You want Outlook to automate repetitive email tasks like moving messages to folders, forwarding them to your team, or marking them as read. The built-in Quick Steps feature already lets you apply multiple actions with one click, but you have to create and configure each one manually. Copilot in Outlook now suggests macro-style action sequences directly in the reading pane, based on the email content you are viewing. This article explains how Copilot generates these suggestions, how to apply them instantly, and what to do when the suggestions do not match your workflow.
Key Takeaways: Copilot Quick Steps in Outlook
- Copilot pane > Quick Steps tab: View action suggestions generated from the email body, such as file, forward, or flag.
- Quick Steps gallery > Edit button: Modify a suggested Quick Step before applying it, adding or removing actions.
- Copilot suggestion card > Apply button: Execute the suggested sequence immediately without leaving the reading pane.
How Copilot Generates Action Suggestions From Email Content
Copilot in Outlook analyzes the text of the currently selected email. It looks for patterns, keywords, and sender information to predict what you might want to do next. For example, if an email contains a request for approval, Copilot might suggest forwarding it to your manager and flagging it for follow-up. If the email is a newsletter, Copilot might suggest moving it to a specific folder and marking it as read.
The suggestions are not random. They are based on common Quick Step templates that Microsoft has mapped to typical email scenarios. These templates include sequences like:
Move to folder and mark read, forward with a standard message, reply with a template, flag and categorize, or create a task from the email.
Copilot does not learn from your personal Quick Steps library. It uses a general model that works for most business users. If you have custom Quick Steps that you use daily, Copilot will not suggest them unless they match one of the built-in templates.
Prerequisites for Copilot Action Suggestions
You need a Copilot for Microsoft 365 license. The feature is available in the new Outlook for Windows and Outlook on the web. It is not yet available in classic Outlook for Mac or Outlook mobile. Your organization must have the Copilot service enabled in the Microsoft 365 admin center.
You also need at least one Quick Step defined in your Outlook account. Even if you never use Quick Steps, Outlook creates a default set when you first open the Quick Steps gallery. If you have deleted all Quick Steps, Copilot will not display suggestions.
Steps to Use Copilot Action Suggestions in Outlook
Follow these steps to see and apply macro-style action suggestions from Copilot in Outlook.
- Open the Copilot pane
In the new Outlook or Outlook on the web, select an email in your inbox. Click the Copilot icon in the top ribbon or press Alt+I. The Copilot pane opens on the right side of the window. - Switch to the Quick Steps tab
Inside the Copilot pane, locate the tab bar near the top. Click the tab labeled Quick Steps. Copilot analyzes the selected email and displays one or more suggested action sequences. - Review the suggested actions
Each suggestion card shows a title and a list of actions. For example, you might see Move to Project Folder and Mark as Read. Read through the actions to confirm they match what you want to do. - Edit the Quick Step if needed
If the suggestion is close but not exact, click the Edit button on the suggestion card. The Quick Steps editor opens. You can add or remove actions, change the target folder, or modify the flag color. Click Save when done. - Apply the Quick Step
Click the Apply button on the suggestion card. Outlook executes the sequence immediately. The email is moved, forwarded, flagged, or changed according to the actions you selected. - Undo an accidental action
If you applied the wrong suggestion, press Ctrl+Z or click Undo in the top toolbar. Outlook reverses the last Quick Step action.
Creating a Custom Quick Step From a Copilot Suggestion
You can save a Copilot suggestion as a permanent Quick Step. After clicking Edit, modify the actions as you like, then click Save As. Give the Quick Step a name. It appears in the Quick Steps gallery on the Home tab for future use. Copilot will not suggest this custom Quick Step, but you can run it manually with one click.
When Copilot Action Suggestions Do Not Match Your Workflow
Copilot suggests actions I never use
Copilot uses generic templates, not your personal usage history. If you never forward emails to a specific folder, Copilot might still suggest a forward action. To reduce irrelevant suggestions, create more Quick Steps that match your actual workflow. Copilot is more likely to suggest actions that align with the Quick Steps you already have defined.
No suggestions appear for a specific email
Copilot only suggests actions when the email content clearly matches one of its templates. Short emails with no clear intent, such as a one-line meeting reminder, may not trigger a suggestion. Emails with mixed content, like a long thread with multiple topics, can also confuse the model. In these cases, no Quick Step card appears in the Copilot pane.
Copilot suggests a Quick Step that deletes emails
The default Quick Step templates do not include a delete action. If you see a delete action, it is likely from a custom Quick Step you created earlier. Copilot does not suggest custom Quick Steps. If the suggestion includes a delete action, check your Quick Steps gallery. You may have a Quick Step named Delete that Copilot is referencing. Remove or rename that Quick Step to stop the suggestion.
Copilot suggestions are slow to appear
The Copilot pane analyzes email content on the server. If your internet connection is slow or the email is very large, the suggestions may take several seconds to load. Wait for the pane to finish loading. If suggestions never appear, close the Copilot pane and reopen it. Check your network connection and try again.
Copilot Quick Steps vs Manual Quick Steps: Key Differences
| Item | Copilot Quick Steps | Manual Quick Steps |
|---|---|---|
| Creation method | Generated automatically from email content | Created manually in the Quick Steps gallery |
| Customization | Editable before applying but not saved permanently | Fully customizable and saved to your account |
| Trigger | Appears in the Copilot pane when an email is selected | Accessed from the Home tab ribbon or keyboard shortcut |
| Learning | Uses generic templates, not your personal history | No learning; you define every action |
| Availability | Requires Copilot for Microsoft 365 license | Available in all Outlook versions |
You can now use Copilot in Outlook to get macro-style action suggestions for common email tasks. The suggestions help you move, forward, flag, and categorize emails without opening the Quick Steps editor. If the suggestions do not match your workflow, create your own Quick Steps manually to cover the gaps. For advanced automation, combine Copilot suggestions with custom Quick Steps that include conditional logic like if the email contains an attachment. This hybrid approach gives you the speed of AI suggestions with the precision of manual configuration.