When you receive a meeting invitation in Outlook, Copilot can generate a suggested reply based on the meeting details and your calendar context. These suggestions save time, but you must review them before sending to avoid sharing inaccurate or unintended information. The review process is built into Outlook and requires only a few clicks to approve or edit the draft. This article explains exactly how to review and modify Copilot suggested meeting responses before the email is sent.
Key Takeaways: Reviewing Copilot Meeting Responses in Outlook
- Outlook reply pane > Copilot suggestion pop-up: Appears after you click Reply or Reply All on a meeting invitation and shows a preview of the generated response.
- Edit button inside the suggestion pop-up: Opens the full draft in the compose window so you can change wording, add details, or remove content.
- Discard suggestion option: Removes the Copilot draft and lets you write a response from scratch without any AI-generated text.
How Copilot Generates Meeting Responses in Outlook
Copilot meeting response suggestions appear only when you use Outlook with a qualifying Microsoft 365 subscription that includes Copilot for Microsoft 365. The feature is available in Outlook for Windows, Outlook on the web, and Outlook for Mac. When you open a meeting invitation and click Reply or Reply All, Copilot reads the meeting subject, date, time, location, and your calendar availability. It then generates a short draft that typically confirms attendance, asks for agenda details, or suggests a reschedule if there is a conflict.
The suggestion appears as a small pop-up above the compose area. It contains the generated text and two buttons: Edit and Discard. The pop-up does not send anything automatically. You must take an action to either accept the suggestion with edits or reject it entirely. The draft is not saved to your Sent Items unless you click Send.
Steps to Review and Edit a Copilot Suggested Meeting Response
Follow these steps to review and modify a Copilot suggested response before sending it. The process is the same across Outlook for Windows and Outlook on the web.
- Open the meeting invitation
Double-click the meeting invitation in your Outlook Inbox or Calendar to open it in its own window. Do not use the Reading Pane for this step because the Copilot suggestion may not appear. - Click Reply or Reply All
In the meeting window, click the Reply or Reply All button in the ribbon. The compose pane opens with a blank email body. - Wait for the Copilot suggestion pop-up
After a moment, a small pop-up appears above the compose area. It shows a short preview of the suggested response. The pop-up includes two buttons: Edit and Discard. - Click Edit to review the full draft
Click the Edit button. The full Copilot-generated draft is inserted into the email body. You can now read every word, change text, add bullet points, or delete entire sentences. - Modify the draft as needed
Edit the text directly in the compose area. For example, change the confirmation wording from “I will attend” to “I will attend but will arrive 10 minutes late.” You can also remove any placeholder text that Copilot added. - Click Send when ready
After reviewing and editing, click the Send button. The email is sent only from your Outlook client, and the Copilot draft is not stored anywhere unless you send it.
If You Want to Reject the Copilot Suggestion
You might prefer to write your own response without any AI-generated text. In that case, use the Discard option instead of Edit.
- Click Discard in the suggestion pop-up
The pop-up closes and the compose area remains empty. No Copilot text is inserted into the email body. - Write your response from scratch
Type your own message in the compose area. The Copilot suggestion does not reappear for the same invitation unless you close the meeting window and start again. - Send the email normally
Click Send to deliver your manually written response.
Common Issues When Reviewing Copilot Meeting Responses
Copilot suggestion does not appear after clicking Reply
If you do not see the suggestion pop-up, verify that Copilot is enabled in your Outlook settings. Go to Outlook > File > Options > Copilot and confirm the option “Show Copilot suggestions for meeting replies” is turned on. Also check that your Microsoft 365 license includes Copilot for Microsoft 365 and that your IT admin has not disabled the feature for your tenant.
Copilot draft contains incorrect meeting details
Copilot bases its suggestion on the meeting invitation data and your calendar. If the invitation has missing or incorrect fields, the generated draft may also be wrong. Always review the draft and correct any errors manually. For example, if the meeting time changed after the invitation was sent, Copilot may still use the original time. Edit the draft to reflect the correct information.
Copilot suggestion includes text you did not intend to send
The suggestion may include phrases like “I look forward to discussing the agenda” even if you do not plan to discuss anything. Use the Edit button to remove any wording that does not match your intent. You can also click Discard and write your own response from scratch.
Copilot does not offer a suggestion for recurring meetings
Copilot meeting response suggestions are designed for single-instance meeting invitations. For recurring meetings, the feature may not generate a suggestion. In that case, write your response manually. This is a known limitation of the current version.
Copilot Meeting Response Review: Outlook Desktop vs Outlook on the Web
| Item | Outlook for Windows / Mac | Outlook on the Web |
|---|---|---|
| Copilot suggestion appears | After clicking Reply or Reply All in the meeting window | After clicking Reply or Reply All in the meeting window |
| Edit button behavior | Inserts full draft into compose area | Inserts full draft into compose area |
| Discard button | Removes suggestion and leaves compose area empty | Removes suggestion and leaves compose area empty |
| Settings location | File > Options > Copilot | Settings > Mail > Copilot |
| Keyboard shortcut for Edit | Tab to highlight Edit, then Enter | Tab to highlight Edit, then Enter |
Both versions offer the same core review workflow. The settings location differs slightly, but the pop-up interface and the Edit and Discard buttons work identically. If you use Outlook on the web, the Copilot suggestion pop-up appears in the same position above the compose area.
You can now review and edit every Copilot suggested meeting response before sending it. Use the Edit button to modify the draft or the Discard button to write your own message. For faster review, press Tab to move focus to the Edit button and press Enter to insert the draft. Always check the meeting time, location, and attendee list before sending.