From finding time for meetings to taming inbox chaos, Microsoft Outlook is full of features you may not be using, but should. When paired with Copilot, Outlook becomes more than a productivity tool. It becomes your personal assistant.
Coordinate meetings effortlessly with AI-powered scheduling polls
Use the in-Outlook scheduling poll tool to quickly find times that work for everyone. Outlook automatically pulls invitees from the “To” field and lets you suggest multiple meeting slots.
The tool then automatically holds those times on your calendar and locks the poll to prevent forwarded guests from responding. Attendees choose “prefer,” “yes,” or “no” for each time. It then auto schedules the meeting when the poll is complete.
With Copilot, you can also draft personalized follow-ups or ask for help rescheduling with just a prompt.
Manage inbox clutter with sweep and rules
Use Outlook’s sweep tool to move all messages from a specific sender to a location of your choosing such as the trash or a folder.
For more advanced filtering, ask Copilot:
“What are five useful Outlook email rules I can implement today?”
For more useful prompts, leverage the Copilot Prompt Gallery.
Organize with categories across email and calendar
Use categories to label and prioritize your work across Outlook. Apply tags like deadlines, project meetings, or professional development to organize both emails and calendar events. Add color coding to make scanning easier. No extra folders or calendars required.
Copilot can suggest categories based on the context of your emails or help summarize your calendar immediately: “What deadlines or priority meetings do I have this week?”
Save time with reusable templates
Use the My Templates feature in Outlook to store frequent responses—such as onboarding emails or meeting reminders. Insert templates right from the message pane without switching apps or relying on starting a new conversation with Copilot.
Want more tips? Learn how to draft emails with Copilot in Outlook.
Use simple tools to streamline your day
- Drag an email to the calendar icon to create a new event on your calendar, creating protected focus time for you to work on it.
- Use conditional formatting to highlight key messages such as those from key people or about important subjects.
- Build contact lists for frequent groups to quickly send emails to everyone.
Customize your layout to fit your workflow and watch this Microsoft video on customizing Outlook to tailor your inbox to your needs.
Use AI with clear and specific prompts
Copilot and other generative AI tools like Claude work best when you provide context. Treat it like a new colleague and be direct.
Try: “Can you help me draft a follow-up email to a student who missed their advising appointment? I want the email to be concerned and professional, and I need to reschedule the meeting and ask them to send a list of classes they have yet to take. Please make sure the tone is empathetic, and the message is clear.”
Making small changes in how you use Outlook can lead to noticeable improvements. Take a few minutes to explore these features and simplify your workflow.
For more on crafting effective prompts, read Getting AI to work for you.
Boost your tech skills with training
The digital instructional technologists at ITS help break down practical ways to work smarter in Microsoft Outlook on the web—highlighting built-in tools and AI features that boost efficiency.
Don’t stop there. Check out other Skill Up sessions to keep building your tech skills and working more effectively.