Versioning and Editing Emails

Refining And Personalising Emails With Copilot

This chapter explores how to refine, adapt, and personalise emails using Copilot — moving beyond simple drafting into more advanced editing workflows.

Generating Multiple Versions

One powerful feature is the ability to generate multiple versions of an email. By selecting part (or all) of your text and opening Copilot, you can:

• regenerate alternative versions;
• apply preset edits like shortening, expanding, or changing tone;
• browse through different variations without losing previous ones.

This allows you to quickly experiment with different styles — making an email more concise, more formal, or more creative — before choosing the version that works best.

Using Custom Prompts

Copilot becomes far more powerful when using custom prompts. Instead of relying only on predefined options, you can:

• add missing details;
• refine messaging with specific instructions;
• layer prompts to progressively improve the draft.

This iterative approach mirrors real-world writing: you draft, review, adjust, and refine — with Copilot acting as a collaborative assistant.

Editing Previous Prompts

Another key feature is the ability to edit previous prompts or add new ones. This means you are not locked into a single instruction — you can continuously guide Copilot toward your desired outcome.

Custom Instructions

Custom instructions allow you to define rules that apply to all future drafts. This can be useful for maintaining consistency, such as:

• keeping emails concise;
• applying a consistent tone;
• adding a standard sign-off.

However, this feature should be used carefully. Overly rigid or inappropriate instructions — like adding humour in serious contexts — can lead to emails that don't match the situation.

Key Takeaway

While Copilot can generate and refine content quickly, effective use depends on your ability to guide, review, and adapt its output to the context.