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AI Email Generator: Transform your writing

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AI email generators

AI email generators make writing faster and easier. An in-app generator can help you create polished first drafts or manage a full inbox with less effort.

Takeaways

  • AI email generators help you write faster and more clearly by turning simple prompts into polished, professional messages.
  • Features like tone adjustment and grammar support make it easier to sound confident, professional, and on-brand for any audience.
  • It’s especially useful for common tasks like follow-ups, meeting requests, thank-you notes, and replying to tricky messages.
  • AI tools support non-native English speakers by improving clarity, phrasing, and tone in formal communication.
  • Using AI reduces time spent on repetitive tasks and frees you up to focus on work that needs human judgment and personal attention.
  • Microsoft Copilot in Outlook offers built-in AI assistance, letting you draft, edit, and refine emails without leaving your inbox.
  • You can try AI email writing with Microsoft 365 free trial, which includes access to Copilot in supported plans and regions.

AI email generators

Make email writing faster, easier, and more professional with an AI email generator. Whether you're starting a new email or managing a full inbox, an in-app writer can help you create polished messages with less effort.

What is an AI email generator?

An AI email generator applies the intelligence of an AI-powered writing assistant to help make it easier, quicker, and a lot less stressful to write email. By reviewing your writing, natural language processing understands what you want to say and offers real-time suggestions.
The email generator helps you write a polished message, keep your inbox organized, and save time on everyday emails.

Benefits of using AI email generators

Whether you're writing a quick follow-up message or tackling a full inbox, AI email generators are the smart assistants that free up your time so you can focus on work that requires human judgement.

Overcoming writer's block

Getting started is often the hardest part. The AI email generator offers suggestions to get your ideas flowing. They can quickly generate a complete first draft.
It’s especially useful when:
  • You’re unsure how to phrase something.
  • You're crafting a sensitive or high-stakes message.
  • You want to make a great impression, but don’t know where to begin.

Time savings and efficiency

One of the most practical advantages of using an AI email writer is the time it saves you without sacrificing quality.
This is very helpful when:
  • You’re managing a high volume of emails. 
  • You need to respond quickly but thoughtfully. 
  • You want to streamline routine communication.

Consistency in communication

Consistency matters—especially when teams share messages on behalf of a business or brand. An AI email generator helps align tone, structure, and style so emails to clients, partners, or colleagues stay polished and professional.
It helps your organization:
  • Maintain a consistent voice across departments.
  • Standardize common responses or outreach.
  • Avoid variations that lead to confusion or missed messages.

Improve clarity

AI email generators make writing easier by helping you clarify your message, simplify your tone, and avoid awkward wording. Write with confidence, whether you're following up on a project, handling customer service, or making a first introduction.
Clearly communicating leads to: 
  • Fewer misunderstandings or follow-ups.
  • More confident decision-making.
  • Stronger, more productive relationships.

Features of Microsoft 365 AI email

The Microsoft 365 Copilot AI email generator in Outlook helps you helps you create polished, professional messages. It’s built right into your inbox and designed to support your natural voice — not replace it.

Here are examples of what it can do to help you:

  Get a running start with smart drafts.
  • Turn quick ideas into full emails. Type a few words or a short prompt, and AI will turn it into a well-structured draft.
  • Beat writer’s block. No more staring at a blank screen — AI gets you moving.
  • Polish grammar and flow. Your draft will sound clear and professional from the start.
Match your tone to the moment.
  • Choose your tone with a click. Whether you want to sound formal, friendly, direct, or thoughtful, it's easy to set the right mood.
  • Speak your reader’s language. Adjust your style to connect with different audiences, from coworkers to service providers.
  • Feel confident before hitting send. When your tone matches your intent, you can be sure your message comes across the way you want it to.
Stay in the flow with seamless integration.
  • Use it right where you already work. The AI email assistant for Outlook means no extra apps or switching needed.
  • Keep things simple. Draft, edit, and send emails without breaking your flow.
  • Stay polished and professional. It's easy to keep a consistent, high-quality voice across all your messages.
Make every message your own.
  • Add your personal touch. Think of the draft as a starting point — make edits that will sound like you.
  • Keep it real. Personalization goes a long way in making your messages feel genuine and thoughtful.
  • Build stronger connections. Customizing your emails helps you connect better with your readers — whether you’re thanking a teacher or networking with a colleague.

Use cases for AI email generators

AI email generators are beneficial—especially when you want to sound clear, respectful, or professional. Here are a few everyday scenarios where you can use AI to help make communicating easier.

Reaching out to key contacts

Whether you're asking a teacher for a meeting, reporting a maintenance issue, or contacting a company for support, you can write your emails with structure and polish, so they’re easier to understand and more effective.
You can use it when:
  • Requesting documents or appointments.
  • Reporting maintenance issues.
  • Asking questions about bills, services, or school events.

Writing formal emails in English


Writing formal emails can be tough if English isn’t your first language. An AI email generator can adjust tone, suggest phrasing, and fix grammar — so your message sounds clear and natural.
It can prove helpful if you are:
  • Communicating with employers, schools, or officials.
  • Writing job application emails.
  • Making polite requests or follow-ups.

