Polish Your Emails with AI: A Step-by-Step Guide to Perfect Communication

Author: Sun Last Modified: 2025-03-11

Professional and clear email communication is essential in the workplace. Whether you're corresponding with clients, colleagues, or management, a well-polished email can make all the difference. This guide introduces several methods for polishing email content quickly and efficiently, including built-in Outlook tools, Kutools for Outlook’s AI Assistant, and other AI-powered solutions.

Original		Polished

Why to do Polish Email

Polish Emails with Outlook’s Built-in Tools

Editor feature in Microsoft 365

Polish Emails with Kutools for Outlook’s AI Assistant

Advanced AI Polishing Directly in Outlook, Personalized and Efficient

Polish Emails with other AI Tools

Flexible, Requires Copy-Pasting, Privacy Concerns

Why to do Polish Email

Polishing your emails brings numerous benefits:

Clearer Communication: Ensures the recipient understands the email content and key points faster.
Professional Appearance: Makes your emails look well-structured and professional, leaving a positive impression.
Improved Efficiency: Reduces time spent thinking about phrasing by providing optimized content through AI tools.

Polish Emails with Outlook’s Built-in Tools

Outlook doesn’t have built-in AI for polishing emails. However, Microsoft 365 subscribers can use Editor, a tool offering some basic enhancements. It provides suggestions for grammar, clarity, and conciseness.

Step 1. In the Message Composing window, go to Message tab, click Editor.

Step 2: Outlook Editor will display suggestions for spelling, grammar, clarity, and more in the right-hand pane.

Step 3: Click on any suggestion in the pane to review it and decide whether to accept or ignore the recommendation.

Pros and Cons

✅Pros

Built into Outlook for certain Microsoft 365 subscribers.
Provides real-time suggestions.

❌Cons

Only available in specific Outlook versions and accounts.
Offers only basic grammar and clarity suggestions.
Cannot polish entire paragraphs or emails at once—suggestions are limited to sentence-level corrections.

Polish Emails with Kutools for Outlook’s AI Assistant

AI-powered tools like Kutools for Outlook’s AI Assistant analyze the entire email content and polish it based on tone, style, and language preferences—perfect for today’s fast-paced communication needs.

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

Step 1. Download and install Kutools for Outlook, open Outlook and in the Message Compose window, click the Kutools AI tab, and select AI.

Notes:

If you are using Kutools’ AI feature in Outlook for the first time, an AI Settings dialog will pop up, prompting you to select an AI provider (e.g., OpenAI, Google Gemini, Baidu) and enter your AI key.
If you don't have an AI key yet, I recommend you apply the Kutools AI key, which allows you to use Kutools AI features 100 times free of charge. How do I get a Kutools AI key?

Step 2: Select the email content you want to polish. (If you wish to polish the entire email, no selection is needed.) Then, in the Kutools AI pane, click the Polish tab and hit the Generate button.

Step 3. Click the Insert button to replace the selected content with the polished content.

Notes:

If you are not satisfied with the polished content, click the Regenerate or Generate button to create new content until it meets your expectations.
To copy the polished content to another device, simply click the Copy button .

Options

Language Selection: Choose from 40+ languages, ideal for users writing emails in non-native languages.
Polishing Style: Select from various styles like friendly, formal, etc. If you want to add new tone, click Edit Additional Options to customize yourself tone.

Pros and Cons

✅Pros

Fully integrated into Outlook—no need to copy-paste.
Supports multiple languages.
Multiple polishing styles to suit your communication needs.
Side-by-side comparison with the original content.
Option to polish specific sections or entire emails.

❌Cons

Requires installation of Kutools for Outlook.

Polish Emails with Other AI Tools

There are many AI tools available on the market to enhance email content. Here, I’ve listed three popular options for comparison.

Grammarly

How it works:

Real-time grammar and spelling checks.

Offers suggestions for clarity and tone.

✅Pros

Free desktop version available.
Immediate feedback while typing.

❌Cons

Only supports English.
Does not polish entire paragraphs or emails—corrections must be accepted line by line.
Limited customization for polishing styles.

ChatGPT

How it works:

Copy email content into ChatGPT.

Enter a custom prompt for polishing (e.g., “Polish this email for professionalism and clarity”).

Copy the refined content back into Outlook.

✅Pros

Free online version.
Highly customizable polishing styles

❌Cons

Cross-platform copy-pasting required, increasing workflow time.
Not ideal for bulk email polishing.
Privacy concerns when dealing with sensitive information.

QuillBot

How it works:

Paste email content into QuillBot's editor.

Choose a rewriting style (formal, creative, concise, etc.).

✅Pros

Supports multiple languages.
Offers various paraphrasing and polishing styles.

❌Cons

Requires manual copying and pasting.
Inefficient for polishing multiple emails at once.
Limited free version.

Conclusion

Polishing your emails with AI not only saves time but also ensures clarity and professionalism in your communication. While Outlook’s Editor is suitable for basic corrections, and tools like Grammarly, ChatGPT, and QuillBot offer some flexibility, Kutools for Outlook’s AI Assistant stands out with its seamless Outlook integration, multi-language support, and advanced customization.

✨ Download Kutools for Outlook today and experience the future of email polishing with AI! 🚀