Use Outlook's AI to Draft Student Email Replies

What This Does

Outlook's built-in Copilot feature reads an incoming student email and drafts a reply for you, saving you from writing each response from scratch, especially during high-volume periods like registration and add/drop.

Before You Start

• You have Microsoft Outlook open (desktop app or web version at outlook.office.com)
• Your institution uses Microsoft 365 (check with your IT department if unsure)
• Copilot is available in your Microsoft 365 plan (available in M365 Business Standard, E3, E5, and higher)

Steps

1. Open the student email you want to reply to

Click on the email in your inbox. Read it fully so you can guide what Copilot drafts.

2. Click Reply

Click the Reply button at the top of the email, or press Ctrl+R. The compose window opens.

3. Find the Copilot button in the compose toolbar

Look for the Copilot icon (a small sparkle or star icon) in the compose toolbar at the top of the reply window. It may appear as "Draft with Copilot" or as a small sparkle icon in the message body area. On the web version, it appears in the bottom toolbar of the compose window.

4. Choose your draft style

Click the Copilot button. A popup will ask how you want to draft the reply: choose a tone (formal, neutral, casual) and length (brief, moderate, long). For student emails, "Neutral" tone and "Moderate" length works well for most situations.

5. Review the draft

Copilot generates a reply based on the content of the original email. Read the draft carefully. It will often get the general shape right but may miss institution-specific details like your actual policy language, deadlines, or specific links.

6. Edit before sending

Click into the draft and edit any specifics: add your actual office hours link, correct any policy details, add the student's name if it's missing. Then send.

Real Example

Scenario: A student emails asking how to get a late withdrawal from a class after the regular withdrawal deadline has passed.

What you do: Open the email, click Reply, click Draft with Copilot, select Neutral tone and Moderate length.

What you get: "Thank you for reaching out. Late withdrawals after the deadline require approval from the Dean of Students office and typically require documentation of extenuating circumstances. I'd recommend scheduling an appointment with me to discuss your situation and complete the necessary paperwork. [Add your scheduling link here]"

Then you: Edit to add your institution's actual late withdrawal form link, any GPA or financial aid implications specific to your school, and your specific meeting availability.

Tips

• Copilot works best for routine, common questions. The more routine the email, the better the draft
• For complex or sensitive situations (academic dismissal, mental health concerns, academic dishonesty), write the reply yourself. Copilot may get the tone wrong
• You can prompt Copilot more specifically: "Draft a reply explaining our withdrawal deadline policy and inviting the student to schedule an appointment" before it generates the draft
• Build a habit: Copilot draft first, then edit. Not writing from scratch

Tool interfaces change. If the Copilot button has moved, look for a sparkle or AI icon in the compose toolbar or message ribbon.