Use Outlook Copilot to Draft Vendor Emails Faster

What This Does

Copilot in Outlook drafts and improves vendor emails for you (follow-ups, quote requests, delivery escalations, and purchase notifications) so you can spend seconds editing instead of minutes writing from scratch.

Before You Start

• You have Outlook open (desktop app or web at outlook.com/outlook.office.com)
• You're logged into a Microsoft 365 account with Copilot enabled
• Time needed: 2-5 minutes per email (with AI drafting)
• Cost: Included in eligible Microsoft 365 plans. Check with IT if you don't see the Copilot button.

Steps

1. Start a new email

Click New Email to open a blank compose window. You'll see the Copilot icon (sparkle icon) in the compose toolbar, in the ribbon above the message body.

2. Use "Draft with Copilot"

Click the Copilot icon in the compose toolbar and select Draft with Copilot. A text box appears asking what you'd like the email to say.

3. Describe the email in plain English

Type a brief description of what you need. Example: "Write a professional follow-up to a vendor whose shipment on PO 4821 is 4 days late. We need delivery by Thursday or we'll need to source from an alternate supplier. Ask them for a confirmed delivery date by end of day."

4. Choose your tone

Below the description box, you can set Tone (Direct, Neutral, Professional) and Length (Short, Medium, Long). For vendor escalations, choose "Direct." For new vendor introductions, choose "Professional."

5. Review and personalize

Click Generate. Copilot drafts the email in the message body. Read it carefully and verify all details (PO numbers, dates, vendor names) are correct. Copilot drafts based on your description, not your actual PO system, so always check specifics.

6. Refine if needed

If the tone or content isn't right, click Regenerate or type a follow-up instruction: "Make it shorter" or "Add that we may charge expediting fees if delivery slips further."

Real Example

Scenario: You need to send a quote request to three vendors for industrial safety gloves, 500 pairs per quarter.

What you type in Copilot: "Write a quote request email for 500 pairs of Level 4 cut-resistant safety gloves per quarter. Mention we need ISO compliance certification, delivery within 3 weeks, and pricing for 1-year and 2-year contract terms. Response deadline: two weeks."

What you get: A professional RFQ cover email with all key requirements stated clearly, suitable for sending to multiple vendors.

Tips

• For repetitive email types (delivery follow-ups, quote requests, PO acknowledgments), save the Copilot instructions as a Word file and reuse them as your "template prompt" each time.
• Copilot uses your context (who the email is to, subject line) to improve drafts. Fill in the "To" and "Subject" fields before drafting.
• The "Coaching by Copilot" feature can review an email you've already written and suggest tone improvements. This is useful before sending sensitive vendor communications.

Tool interfaces change. If a button has moved, look for the sparkle/Copilot icon in the compose toolbar area.