a picture of what Ashton's been up to so as it comes through you can see that it's kind of giving me this information it could be from emails and if I hover over any of these things it shows me this part here where there was some things from a loop and this was a Word document and there's going to be a number of emails too and down below I can a little bit further so you can see here is one of the projects here that I can ask about that or can you show me the dog's PowerPoint in the presentation so you can go a little bit further with co-pilot even outside of Outlook with

searching so you remember the coaching tip that I talked about that I would come back to that well I'm there now so tip number six is the co-pilot coach here now let me explain what this is so I wrote this email here but I kind of did a bad job on it it's very abrupt it's maybe a little rude and everything uh I can use co-pilot to help me write a message better so if I go up top here and I'm going to go to coaching by co-pilot it's going to analyze this email here it's going to review the tone Clarity you can see all the things and it's going to help me maybe with some suggestions that I could rewrite it myself so here we go it's saying the tone could be more curi uh Curious and it gives me some suggestions in here now consider their perspective and as I go through I can take this information and then go back and then regenerate or remake these changes to the email that I wrote so using coaching and it doesn't have to be this extreme of the example that I showed you but I just want to show as you write your emails take advantage of coaching in co-pilot now

I'm back in co-pilot 365 for my final tip number seven and that's about helping you schedule so most of the things I've talked about so far is about connecting it to Outlook but we can take a look at calendar as well so let's try this prompt I'm going to review my calendar for next week for a 4-Hour window suitable for a meeting with Kathy and Ashton now I don't have access to their calendar so I'm going to have to probably follow up with this but uh you'll see kind of what I'm after I'm going to go ahead and send this so now what it should be able to do is go through my calendar and see what times I have available and suggest maybe the best time for this so here is the information that I came back with they weren't able to access Cathy's and Ashton's calendars and I knew that was going to happen I'd have to change that uh but it has three different time slots that I checked my calendars for where that 4-Hour time slot would work in so I like the way that when it kind of gives me the information it kind of just writes it out in a nice way that it's easy to consume and kind of make that planning a little bit easier so what do you think of these seven tips are you using it already I'd love to hear what ways that you're using it that is saving you time I'm going to have more videos about using co-pilot and other Microsoft 365 products so stay tuned for that thanks for watching this time on teachers Tech I'll see you next time with more Tech tips and tutorials