You have an important email thread where a client asked for a proposal, and you need to send a polite follow-up without sounding pushy. Writing a follow-up email from scratch can take time and often results in repetitive phrasing. Copilot in Outlook can draft a follow-up email for you in seconds by analyzing the original thread. This article explains how to use Copilot to generate professional follow-up emails and shows you how to customize the output to match your tone.
Key Takeaways: Drafting Follow-Up Emails with Copilot
- Copilot pane in Outlook > Draft with Copilot: Generates a follow-up email based on the selected thread context.
- Prompt customization: Adjust tone, length, and specific points to include in the follow-up.
- Review before sending: Always edit the draft to correct facts, dates, and tone before hitting send.
What Copilot in Outlook Can Do for Follow-Up Emails
Copilot in Outlook uses the Microsoft Graph to read the email thread you are viewing. It understands the conversation history, including who said what and what action items were discussed. When you ask Copilot to draft a follow-up, it generates a new email that references the original thread and politely reminds the recipient of the pending request.
The feature works in the Outlook desktop app, Outlook on the web, and the new Outlook for Windows. You need a Copilot for Microsoft 365 license to use it. The generated email appears in a draft window that you can edit before sending.
Prerequisites
Before you start, confirm these items:
- You have a Microsoft 365 subscription with Copilot for Microsoft 365 license assigned.
- You are using Outlook in one of these versions: Outlook for Microsoft 365 version 2402 or later, Outlook on the web, or the new Outlook for Windows.
- The email thread you want to follow up on is in your Inbox or Sent Items folder. Copilot reads the thread you have open.
How to Draft a Follow-Up Email Using Copilot
The process takes less than a minute. Follow these steps to generate a follow-up email from an existing thread.
- Open the email thread
In Outlook, locate and open the email thread that contains the conversation you want to follow up on. Make sure the thread is selected in the reading pane or opened in a separate window. - Open the Copilot pane
Click the Copilot icon in the Outlook ribbon. In Outlook on the web, click the Copilot icon in the top-right toolbar. The Copilot pane opens on the right side of the window. - Select the draft option
In the Copilot pane, click the Draft with Copilot button. A text box appears where you can type your prompt. - Write your follow-up prompt
Type a prompt that describes the follow-up you need. Be specific. For example: Draft a polite follow-up email reminding the recipient that we are waiting for the signed contract. Reference the original request from last Tuesday. You can also ask Copilot to adjust the tone: Write a casual follow-up asking if they had time to review the proposal. - Generate the draft
Click the Generate button. Copilot reads the thread and creates a draft email. The draft appears in a new compose window with the subject line and body filled in. - Review and edit the draft
Read the entire draft before sending. Copilot may include incorrect dates, names, or assumptions. Edit the subject line, body text, and add or remove recipients as needed. You can also click Regenerate in the Copilot pane to get a different version. - Send the email
After you finish editing, click Send. The follow-up email is sent from your mailbox.
Customizing the Prompt for Better Results
The quality of the draft depends on your prompt. Follow these guidelines to get useful output:
- Specify the action you want the recipient to take. Example: Ask them to confirm the meeting time for next Thursday.
- Mention the tone you need: Use a formal tone, Make it friendly, or Keep it short.
- Reference a specific date or detail from the thread: Refer to the budget numbers we discussed on March 5.
- Avoid vague prompts like Follow up on this thread. Copilot will produce a generic message that may not match your intent.
Common Mistakes and Limitations
Copilot Includes Incorrect Information
Copilot may misread the thread and include wrong names, dates, or action items. Always verify the draft against the original email thread. If you see errors, edit the draft manually or regenerate with a more specific prompt.
The Draft Is Too Long or Too Short
If the generated email is too wordy, add length instructions to your prompt. Example: Write a three-sentence follow-up email. If it is too short, ask Copilot to expand: Add more details about the next steps.
Copilot Does Not Open or the Draft Button Is Missing
The Copilot pane may not appear if your license is not assigned or if Outlook is not updated. Check your Microsoft 365 admin center to confirm the Copilot for Microsoft 365 license is assigned to your account. Also update Outlook to the latest version through File > Office Account > Update Options.
Copilot-Generated Follow-Up vs Manual Draft: Key Differences
| Item | Copilot-Generated Follow-Up | Manual Draft |
|---|---|---|
| Time to create | 30 to 60 seconds | 3 to 5 minutes |
| Context awareness | Reads the entire thread automatically | Requires you to re-read the thread |
| Tone control | Controlled by prompt instructions | Full manual control |
| Accuracy risk | May include errors from misreading | No risk of misinterpretation |
| Editing required | Always review and edit | Usually ready to send |
Conclusion
You can now use Copilot in Outlook to draft follow-up emails in under a minute by selecting a thread, writing a specific prompt, and generating the draft. Always review the generated text for accuracy in names, dates, and action items before sending. For advanced control, try combining multiple instructions in one prompt, such as asking for a bullet-point summary of next steps followed by a polite closing.