Long email threads can be difficult to follow, especially when you need to catch up quickly. Microsoft Copilot in Outlook can analyze an entire conversation and create a concise summary. This article provides the steps to use this feature and explains how to get the most from it.
Key Takeaways: Using Copilot to Summarize Email Threads
- Copilot in the Reading Pane: Generates a summary of the selected email thread directly within your inbox view.
- Summarize prompt in Copilot pane: Use the dedicated command to get a breakdown of key points, decisions, and action items.
- Ctrl + Click to select thread: Ensures Copilot analyzes the entire conversation chain, not just the latest message.
What Copilot Summaries Do in Outlook
Copilot for Microsoft 365 uses AI to read and interpret the content of an email conversation. It identifies the main topic, extracts key decisions, lists proposed actions, and highlights any unanswered questions. The summary appears in a separate pane, allowing you to understand the thread’s context without reading every single message. This feature is available for both individual emails and long chains of replies.
You need a Microsoft 365 subscription with a Copilot license to use this feature. The emails must be in a supported account type, such as Microsoft Exchange Online. Copilot processes the text within your mailbox and does not share this data externally. The summary is generated on-demand and is not stored permanently in the email thread itself.
Steps to Generate an Email Summary with Copilot
Follow these steps to create a summary of an email conversation. Ensure you are using the new Outlook for Windows or the Outlook web app.
- Select the email thread
In your mailbox, click on the most recent email in the conversation you want to summarize. For a full thread analysis, press Ctrl and click on the email to select the entire conversation chain in the message list. - Open the Copilot pane
Look for the Copilot icon on the right side of the Outlook ribbon. It looks like a blue circle with a sparkle. Click this icon to open the Copilot pane on the right side of your screen. - Use the summarize command
In the Copilot pane, you will see a prompt box. Type “Summarize this email thread” or “What are the key points in this conversation?” and press Enter. Copilot will also suggest a “Summarize” button you can click directly. - Review the generated summary
Copilot will display a structured summary in the pane. It typically includes sections like Main Topic, Key Points, Action Items, and Open Questions. You can read this summary to quickly grasp the thread’s content. - Interact with the summary
You can ask follow-up questions in the same Copilot pane. For example, type “Who is responsible for the next action?” or “What was the final decision on the budget?” Copilot will answer based on the email content.
Using Copilot in the Reading Pane
A faster method is available in the Reading Pane. When you select a single email that is part of a thread, a Copilot icon may appear at the top of the Reading Pane. Clicking this icon instantly generates a brief summary without opening the full Copilot side pane. This method is best for getting a quick overview.
Common Mistakes and Limitations to Avoid
Copilot Option is Missing or Grayed Out
If you cannot see the Copilot icon, verify your Microsoft 365 subscription includes Copilot licenses. Your IT administrator must have assigned you a license. Also, ensure you are not using a classic desktop version of Outlook; the feature requires the new Outlook or Outlook on the web.
Summary is Incomplete or Incorrect
Copilot may miss information if the email thread contains many embedded images, tables, or text in attachments it cannot read. It works best with plain text and HTML in the email body. For very long threads spanning hundreds of messages, the summary might focus on the most recent exchanges. Always select the entire conversation chain for the best results.
Privacy and Data Handling Concerns
Copilot processes your company’s data under your existing Microsoft 365 privacy and security commitments. It does not use your email content to train general AI models. However, you should follow your organization’s policies regarding which emails can be processed by AI tools, especially for highly sensitive information.
Copilot Summary vs. Manual Reading: Key Differences
| Item | Copilot Summary | Manual Reading |
|---|---|---|
| Time required | Seconds | Minutes to hours |
| Key point extraction | Automated highlight of decisions and actions | Requires personal note-taking |
| Context for old threads | Provides instant historical context | Needs scrolling through entire history |
| Handling of attachments | Generally cannot read text inside files | You can open and review all files |
| Accuracy | High for text-based discussions, may miss nuance | Complete understanding of tone and subtext |
You can now quickly understand long email discussions without reading every message. Try using Copilot to draft a reply based on the summary it provides. For advanced use, ask Copilot to create a meeting agenda from the action items it identified in the thread.