If you spend a good part of your working day in Word and Outlook, you’ve probably noticed the Copilot button appearing in both. Copilot is Microsoft’s AI assistant, and it’s built into Microsoft 365 apps for people with an eligible subscription or a Copilot licence. Used well, it can get you past the blank page, tidy up a rambling draft, summarise a 30-page document and turn a long email thread into a clear reply.
The trick is knowing what to ask for, and checking what comes back. This guide shows you where to find Copilot in Word and Outlook, the tasks it’s genuinely good at, and the prompts that get useful results first time. It takes about 20 minutes to read and try, and it can save you an hour or more a week once it becomes a habit.
Quick answer: Open a document in Word or a new email in Outlook and select the Copilot button. Describe the outcome you want, who it’s for, the tone and the length, and point Copilot to any file or notes it should use. Review the draft, refine it with follow-up prompts such as “make this more concise”, and always check facts, figures and names before you send or share it.
New to AI? Start with our beginner’s guide.
What you’ll need
- Word and Outlook from Microsoft 365, with an eligible subscription or Copilot licence (work accounts depend on your organisation’s settings)
- A real task: a report, a proposal, an email reply or a long document to understand
- Any notes, previous documents or bullet points you want Copilot to use
- About 20 minutes to try the prompts below
Step-by-step: use Copilot in Word and Outlook
- Check you have access. Open Word and look for the Copilot button in the corner of the document or on the ribbon. If you can’t see it, your plan may not include Copilot, or your IT team may have switched it off. At work, ask before using it with sensitive documents.
- Start a Word draft from a clear brief. Open the Copilot pane and describe the outcome, the audience, the sections you need and the length (prompt 1). If you have notes or an earlier file, point Copilot to them so the draft is grounded in your real information.
- Refine rather than restart. Select a paragraph and ask Copilot to rewrite it, make it more concise or change the tone. In shared documents, Copilot shows suggested changes for you to review before anything is added.
- Understand long documents quickly. Ask Copilot to summarise a report, list key decisions and actions, or explain a section in plain English (prompt 2). Then read the parts that matter yourself.
- Draft emails in Outlook. Start a new email, select the Copilot icon and choose Draft. Describe what you want to say in a sentence or two, then adjust the length and tone or ask for another version (prompt 3).
- Catch up on long threads. In Outlook, ask Copilot to summarise a long conversation before you reply, so you don’t miss a question buried halfway down.
- Edit in your own voice. Before sending, read the draft aloud, cut generic phrases, add specific details only you know and check every fact, date and name.
Copy-paste prompts
1. Draft a Word document from a brief
Draft a [TYPE OF DOCUMENT, SUCH AS PROJECT UPDATE OR PROPOSAL] for [AUDIENCE]. The goal is to [WHAT YOU WANT THEM TO DO OR KNOW]. Use these notes: [PASTE NOTES OR NAME THE FILE]. Include sections for [SECTIONS]. Keep it to about [NUMBER] words, in plain British English with a [TONE] tone. Use short paragraphs and headings. Flag anything you've assumed so I can check it.
2. Summarise a long document
Summarise this document in 5 bullet points for someone who has 2 minutes. Then list any decisions, deadlines and actions with who owns them, and any open questions or risks the document doesn't resolve. Quote the section heading for each point so I can check it.
3. Reply to an email thread in Outlook
Draft a reply to this thread. I want to [YOUR POSITION, SUCH AS AGREE TO THE MEETING BUT MOVE IT TO THURSDAY]. Answer every question that's been asked of me, keep it under [NUMBER] words, and use a friendly but professional tone. Don't promise anything I haven't mentioned here.
4. Tighten my writing
Rewrite the selected text to be clearer and about 30 per cent shorter, without changing the meaning. Use plain British English, active voice and no jargon. Then list the 3 biggest changes you made so I can decide whether to keep them.
Recommended tools
- Microsoft Copilot: built into Word, Outlook, Excel and PowerPoint for eligible Microsoft 365 plans, so it can work with your files and emails directly.
- ChatGPT: a good alternative if you don’t have Copilot. Paste text in (with personal details removed) and copy the result back into Word.
- Claude: strong at editing long documents and keeping a consistent tone.
- Gemini: the equivalent assistant if your workplace uses Google Docs and Gmail instead of Microsoft 365.
If your drafts often start life in a meeting, our guide to taking meeting notes and summaries with AI pairs well with Copilot in Word. For tone and structure in everyday messages, see how to write professional emails faster with AI, and if you’re turning a Word document into a deck, read how to prepare a presentation and slides with AI.
Tips and mistakes to avoid
- Be specific about the outcome. “Write a report” gets something bland. “A one-page update for the finance director on why the project is two weeks late” gets something useful.
- Give it your material. Copilot is much better when it can work from your notes, files or the email thread rather than guessing.
- Check facts and figures. AI can misread a table or invent a detail that sounds right. You’re responsible for what you send.
- Watch confidential information. At work, follow your organisation’s rules on which documents and data can be used with AI tools.
- Don’t over-polish. Emails that sound too smooth can feel impersonal. Keep a line or two in your own words.
- Save good prompts. Keep a note of prompts that work for your recurring tasks, such as weekly updates.
FAQ
Is Copilot in Word and Outlook free?
Copilot features in Word and Outlook need an eligible Microsoft 365 subscription or a Copilot licence. Work and school accounts depend on what your organisation has bought and switched on.
Why can’t I see the Copilot button?
Your plan may not include it, your app may need updating, or your organisation may have turned it off. Check your Microsoft account or ask your IT team.
Can Copilot read my other files and emails?
When available, Copilot can use relevant work files, emails and meetings to ground its answers, but only content you already have permission to access.
Will people know I used AI?
Not if you edit properly. Add specific details, cut generic phrases and make sure the final version sounds like you.
Try it yourself with Microsoft Copilot
Draft a [TYPE OF DOCUMENT, SUCH AS PROJECT UPDATE OR PROPOSAL] for [AUDIENCE]. The goal is to [WHAT YOU WANT THEM TO DO OR KNOW]. Use these notes: [PASTE NOTES OR NAME THE FILE]. Include sections for [SECTIONS]. Keep it to about [NUMBER] words, in plain British English with a [TONE] tone. Use short paragraphs and headings. Flag anything you've assumed so I can check it.
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