How to use Copilot in Outlook and Excel

Steps

1. 1

   Check that you have it.

   Open Outlook and look for the Copilot icon or a Copilot option when you write or read an email. Some versions of Outlook show it as a button at the top of a thread. If you can't find it, your license may not include it.

2. 2

   Sum up a long thread.

   Open the thread and choose the option to summarize with Copilot. Read the summary, then skim the last few emails yourself so nothing gets missed.

3. 3

   Draft a reply.

   Start a reply and use Copilot to draft it. Type what you want in plain words, like "Thank her for the order, confirm delivery on the 4th, ask for the PO number." Pick a length and tone if it offers them, then edit.

4. 4

   Get coaching on an email you wrote.

   Some versions of Copilot in Outlook can review your draft and suggest changes to tone and clarity. Useful before a touchy email to an upset customer.

5. 5

   Set up your Excel data first.

   Copilot in Excel works best when your data is a clean table with one header row and no blank rows. Select your data and format it as a table. Some setups also need the file saved to OneDrive or SharePoint.

6. 6

   Ask Excel questions in plain words.

   Open the Copilot pane and ask, "Show me total sales by customer for this year" or "Highlight orders over 10,000". It can suggest formulas, make charts or add columns.

7. 7

   Check the math.

   Pick two or three rows and check them by hand. If a number looks off, ask Copilot to explain the formula it used.

Prompts you can copy

Outlook: what do I owe them

Summarize this thread in 5 bullets. Tell me what the customer is still waiting on from me and any dates mentioned. Then draft a short reply that answers their open questions in under 80 words, friendly and plain, ending with one clear next step.

Outlook: calm reply to an upset customer

Draft a reply to this customer who is upset about [problem].
Facts: [what happened, what you can do, by when].
Rules: say sorry once, no excuses, give the fix and the date, under 100 words. End by asking if a quick call would help.

Excel: find who is slipping

Using this table, compare each customer's total orders this year to last year. Add a column showing the change in dollars and percent. Then list the 10 customers with the largest drop.

Excel: explain a formula

Explain what the formula in [cell, like F2] does in plain words, step by step, like I have never used Excel formulas before. Then tell me if there is a simpler way to do the same thing.

Example

This is a made-up example. You run a small HVAC parts distributor. Your table has Customer, Order date and Amount for two years. You ask Copilot to find customers who are buying less. A good result is a new column showing year over year change and a short list at the top, like "Riverside Mechanical down 18,400, Lakeside Heating down 12,100". Now you have a call list for the morning. Before you call, open two of those customers and check the orders yourself in case a big order was entered under a different name.

Tips

• Name your Excel columns in plain words. "Order Amount" works better than "Col_F_2".
• In Outlook, give Copilot the facts. It doesn't know your ship dates or prices unless they are in the thread or your prompt.
• Ask for a shorter version if a draft runs long. Most buyers read on their phone.
• Want more? Our inbox prompts and deals at risk guide pair well with Copilot.

What not to do

• Don't send a Copilot draft without reading it. It can guess a detail wrong with full confidence.
• Don't use it on messy data and trust the answer. Clean the table first.
• Don't assume your coworkers see the same Copilot buttons. Licenses differ person to person.

FAQ

Is Copilot in Outlook free?

Microsoft has a free Copilot chat app, but Copilot inside Outlook and Excel for work comes with some Microsoft 365 plans and add ons. Ask your IT person what your account has.

What is the difference between Copilot chat and Copilot in Outlook?

Copilot chat is like ChatGPT in a separate window. You paste things in and ask. Copilot in Outlook works right on the email you have open, so you don't need to copy and paste.

Can Copilot see my whole inbox?

It works with what you ask about and what your company allows. Your admin controls the settings, so ask them about privacy rules for your company.

My Excel Copilot says it can't work with my data. Why?

Usually the data is not formatted as a table, has blank rows, or the file is not saved where Copilot can reach it. Format it as a table, remove blank rows and try again.

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First posted October 28, 2026. Last updated October 28, 2026. Free to copy and use, CC BY 4.0.