Effortless Email Composition: Leveraging AI Tools in Outlook

Author: Sun Last Modified: 2025-03-17

Writing emails can be time-consuming, especially when aiming for a professional tone or crafting responses quickly. Fortunately, AI-powered tools are making email composition easier than ever. In this guide, we explore three main methods for leveraging AI in Outlook to streamline your email tasks.

Using Built-in AI Features in Outlook (Copilot only for 365 subscribers)

Using Kutools for Outlook’s AI Compose Feature

Using Third-Party AI Tools (ChatGPT, Grammarly)

Using Built-in AI Features in Outlook (Copilot only for 365 subscribers)

Outlook offers built-in AI features, such as Copilot, to assist with email drafting. However, these features are exclusive to Microsoft 365 subscribers and come with additional costs.

Steps to Use:

Step 1. Open Outlook and start composing a new email in the Composing message window.

Step 2. Click on the Copilot tab, click Draft with Copilot.

Step 3. In the Draft with Copilot textbox, provide a brief description of the email content you need (e.g., “Draft a follow-up email to a client about the project update”), then click the Generate button.

Step 4. Review the AI-generated draft and make any necessary edits. If you are satisfied with the content, click the Keep it button, if not, click the Retry button to generate a new draft.

Step 5. Send the email.

Features

✅No need to install additional plugins.
✅Simple and integrated into Outlook.
❌Limited to Microsoft 365 subscribers.
❌Potentially requires enterprise licensing, creating a high barrier to entry.
❌Additional monthly subscription cost.

Using Kutools for Outlook’s AI Compose Feature

Kutools for Outlook is a powerful plugin that includes an AI Compose feature, designed to help users draft emails quickly and efficiently.

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

Steps to Use:

Step 1. Install Kutools for Outlook, launch the application, and open the message composition window.

Step 2. Navigate to the Kutools AI tab, click AI, activate the Kutools AI pane.

Step 3. In the Kutools pane, go to the Compose tab and input your email requirements.

Choose your preferred language from over 40 supported options.
Select the email style, such as formal, casual, or detailed.
Enter the key point of the email and then click the Generate button.

Step 4. Review the AI-generated draft. If you are satisfied with the content, click the Insert button to apply it directly to your email. If not, click the Generate button to create a new draft until you achieve the desired result.

Options

Multi-language support: Write emails in different languages.

Email style selection: Choose from formal, casual, or custom styles.

Custom styles: Define your email tone and preferences. Click the Skill Library Management button, go to the Compose tab, and customize the role, command, and options.

Features

✅Supports multiple languages and email styles.
✅Fully customizable styles.
✅Free to use once you provide your OpenAI API key.
❌Requires installation of an additional plugin.

Other AI Features for Email Writing

Kutools also offers features like:

Grammar error checker: Automatically identifies and suggests corrections for grammar issues.

Outlook Grammar Checker: Ensure Error-Free Emails

Paraphrase email: Helps reword your emails for clarity or tone adjustment.

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

Email Reply: Generates quick responses to incoming emails.

Effortlessly Reply to Emails in Outlook with AI Power

Using Third-Party AI Tools (ChatGPT, Grammarly)

Numerous third-party AI tools integrate with Outlook through browser extensions or standalone apps. These tools, like ChatGPT and GrammarlyGO, offer powerful features for generating and refining email content.

Steps to Use:

Example: ChatGPT

Step 1. Open ChatGPT in your browser or app.

Step 2. Provide a prompt describing the email you need (e.g., "Draft a professional email to follow up on a meeting"). Then click the Send button.

ChatGPT will generate the content.

Step 3. Copy the generated draft and paste it into Outlook.

Features

✅Highly flexible, supporting a variety of languages and styles.
✅Works independently of Outlook, providing versatility across platforms.
❌Requires switching between applications.
❌Potential data privacy concerns when sharing email content with third-party tools.

Conclusion

AI tools can significantly enhance your email composition process, whether you’re using Outlook’s built-in features, third-party tools, or specialized plugins like Kutools for Outlook. While built-in features are convenient for Microsoft 365 subscribers, Kutools for Outlook offers a more accessible and customizable solution for all users.

Ready to streamline your email workflow? Download Kutools for Outlook today and experience the power of AI-driven email drafting!