You have drafted an email in Outlook, but the tone feels off for the recipient or situation. The message might be too casual for a client or too formal for a colleague. Outlook’s Copilot feature can analyze and rewrite your email’s tone to better fit your intent.
This AI-powered tool suggests alternative phrasings directly within the compose window. This article will show you the steps to use Copilot to adjust the tone of your emails before you send them.
Key Takeaways: Using Copilot for Email Tone
- Draft with Copilot button: Generates an initial email draft based on a brief prompt you type, setting the foundational tone.
- Copilot pane rewrite commands: Use commands like “Make this more professional” or “Make this more concise” to transform your existing draft.
- Review and Insert Changes: You must manually review and accept each of Copilot’s suggested tone adjustments before they are applied to your email.
How the Copilot Tone Adjustment Feature Works
Copilot in Outlook is an AI assistant integrated into Microsoft 365. For email composition, it offers two main functions: generating a new draft from a prompt and rewriting existing text. The tone adjustment capability falls under the rewrite function.
When you ask Copilot to change an email’s tone, it analyzes your draft’s language, sentence structure, and word choice. It then produces a new version that aligns with your requested style, such as formal, friendly, or concise. The feature does not send the email for you. You maintain full control to review, edit, and approve all changes.
Prerequisites for Using Copilot
To use Copilot for tone adjustment, you need a specific Microsoft 365 subscription. A commercial or enterprise plan that includes Microsoft Copilot for Microsoft 365 is required. The feature is available in the Outlook desktop app for Windows and Mac, as well as in Outlook on the web. You must be signed in with your work or school account that has the proper license.
Steps to Rewrite an Email’s Tone With Copilot
The following steps guide you through using Copilot to adjust the tone of an email you have already written. This is the most common use for fine-tuning a message.
- Open a new email and compose your draft
Start a new email message in Outlook. Write your initial draft as you normally would. You do not need to perfect it, as Copilot will help refine it. - Open the Copilot pane
In the email compose window, look for the Copilot icon on the ribbon. It is typically in the middle of the toolbar. Click this icon to open the Copilot pane on the right side of your screen. - Enter a rewrite command
In the Copilot pane, you will see a text box. Type a clear instruction on how to change the tone. Effective commands include “Make this more professional,” “Rewrite this to sound friendlier,” or “Make the tone more formal.” Then press Enter. - Review the suggested rewrite
Copilot will generate a new version of your email text in the pane. Read it carefully to see if the tone matches your goal. The original text remains in your compose window, unchanged at this point. - Insert the changes
If you are satisfied with the new tone, click the “Insert” button that appears below the Copilot suggestion. This replaces the text in your email compose window with the rewritten version. You can then make any final manual edits before sending.
Generating a New Draft With a Specific Tone
You can also ask Copilot to write a new email from scratch with a desired tone. Click the “Draft with Copilot” button in the compose ribbon. In the pop-up, describe the email’s purpose and specify the tone. For example, type “A polite email to a vendor requesting an updated invoice, keep it formal.” Copilot will generate a complete draft that you can then edit and send.
Common Mistakes and Limitations to Avoid
Copilot Suggestions Are Not Context-Aware
Copilot rewrites text based on general language patterns. It does not understand your company’s specific jargon, internal project names, or the unique relationship you have with the recipient. Always review the suggestion to ensure it did not change critical details or technical terms.
Over-Reliance on a Single Suggestion
If the first rewrite is not quite right, you can refine it. Do not just accept or reject it. In the Copilot pane, you can type a follow-up command like “Make it slightly less formal” or “Shorten the second paragraph.” Iterating with more specific instructions often yields a better result.
Forgetting to Review Before Sending
The most important step is your review. Copilot is a tool, not an autonomous sender. After inserting the rewritten text, read the entire email from top to bottom. Check for accuracy, clarity, and to confirm the tone is appropriate. Look for any awkward phrasing the AI might have introduced.
Manual Tone Adjustment vs. Copilot Rewrite
| Item | Manual Editing | Copilot Rewrite |
|---|---|---|
| Speed | Slower, requires individual word changes | Faster, generates a complete new version instantly |
| Consistency | Depends on your writing skill and focus | Applies a uniform tone style across the entire message |
| Creative Input | Full control over every phrase and nuance | Provides AI-generated suggestions you must approve |
| Best For | Minor tweaks or highly technical/sensitive content | Quickly overhauling the tone of a longer or problematic draft |
You can now use Copilot in Outlook to quickly adjust the tone of your emails to be more professional, concise, or friendly. Start by opening the Copilot pane in your next draft and trying a simple command like “Make this more formal.” For an advanced tip, combine tone commands with other requests. For example, type “Make this email more persuasive and shorten it to three sentences” to get a targeted, multi-goal rewrite.