Simplify Email Writing: Using AI in Outlook Made Easy

Author: Sun Last Modified: 2025-03-11

Writing emails can be a time-consuming and mentally draining task. However, with the advancement of AI technology, we can now leverage AI tools to assist in crafting emails. AI not only enriches the content and ensures accurate expression but also eliminates grammar and spelling errors, making your emails appear more professional and polished. Additionally, it significantly boosts productivity by streamlining the email-writing process. In this tutorial, we’ll explore how to use AI to simplify email writing in Outlook, with a special focus on Kutools for Outlook’s AI Writer.

Common AI Email Writers

Kutools for Outlook’s AI Writer: Your Ultimate Email Assistant

What versions of Outlook, and accounts does the Kutools AI support
What versions of Outlook, and accounts does the Kutools AI support
Besides writing, Kutools AI can also polish, expand, and continue writing emails

Common AI Email Writers

There are several AI tools available to help with email writing, each with its own strengths and limitations:

Outlook Plugins

Examples: ChatGPT for Outlook, Microsoft Editor.

How They Work: These plugins may allow you to input and optimize a rough draft by selecting different styles, lengths, and languages.

Limitations: Many of these plugins are only available for specific versions of Outlook and email accounts, and the process of obtaining and integrating them can be complex.

Web-Based AI Tools

Examples: ChatGPT, Gemini.

How They Work: These tools require you to copy and paste your email content into a web interface for AI assistance.

Limitations: The process is not seamless, as it involves switching between Outlook and the web browser.

While these tools are helpful, Kutools for Outlook’s AI Writer offers a more integrated and user-friendly solution. It is compatible with various Outlook versions and accounts, and all you need to do is input a rough draft to generate a high-quality email.

Kutools for Outlook’s AI Writer: Your Ultimate Email Assistant

Kutools for Outlook provides a powerful AI writing assistant that simplifies email creation. Here’s everything you need to know:

👉 Kutools for Outlook has a free version now, whose 70+ features are free for a lifetime. Download the Free Version Now.

What versions of Outlook, and accounts does the Kutools AI support

Supported Outlook Versions: Kutools AI is compatible with Outlook 2010, 2013, 2016, 2019, 2021, and Microsoft 365.

Supported Accounts: It works with all types of Outlook accounts, including Exchange, Office 365, IMAP, and POP3.

API Key: Users can integrate their own API key (including Open AI, Google AI) or use Kutools’ free API key, which offers 100 free uses upon registration.

How to get a free Kutools AI key

How does the Kutools AI work

Before using Kutools for Outlook’s AI, download and install Kutools for Outlook.

Step 1. Open Outlook and click New Email under Home tab.

Step 2. In the message composing window, click Kutools > AI, and the Kutools AI pane will appear on the right side.

Note: If you are using Kutools AI for the first time, the AI Settings window will pop up. Select your preferred AI provider, enter the API key, and click Save. After saving, the Kutools AI pane will be displayed.

Step 3. Under Compose tab of the Kutools AI pane:

Enter the Simple Email Content: Input a brief description or draft of your email.
Select the Language: Choose the language you want the email to be written in.
Choose the Style and Tone: Select the desired writing style (e.g., formal, casual) and tone (e.g., professional, friendly).
Click Generate: Use the Generate button to create the email content based on your input.
Review the Content: Check the AI-generated email to ensure it meets your needs.
Regenerate or Insert: If you’re not satisfied, click Generate again. If you’re happy with the result, click Insert to add the content to your email.

Then the generated content has been inserted into the email body.

Besides writing, Kutools AI can also polish, expand, and continue writing emails

Kutools AI is not just limited to writing emails. It also offers the following features:

Polish: Refine your email by improving grammar, tone, and clarity.

Expand: Add more details to your email to make it more comprehensive.

Continue Writing: If you’re stuck mid-email, the AI can help you complete your thoughts seamlessly.

Using AI to write emails in Outlook is no longer a futuristic concept—it’s a reality that can save you time and improve your communication. While there are several AI tools available, Kutools for Outlook’s AI Writer stands out for its compatibility, ease of use, and additional features like polishing, expanding, and continuing emails. Whether you’re a busy professional or someone looking to enhance your email-writing skills, Kutools AI is the perfect assistant to simplify your workflow.