Use Microsoft Copilot to Summarize Emails

Issue / Question

• How can I use Microsoft Copilot to quickly summarize long emails?
• Where do I find Copilot in Outlook to get a summary?
• What kind of summaries can Copilot provide for email threads?

Environment

• Outlook may be the desktop app, web version (Outlook on the web), or the new Outlook for Windows.
• You have one or more emails or a long email thread you want summarized.
• You have permission to use Copilot features in your Microsoft 365 account.

Resolution / Answer

Find Copilot in Outlook

• Open the email or conversation thread you want to summarize.
• Look for the Copilot icon or a “Summarize” option in the message pane. This is often shown as a sparkle/star icon or labeled “Copilot.”
• If you don’t see Copilot, make sure you’re signed into your work or school account that includes Copilot, and that you’re using the latest version of Outlook supported by your organization.

Summarize a single email

1. Open the email.
2. Select Copilot or “Summarize.”
3. Wait a moment while Copilot reads the message and produces a brief summary.
4. Review the summary. It should highlight the main points, decisions, requests, and deadlines.
5. If needed, ask follow-up prompts such as:
   • “List the action items from this email.”
   • “What does the sender need from me?”
   • “Summarize in 3 bullet points.”

Summarize an email thread (conversation)

1. Open the conversation view so you can see the entire thread.
2. Select Copilot or “Summarize this thread.”
3. Copilot will scan the messages in the thread and provide a short recap with key takeaways, decisions made, who is responsible for what, and any open questions.
4. If the summary is too long or short, adjust your prompt:
   • “Make the summary shorter.”
   • “Include only action items and deadlines.”
   • “Who owes the next reply and by when?”

Refine or customize the summary

• Ask Copilot to tailor the output to your needs:
  • “Write a quick update I can forward to my manager.”
  • “Create a to-do list from this email with due dates.”
  • “Summarize for a non-technical audience.”

• You can also request a specific format:
  • “Use 5 bullets.”
  • “Add a short subject line.”
  • “Make it friendly and professional.”

Save or share the summary

• Copy the summary and paste it into a reply, a new email, a meeting note, or a task manager.
• If offered, use built-in options like “Insert summary into reply” or “Draft a response” to speed up your workflow.
• Always scan the summary for accuracy before sending or storing it.

Additional Help

Tips for best results

• Keep the email or thread focused on one topic when possible.
• If the thread is very long, ask Copilot to “summarize the last 7 days” or “summarize only the latest replies.”
• If attachments matter, say “include key points from attachments if available.”
• If something looks off, ask: “What did you base that on?” or “Show the parts of the email that support this.”

Common issues and quick fixes

• Copilot button missing: Sign in with your work/school account that has Copilot. Refresh Outlook or try Outlook on the web.
• Vague summary: Ask for specifics, such as “List action items with owners and deadlines.”
• Too much detail: Ask for a shorter version or “Summarize in 3 bullets.”
• Sensitive content: Review before sharing. Remove private details if you plan to forward the summary.

If you need further assistance, please contact the Bowdoin College Service Desk

Additional Resources 

https://support.microsoft.com/en-us/office/summarize-an-email-thread-with-copilot-in-outlook-a79873f2-396b-46dc-b852-7fe5947ab640