Automate basic email replies in Outlook with Meta AI

Open Outlook and locate the Meta AI icon

ACTION: Launch Outlook (desktop or go to outlook.com) and look for the Meta AI button.
WHAT YOU SEE: In the top‑right corner you’ll usually see a small blue circle with a white “M”. It may sit next to the search field or appear inside the compose pane. If you don’t spot it, look for a button labelled “Meta AI”, “Ask Meta AI”, or a similar icon in the ribbon (the toolbar that runs across the top).
WHAT HAPPENS NEXT: Clicking the icon opens a small panel where you can type instructions for the AI.
IF IT LOOKS DIFFERENT: On some tablets the icon appears as a three‑dot menu; tap that and choose “Meta AI” from the list.

You'll know it worked when a thin text box labelled “Ask Meta AI” slides into view.

Open the email you want to answer

ACTION: Open an incoming message or start a new reply by clicking the “Reply” button.
WHAT YOU SEE: The email opens in a compose window. At the bottom of that window you’ll find the “Ask Meta AI” text box we opened in Step 1.
WHAT HAPPENS NEXT: The cursor automatically moves into the box, ready for you to type a prompt.
IF IT LOOKS DIFFERENT: If the box isn’t visible, check the toolbar for a small “AI” icon and click it to reveal the prompt area.

You'll know it worked when the blinking cursor is inside the “Ask Meta AI” field.

Tell Meta AI what kind of reply you need

ACTION: Type a brief instruction (a “prompt”) asking the AI to draft your reply.
WHAT YOU SEE: The prompt box shows the words you type. For a first‑time user, a prompt like “Draft a polite reply thanking the sender and asking for more details” works well.
WHAT HAPPENS NEXT: Meta AI reads the original email you’re replying to and, within a few seconds, generates a draft directly above the prompt box. The draft appears in plain grey text.
IF IT LOOKS DIFFERENT: If you only see a loading spinner and no draft, try re‑typing the prompt or ensure the original email is still open.

You'll know it worked when a full paragraph of suggested text appears just above the prompt box.

Review, edit, and perfect the draft

ACTION: Click into the suggested reply and edit any part you’d like to change.
WHAT YOU SEE: The draft becomes an editable text field; you can delete, add, or replace words just like any normal email.
WHAT HAPPENS NEXT: As you edit, the AI does not automatically rewrite anything – you are in full control of the final wording.
IF IT LOOKS DIFFERENT: If the draft is locked (greyed out and not clickable), click the “Edit” button that may appear next to the draft. Older versions sometimes require you to select the text and start typing to unlock it.

You'll know it worked when you can type freely in the draft area and see your changes reflected instantly.

Send the email with one click

ACTION: Once satisfied, press the regular “Send” button at the bottom of the compose window.
WHAT YOU SEE: The button is usually blue and labelled “Send”. Clicking it triggers Outlook to move the message from your Outbox to the Sent Items folder.
WHAT HAPPENS NEXT: Outlook delivers the email to the recipient; the AI does not send anything on its own.
IF IT LOOKS DIFFERENT: If the button is greyed out, double‑check that the “To” field contains a valid email address and that the draft is not empty.

You'll know it worked when the message disappears from the compose pane and appears in your “Sent Items” folder.

Refine the reply by asking Meta AI to shorten or expand it

ACTION: If the draft is too long or too brief, type a new prompt asking for a different length.
WHAT YOU SEE: The same “Ask Meta AI” box is still at the bottom. Type something like “Make this reply shorter, under 50 words” or “Add a meeting request for next week”.
WHAT HAPPENS NEXT: The AI generates a fresh version that replaces the previous draft, keeping the same tone but obeying the length instruction.
IF IT LOOKS DIFFERENT: If a new draft doesn’t appear, clear the box, re‑type the prompt, and press Enter. Some older builds require you to click a small “Refresh” icon next to the prompt field.

Expand this reply to include a meeting request for next Wednesday.
You'll know it worked when the grey draft updates to match the new length request.