Improving Email Tone with Copilot

How to Make Your Email Sound More Professional

Professionalism in emails is one of the main ingredients to making a good impression. Copilot is there to double-check that your context, tone, and content are as hoped. It’s like having a second pair of eyes that ensures your emails are polished and professional before hitting send.

For those looking to improve without the help of Copilot, consider:

Expanding on how to make your emails sound more professional, here are some additional tips that can be applied even without using Copilot:

• Use a Clear and Concise Subject Line: Your subject line should give the recipient a good idea of what the email is about. Avoid vague subjects and make it specific to the content of your email.
• Formal Greetings and Sign-offs: Start with a formal greeting like “Dear [Name]” or “Hello [Name],” and end with a professional sign-off such as “Best regards,” “Sincerely,” or “Thank you.”
• Be Direct and to the Point: Keep your email focused on the main message or request. Avoid long-winded explanations and get straight to the point.
• Use Professional Language: Avoid slang, jargon, or overly casual language. Stick to standard English and use complete sentences.
• Proofread Before Sending: Always check your email for spelling, grammar, and punctuation errors. A well-written email reflects your professionalism.
• Avoid Emotional Language: Keep your tone neutral, especially when discussing sensitive topics. This helps maintain professionalism and prevents misunderstandings.
• Structure Your Email: Use paragraphs to break up text, bullet points for lists, and headings for sections if the email is long. This enhances readability.
• Be Polite: Even if the email is a complaint or a difficult message, maintain a polite tone. Phrases like “please” and “thank you” go a long way.
• Use Templates for Frequently Sent Emails: If you often send similar emails, create templates that you can customise for each recipient. This ensures consistency and saves time.
• Consider the Recipient: Tailor your language and tone to the person you are emailing. What works for a colleague may not be suitable for a client or a senior executive.

Remember, the key to professional emails is clear communication.

How to Use Copilot Coaching

Copilot Coaching is a feature that works alongside you to improve your emails. It provides suggestions on how to be more direct or add warmth to engage your readers better. For instance, it might suggest appreciating individual contributions to make the recipients feel more valued and directly involved.

To use this feature, once you have a draft, click on the Copilot icon in the banner and click ‘Coaching by Copilot’.

What Else Can Copilot Do in Outlook?

Summarise Email Threads

Copilot can quickly summarise long email threads, giving you the gist without having to read through every message. This saves time and helps you stay on top of your communications.

WATCH: How to summarise email threads with Copilot

Find Emails and Attachments

Searching for that one crucial email or attachment can be like finding a needle in a haystack. Copilot simplifies this by finding the exact emails and attachments you need, when you need them.

WATCH: How to find emails and attachments with Copilot

Drafting Full Emails and Replies

Drafting emails can be time-consuming, especially when you’re trying to get the tone just right. Copilot can draft full emails and replies for you, which you can then personalise and send. It’s like having a personal assistant for your inbox.

Remember, while Copilot creates the email, it’s still important to double-check and make sure the information is correct. It’s there to work alongside you, not replace you. With Copilot, you can take your email communication to the next level, ensuring clarity, professionalism, and the perfect tone every time.

WATCH: How to reply to long email threads with Copilot

Get Copilot-Ready

Copilot’s powerful feature set makes it a great addition to any workforce. But setting up Copilot securely can feel daunting.

AAG’s comprehensive support helps you get the most out of Copilot. An initial consultation and readiness assessment ensures that the new services can be accessed securely, while customised training helps your team understand Copilot features and its applications in their workflows. We’ll even run regular updates based on your usage to keep your Copilot services optimised.

Contact us today to get your Copilot readiness assessment.