Productivity
December 27, 2023

Boost Your Productivity: A Guide To ChatGPT and Microsoft Copilot for Writing Emails on Outlook

Discover the ins and outs of ChatGPT and Microsoft Copilot with our comprehensive guide. Unlock the possibilities.

Boost Your Productivity: A Guide To ChatGPT and Microsoft Copilot for Writing Emails on Outlook
"The title of this article is suggested by ChatGPT."

In the current era of digital technology, emails have become an esential part of our lives - both personal and professional. With the increasing demand for communication, numerous technological advancements have been developed to help us write emails quickly and efficiently. One of the latest developments in this area is the use of artificial intelligence (AI) tools like ChatGPT and Microsoft Copilot to assists in email composition. In this article, we will explore how to use ChatGPT and Microsoft Copilot to write emails on Outlook, the differences between Microsoft Copilot and ChatGPT on Outlook, as well as their advantages and disadvantages.

How to use ChatGPT to write emails on Outlook:

ChatGPT is a language model developed by OpenAI that uses natural language processing to generate human-like responses to text input (source: techtarget). To use ChatGPT to write emails on Outlook, you can follow these simple steps (make sure that you have created the ChatGPT API key):


  1. Open Outlook and click on "New Email" to start composing a new email.
  2. Type a brief description of the email content or a few words in the email body.
  3. Click on "ChatGPT" button located on the Outlook toolbar.
  4. ChatGPT will generate a response based on your input, which you can edit or personalize according to your needs.
  5. After finalizing the email, click on "Send" to send it.


Using ChatGPT to write emails on Outlook is an exceptional way to save time and increase productivity. The language model can help you generate responses quickly and accurately, reducing the time you spend on writing emails. Additionally, ChatGPT can provide suggestions for grammar and spelling errors, making your emails more professional.



How to use Microsoft Copilot on Outlook:

Microsoft Copilot is an AI-powered tool that can provide coding suggestions and snippets for developers. Copilot combines the power of Large Language Models (LLMs) with your data in Microsoft Graph and the Microsoft 365 apps (Source: Microsoft.com). Recently, Microsoft integrated Copilot into Outlook to help users write email more efficiently. Here's how to use Microsoft Copilot on Outlook (make sure that you have enabled the Microsoft 365 Copilot feature checkbox):

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  1. Open Outlook and click on "New Email" to start composing a new email.
  2. Type a few words or a sentence that summarizes the content of the email in the email body.
  3. Click on the "Microsoft Copilot" button on the Outlook toolbar, which looks like a lightbulb.
  4. Microsoft Copilot will provide recommendations based on the context of the email. You can scroll through the suggestions to find the most suitable one for your requirements.
  5. If you find a suggestion that you like, click on it to insert it into the email. You can then customize the suggestion according to your preferences.
  6. Once you are satisfied with the email, click on "Send" to send it. (source: openaimaster)

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It is important to note that Microsoft Copilot primary purpose is to provide coding suggestions, so its suggestions may be more limited and technical than those provided by ChatGPT or other language models. However, if you are a developer or frequently write technical emails, Microsoft Copilot can be proven to be a valuable asset in enhancing your productivity and efficiency.

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The difference between ChatGPT and Microsoft Copilot on Outlook:

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Microsoft Copilot is an AI-powered tool developed by Microsoft that works alongside your emails, meetings, and documents (source:Makeuseof) - which provides coding suggestions and code snippets for software developers. It was recently integrated into Outlook to help users write emails quickly and efficiently. While both ChatGPT and Microsoft Copilot use AI technology to assists in email composition, they differ in their approach.

Microsoft Copilot focuses on providing specific suggestions and code snippets based on the context of the email. It uses machine learning algorithms to analyze the email content and deliver suitable suggestions. On the other hand, ChatGPT generates responses based on the input text and can provide more broad and general responses that require further customization (source: pulse).

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Advantages and Disadvantages of ChatGPT and Microsoft Copilot on Outlook:

Both ChatGPT and Microsoft Copilot have their advantages and disadvantages when it comes to writing emails on Outlook.

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Some advantages of using ChatGPT includes:

  1. ChatGPT can generate responses quickly and accurately, which can reduce the time you spend on writing emails.
  2. ChatGPT can also suggest improvements for grammar and spelling, hence enhancing the overall professionalism of your emails.
  3. Compared to Microsoft Copilot, ChatGPT can generate responses that sound more conversational and natural.

Some of the disadvantages of using ChatGPT includes:

  1. It may generate responses that are not always relevant or accurate to the content of the email.
  2. ChatGPT may not be able to recognize complex sentence structures or technical terms, leading to incorrect suggestions.
  3. ChatGPT's language model may not be able to understand cultural or regional differences in language use, leading to inappropriate responses (source: pulse).



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On the other hand, some of the advantages of using Microsoft Copilot includes:

  1. It provides specific suggestions and code snippets based on the context of the email, making it more relevant and accurate.
  2. Microsoft Copilot has the ability to identify technical terms and programming languages, providing developers with more precise recommendations.
  3. Microsoft Copilot can integrate with other Microsoft tools, such as Visual Studio, making it a valuable tool for software development.

Some of the disadvantages of using Microsoft Copilot includes:

  1. It may not provide suggestions for grammar and spelling errors.
  2. Since Microsoft Copilot's recommendations are primarily focused on technical terms and programming languages, it may not be as useful for non-technical emails.
  3. Microsoft Copilot's suggestions may not always be accurate or relevant to the content of the email, particularly in situations where the email is not related to coding or development.



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In summary, depending on your needs and preferences, both ChatGPT and Microsoft Copilot can be helpful tools for writing emails on Outlook. ChatGPT can generate responses promptly and provide grammar and spelling suggestions, while Microsoft Copilot can provide more specific and technical suggestions for developers. However, each tool has its advantages and disadvantages, and it is essential to use them wisely and customize their suggestions to your specific needs. Ultimately, the ideal approach is to use both tools in combination with your own knowledge and judgement, to write compelling and effective emails on Outlook.

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