Classic Outlook to New Outlook: Copilot Drafting – Use AI writing where classic templates used to help

You are moving from classic Outlook to the new Outlook for Windows and need to replace your old email templates with a faster writing method. Classic Outlook allowed you to create reusable text templates for common replies and messages. The new Outlook removes that template system and instead offers Microsoft Copilot Drafting, an AI writing assistant. This article explains how Copilot Drafting works, how to set it up, and how to use it to draft emails without templates.

What Copilot Drafting Replaces in Classic Outlook

In classic Outlook, you could create reusable templates using Quick Parts, AutoText, or the Templates feature in File > Options > Mail > Signatures and Stationery. These templates stored blocks of text you could insert into any email with a few clicks. The new Outlook for Windows removes Quick Parts, AutoText, and the classic Stationery and Templates dialog entirely. Instead, Microsoft Copilot Drafting provides an AI writing assistant that generates email content on demand. You type a short prompt describing what you need, and Copilot writes a draft based on your prompt, the email thread context, and your selected tone and length.

Copilot Drafting requires an active Microsoft 365 Copilot license assigned to your user account. It works in the new Outlook for Windows, Outlook on the web, and Outlook mobile apps. If your organization uses classic Outlook with templates, you must transition to the new Outlook and enable Copilot to use this feature. The AI does not store reusable templates. Each draft is generated fresh for the current email, which means you cannot save a “template” in the classic sense. You can, however, reuse a prompt by copying it into a new email.

Prerequisites for Copilot Drafting in New Outlook

Before you can use Copilot Drafting, verify these requirements:

• You have a Microsoft 365 Business Basic, Business Standard, Business Premium, E3, or E5 subscription.
• Your tenant has the Microsoft Copilot add-on license assigned to your user account.
• You are using the new Outlook for Windows version 1.2023.4 or later, or Outlook on the web.
• Your organization has enabled Copilot in the Microsoft 365 admin center under Settings > Org settings > Microsoft Copilot.
• You are signed in with your work or school account that has the Copilot license.

How to Use Copilot Drafting to Replace Templates

The following steps show how to draft an email using Copilot in the new Outlook. This process replaces the classic template insertion workflow.

1. Open a new email message
   In the new Outlook, click New Mail in the ribbon or press Ctrl+N. The compose window opens.
2. Click the Copilot button in the ribbon
   In the compose window, locate the Copilot icon in the top toolbar. It looks like a small sparkle or diamond shape. Click it to open the Copilot Drafting pane.
3. Enter a prompt describing the email you need
   In the Copilot pane, type a short description of the email content. For example, type “Write a professional email to a client confirming a meeting next Tuesday at 2 PM.” Be specific about the recipient, subject, and key details.
4. Select the tone and length
   Below the prompt box, click the Tone dropdown and choose Professional, Casual, or Formal. Click the Length dropdown and choose Short, Medium, or Long. These settings adjust the AI output to match your audience and purpose.
5. Click Generate
   Click the Generate button. Copilot creates a draft and displays it in the compose window. Review the generated text for accuracy and completeness.
6. Edit the draft as needed
   Make any manual edits directly in the compose window. Copilot does not replace your editing ability. Add recipient names, specific dates, or attachments after the draft is inserted.
7. Send the email
   When the email is ready, click Send. Copilot does not send the email automatically. You must click Send manually.

If you need to reuse a similar email later, copy the prompt you used and paste it into the Copilot pane for a new message. This method serves as a substitute for storing a classic template. You can also save prompts in a text file or OneNote for quick access.

Common Limitations and Things to Avoid

Copilot Drafting Does Not Insert Pre-Written Blocks Like Templates Did

Classic Outlook templates let you store exact text that never changes. Copilot Drafting generates new text each time based on your prompt. If you need identical text for every email, such as a legal disclaimer or standard greeting, you cannot rely on Copilot. Instead, create a signature in File > Options > Mail > Signatures that includes the static text you need. Signatures remain available in the new Outlook and can include multiple lines and formatting.

Copilot Drafting Requires an Internet Connection

The AI engine runs in the Microsoft cloud. If you are offline, Copilot Drafting does not work. Classic templates stored locally on your device worked without internet access. For offline scenarios, keep a local text file or OneNote page with your most common email text that you can copy and paste manually.

Copilot May Generate Inaccurate or Inappropriate Content

AI-generated text can contain errors, outdated information, or language that does not match your company policies. Always review every draft before sending. Do not assume the AI output is correct. If you are drafting a sensitive email, write it manually or use a verified template from your legal team.

You Cannot Share Copilot Prompts Across Your Team Like Shared Templates

Classic Outlook allowed you to share template files (.oft) across your organization via a network drive or SharePoint. Copilot Drafting does not offer a shared prompt library. Each user must create their own prompts. To standardize common email responses, your team can agree on a set of prompts and store them in a shared document. Each user then copies the prompt text into their Copilot pane.

Classic Outlook Templates vs New Outlook Copilot Drafting: Key Differences

Item	Classic Outlook Templates	New Outlook Copilot Drafting
How content is created	User writes and saves exact text in a .oft file	AI generates text from a user prompt
Reusability	Insert the same text repeatedly without changes	Generate new text each time; prompt can be reused but output varies
Offline access	Yes, templates are stored locally	No, requires internet connection
Sharing with team	Share .oft files via network or email	Share prompt text only; no shared prompt library
Editing after insertion	Template text is inserted as plain or formatted text; user edits freely	Generated draft is inserted as text; user edits freely
License requirement	Standard Outlook license	Microsoft 365 Copilot add-on license required

Copilot Drafting provides a modern alternative to classic templates by generating content on demand. It works best for emails that require unique content each time, such as responses to customer inquiries or internal updates. For repetitive, identical text blocks, use a signature or a local text file. Transitioning from classic templates to Copilot Drafting requires a change in workflow from selecting a saved file to writing a short prompt. With practice, you can create emails faster than searching through a template list.