Responding with care and clarity

When emotions are involved, it can be difficult to find the right words. An AI email generator can help you respond with kindness and courtesy when a message is sensitive.
It is effective to use it when you need to:
  • Reply to complaints or concerns.
  • Apologize or explain a misunderstanding.
  • Acknowledge feedback or requests.

Support for student email writing

Learning how to write a respectful email is a valuable skill for students. With a little guidance, kids and teens can use an AI email writer to build polite, well-structured messages that show thoughtfulness.
You can use them to:
  • Ask for help or clarification on assignments.
  • Request a meeting or time to talk.
  • Thank a teacher or coach for their support.

Real impact of AI email writing

Here are some examples of how different industries have used AI email generators to help make a real difference.
 
  • Joos, a mobile charging company, is expanding beyond the UK and needs to communicate and collaborate across time zones. Using Copilot in Outlook, Joos plans to use Copilot for Microsoft 365 as it expands in North America and Europe.
    Employees use the draft an email feature to quickly and effectively write emails to customers. They’re benefiting from email coaching to help ensure that they can keep a friendly and genuine tone even while working quickly. “Since integrating Copilot, our customers have benefitted from faster email responses and more personalized interactions, as Copilot enables us to better understand and anticipate our customers’ needs,” says Jeannette Ikonga, Head of Client Success & Customer Experience. “We don’t have to spend nearly as much time preparing because Copilot has given us so much time back.”
  • A global leader in metal cutting tools and machining solutions, Sandvik Coromant, is headquartered in Sandviken, Sweden. They use Copilot in Outlook to do more than summarize emails.
    Silvana Zafarana, Global Sales Process Specialist explains, “The biggest value is when we need to understand the full situation of a customer. With everything on the side panel in Outlook, account managers save three minutes per transaction multiple times a day.”
  • First National Bank (FNB), part of Africa’s largest financial group, serves a diverse population in South Africa where 13 languages are spoken. Many employees speak English well but find it hard to write professional, thoughtful emails — making communication both challenging and time-consuming.
    They solve this by using Copilot in Outlook. “Sometimes we’re so busy that email responses can have a transactional tone, lacking a human touch and connection,” explains Chris Prinsloo, Capability Lead at FNB. He continued, “Because Copilot consistently responds with these human characteristics, it’s becoming ingrained, and we’re starting to write this way more naturally. And customers are noticing the improvement as well. It’s strange — we were afraid the machines were taking our jobs, but this AI tool is actually teaching us to be more empathetic.”

Get started with Microsoft AI

Whether you're new to Microsoft AI or the email generator built into Outlook or want to try WriteNowAI in Outlook, the following are simple tips to help you get the most out of email.

Step-by-step guide to accessing and using the tool

  • Open Outlook and sign in to your Microsoft 365 account.
  • Start a new email by clicking “New Message.”
  • Click “Draft with AI” to open the AI assistant.
  • Type a short prompt describing your message — like “Ask for a meeting next week.”
  • Review and edit the draft to match your style.
  • Adjust the tone (if available) to sound formal, friendly, or direct.
  • Send your email when you're ready.

Start your free AI email trial

Learn more about Microsoft Copilot and free trials, depending on your plan and region. It’s a risk-free way to try AI tools, explore key features, and see how they fit into your workflow.
With the trial, you can use the free AI email generator to:
  • Draft professional emails faster with just a prompt.
  • Adjust tone and style to suit your audience.
  • Use the tool directly in your inbox—no extra setup is needed.

How to sign up and what to expect

  • Go to the Microsoft 365 website and look for the AI email generator free trial offer (usually for new users).
  • Pick a plan that includes Outlook and Copilot.
  • Sign in or create an account — it only takes a minute.
  • Open Outlook and look for “Draft with Copilot” or “AI suggestions.”
Try it out by writing real emails like follow-ups, requests, or replies to see how it fits into your daily routine.

FAQ

  • Microsoft often offers a free trial which includes access to AI-powered productivity tools like Copilot during the free trial periods, depending on your region and plan.
  • Microsoft 365 Copilot is integrated directly into Outlook and can help draft emails, suggest replies, and automate tasks like scheduling meetings. While Copilot generates email content, users typically review and send messages manually. It works seamlessly within the Microsoft 365 ecosystem, making it easy to use without switching tools.
  • To get started, open Outlook in Microsoft 365 and create a new message. Click "Draft with Copilot," then type a quick prompt — for example, “Confirm a meeting.” Copilot will generate a polished draft for you. You can then review the message, personalize it, adjust the tone if needed, and send it — all without leaving your inbox.
  • With Copilot in Outlook, you get AI-powered support for writing and replying to emails. It helps you draft thoughtful, professional responses quickly, using smart suggestions based on the message you received. You’ll save time while keeping your replies clear, polished, and on point.
  • The built-in signature tool in Outlook makes it easy to create professional email signatures quickly. You can customize your signature with your name, title, contact information, and branding to match your style or organization. It helps keep your communication consistent, polished, and professional.
  • Using an email generator is simple with a few quick tips. Start by entering a few key ideas or a short prompt about what you want to say. The AI will then create a polished draft based on your input. From there, you can review the message, personalize it to fit your style, and send — saving time and effort.

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