When you switch from Classic Outlook to the new Outlook for Windows, many familiar features move to new locations. Copilot drafting, which helps you compose email messages with AI assistance, is one of those features. In Classic Outlook, Copilot appeared as a button in the ribbon or a pop-up window. In new Outlook, the location and behavior of Copilot drafting have changed. This article explains exactly where to find Copilot drafting in new Outlook and how to start using it.
Key Takeaways: Finding Copilot Drafting in New Outlook
- New Outlook message compose window > Copilot icon on the toolbar: Opens the Draft with Copilot menu to start a new draft or rewrite existing text.
- Copilot icon in the ribbon of an open email: Lets you summarize or reply with Copilot from the reading pane.
- File > Options > Copilot: Turn Copilot on or off and manage your Copilot subscription settings.
Why Copilot Drafting Appears in a Different Place in New Outlook
New Outlook for Windows is built on a web-based platform that uses a different interface than the classic MAPI-based Outlook. The ribbon, toolbar, and menu system were redesigned to match the Outlook web app and other Microsoft 365 web experiences. Because of this redesign, Copilot drafting is no longer a separate pop-up or a dedicated button in the classic ribbon. Instead, Copilot is integrated directly into the message compose toolbar and the reading pane. Microsoft moved Copilot to these locations to make it faster to access while you are writing or reading an email. No additional add-in or download is required if your Microsoft 365 subscription includes Copilot.
Steps to Use Copilot Drafting in New Outlook
The following steps assume you have a Copilot for Microsoft 365 license assigned to your account and that you are using the new Outlook for Windows. If you do not see the Copilot icon, check your subscription status first.
- Open a new message or reply to an email
Click New Mail in the top-left corner of new Outlook, or click Reply, Reply All, or Forward on an existing message. The compose window opens. - Locate the Copilot icon on the compose toolbar
In the compose window, look at the toolbar above the message body. The Copilot icon looks like a purple or blue sparkle. It is located between the formatting options and the Send button. Click the Copilot icon. - Choose a drafting option
Clicking the Copilot icon opens a drop-down menu with options: Draft with Copilot, Rewrite, Make Professional, Make Casual, and Adjust Tone. Select Draft with Copilot to start a new message from a prompt. - Enter your prompt
A text box appears in the message body. Type a description of the email you want to write. For example: Write a short email to the team about the project deadline extension. Press Enter or click Generate. - Review, edit, and insert the draft
Copilot generates a draft in the message body. You can edit the text directly. If you want to keep the draft, click Keep It. To try a different version, click Regenerate. To discard the draft, click the X button. - Use Copilot to rewrite existing text
Select any text you have already typed in the message body. Click the Copilot icon again and choose Rewrite. Copilot offers alternative phrasings. Click an option to replace the original text.
Where Copilot Drafting Does NOT Appear in New Outlook
Knowing where Copilot is not located can save you time. In new Outlook, you will not find Copilot drafting in the following places:
- The classic ribbon at the top of the main window. New Outlook uses a simplified ribbon that does not include a Copilot button.
- The File menu. Copilot settings are in File > Options > Copilot, but drafting is not triggered from there.
- A separate pop-up window. In classic Outlook, Copilot sometimes opened a separate dialog. In new Outlook, drafting happens inline in the compose window.
If Copilot Drafting Is Missing or Not Working
Copilot icon does not appear on the compose toolbar
This usually means your account does not have a Copilot for Microsoft 365 license, or the license is not assigned correctly. Go to File > Account to verify your subscription. If you see Microsoft 365 Business Basic or Standard without Copilot, you need to upgrade. Contact your IT administrator to assign a Copilot license.
Copilot icon is grayed out or unresponsive
A grayed-out Copilot icon often indicates that the feature is disabled in your organization’s policy. Your IT admin can enable Copilot in the Microsoft 365 admin center under Settings > Org settings > Copilot. Another cause is an outdated version of new Outlook. Check for updates by going to File > Office Account > Update Options > Update Now.
Copilot generates drafts that are too long or too short
The length of the generated draft depends on your prompt. Be specific about the desired length. Add phrases such as in three sentences or keep it brief to your prompt. You can also edit the draft manually after Copilot generates it.
| Item | Classic Outlook | New Outlook |
|---|---|---|
| Copilot button location | Ribbon or separate pop-up | Compose toolbar and reading pane |
| Drafting interface | Separate dialog window | Inline in the message body |
| Rewrite feature | Right-click menu | Copilot icon after selecting text |
| Settings access | File > Options > Copilot | File > Options > Copilot |
| Requires license | Copilot for Microsoft 365 | Copilot for Microsoft 365 |
Now you know exactly where Copilot drafting lives in new Outlook and how to use it. Try using the Draft with Copilot feature for your next routine reply to save typing time. If you frequently adjust the tone of your messages, the Adjust Tone option under the Copilot menu lets you switch between professional and casual without rewriting the entire message.