How AI in Outlook Can Boost Your Email Game
Let’s face it—email can be a time-sucking black hole. Between sorting through spam, replying to threads that never end, and trying to schedule meetings that work for everyone, it’s easy to feel overwhelmed. But here’s the good news: AI is here to help, and if you’re using Microsoft Outlook, you’ve already got some powerful tools at your fingertips.
In Part 2 of my blog series AI, Demystified, I will show you how AI in Outlook can boost your email game. With things like improved organization and increased productivity, it is a workflow time-saver and can help you get more done – without breaking a sweat. Let’s explore six simple ways to put AI to work in your Outlook Email, plus I’ll share quick tips on how to get started.
1. Let AI Tidy Up Your Inbox
Outlook’s Focused Inbox acts as a filter to prioritize what matters. It automatically separates important emails from the noise, so you can focus on what really needs your attention. No more digging through newsletters and random CCs to find that one critical message.
Over time, it learns your preferences as you move emails between “Focused” and “Other,” getting smarter about what you consider high priority—so your inbox works more like you do.
Quick tip: In Outlook, go to Settings > Mail > Layout, then toggle on Focused Inbox. Your emails will start sorting into “Focused” and “Other” tabs automatically.
2. Write Emails Faster (and Better)
Ever stare at a blank screen trying to figure out how to start an email? Outlook’s AI-powered Editor helps you write faster, with suggestions for grammar, clarity, and even tone. Whether you want to sound more professional or just more human, it’s got your back.
And you can go a step further if you’re using Microsoft 365 Copilot. You have a personal ghostwriter living right in your inbox—ready to draft emails from your notes, documents, or even past conversations.
Quick tip: Make sure you’re using Microsoft 365. Editor features are built into Outlook; for Copilot, your organization needs a Copilot license. Then, look for the Copilot icon in Outlook to start generating content.
3. Stay on Top of Follow-Ups
We’ve all missed a follow-up or two. Outlook’s AI can remind you to reply to emails you’ve forgotten about or flag messages that might need a response – a helpful digital nudge that keeps you on track.
It can also surface older conversations that have gone quiet, giving you the chance to re-engage before opportunities slip through the cracks.
Quick tip: Ensure you’re on the latest version of Outlook. Go to Settings > Mail > Suggested Replies or Reminders, and toggle suggestions on. Outlook will then use AI to flag emails automatically when a follow up is needed.
4. Schedule Meetings Without the Headache
Trying to find a time that works for everyone? Let AI do the heavy lifting. Outlook can suggest meeting times based on everyone’s availability, and even help you draft a quick invite. No more back-and-forth emails that go nowhere.
It can also flag scheduling conflicts before you hit send, so you avoid double-bookings and last-minute reschedules.
Quick tip: In Outlook, use the Scheduling Assistant when creating a meeting. With Microsoft 365, Copilot will provide AI-generated time suggestions based on availability. Simply pick one and let Outlook draft the invite. Review the draft and send.
5. Summarize Long Threads in Seconds
If you’ve ever opened an email thread with 20 replies and thought, “Nope,” this one’s for you. With Microsoft 365 Copilot, you can ask Outlook to summarize the conversation and highlight key points. It’s a game-changer for staying in the loop without reading every single message.
You’ll get a concise overview of decisions, action items, and who said what—so you’re caught up in seconds, not minutes.
Quick tip: In Outlook with Copilot enabled, open an email thread and click the Copilot icon (usually in the toolbar), click “Summarize” or “Summary by Copilot” and it will instantly generate an overview, with key decisions and action items.
6. Search Smarter, Not Harder
Need to find that one email with the attachment from three weeks ago? Just ask Outlook in plain English—something like “Find the email from Sarah with the budget spreadsheet.” AI-powered search makes it easy to find what you need, fast.
It understands natural language, so you can search the way you think instead of guessing exact keywords or filters.
Quick tip: Just type your question or request into the Outlook search bar. If you’re using Microsoft 365, Copilot enhances these results by pulling out the most relevant matches based on context.
Conclusion
AI in Outlook isn’t just a cool feature—it’s a productivity powerhouse that helps you cut through the clutter, stay on top of priorities, and save time in your day. From smarter search and follow-up reminders to auto-scheduling and email summaries, these features are designed to make your inbox work for you—not the other way around.
At Spera Partners, we don’t just keep your IT up & running—we help you get more out of it. As a Managed IT Service Provider (MSP) with deep experience serving businesses and educational institutions, we can help you enable, configure, and support tools like Microsoft 365 Copilot to streamline workflows and reduce time lost to manual tasks. If you’re ready to work smarter, not harder, we’re here to help.
For more information, simply reach out for a free consultation through one of our forms below, or email us at sales@sperapartners.com.
Glenn Stants
Director of Operations
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