Draft Client Emails Faster with Outlook Copilot

What This Does

Outlook Copilot generates complete email drafts from bullet points you provide — so instead of staring at a blank compose window, you describe what you need in a few words and get a polished draft to edit and send.

Before You Start

• You use Microsoft Outlook (desktop app or web — outlook.com or your firm's Microsoft 365)
• Your Microsoft 365 license includes Copilot (Business Standard or above with the Copilot add-on)
• You're logged into your firm email account
• Time needed: 5–10 minutes per email (setup is instant)
• Cost: Included in M365 Copilot license

Steps

1. Open a new email compose window

Click New Email (or New Message in Outlook web). A blank compose window opens.

2. Find the Copilot button

In the compose toolbar, look for a Copilot icon (sparkle/star symbol). It may appear directly in the formatting bar above the email body, or in the toolbar at the top.

In Outlook Web (browser), click into the body of the email — the Copilot icon appears in the message toolbar.

What you should see: A "Draft with Copilot" option or a small Copilot pane appears.

Troubleshooting: If you don't see the Copilot icon, check if your firm's M365 license includes Copilot. Some firms have it enabled only for specific users.

3. Describe what you want in bullet points

Click "Draft with Copilot." A text box appears asking "What do you want this email to say?" Type your bullet points, for example:

• Requesting 2025 bank statements and credit card statements
• Client is a restaurant, S-Corp return
• Deadline is March 28
• Friendly but clear tone

4. Review the draft

Copilot generates a complete email in about 5 seconds. Review it in the compose window — it will appear as editable text.

5. Adjust tone or length if needed

Below the draft, you'll see options to adjust: Direct, Neutral, Casual for tone, and Short, Medium, Long for length. Click to regenerate with a different feel.

6. Edit and send

Edit the draft as needed — add the client's name in the greeting, verify the specific documents listed, update the deadline. Then send normally.

Real Example

Scenario: You're managing 15 tax clients and need to send document request emails to all of them in one afternoon.

What you type into Copilot: "Request 2025 W-2s, 1099s, and investment statements. They're an individual client with rental income. Deadline March 15. Professional but approachable tone."

What you get: A complete 150-word email with subject line, professional greeting, organized bullet list of documents, clear deadline, and a friendly close — in about 3 seconds.

Time saved: 15 emails × 15 min each (manual) = 3.75 hours → 15 emails × 3 min each (Copilot) = 45 min.

Tips

• Use the "Coaching" feature (also in Copilot) to get suggestions on tone or clarity for an email you've already written
• Copilot can also summarize long email threads — click "Summarize" when viewing a conversation to see a short recap of what was discussed and what was decided
• The feature works best for professional, structured emails; creative or sensitive client communications still benefit from more human crafting

Tool interfaces change — if the Copilot button has moved, look for similar AI/Draft options in the compose toolbar.