Use Outlook's AI to Draft Branch Performance Emails

What This Does

Outlook's Copilot AI drafts professional branch performance summaries, team updates, and management reports — turning your bullet notes into polished emails for corporate leadership or your loan officer team.

Before You Start

• Microsoft Outlook (desktop app or outlook.com) — Copilot requires Microsoft 365 with a Copilot license
• Your production numbers for the period (can be rough — you'll give them to Copilot)
• Know who you're sending to (team vs. corporate changes the tone)

Steps

1. Compose a new email in Outlook

1. Open Outlook and click New Email (or New Message)
2. In the compose window, look for the Copilot icon (colorful circle) at the top of the compose toolbar
3. Click it — a Copilot panel opens

What you should see: A "Draft with Copilot" prompt field appears. Troubleshooting: If you don't see the Copilot icon, check that you have Microsoft 365 with a Copilot subscription, or use the "Help me write" feature in the email body area if your version shows it differently.

2. Describe what you want to send

1. In the Copilot prompt field, type your description:

   • For a team update: "Write a Monday morning team update email for my mortgage loan officers. This week: [X] loans closing, [LO name] had a great week with [achievement], focus for the week is [goal]. Motivating, brief, under 200 words."
   • For a corporate update: "Write a weekly branch performance email to my regional manager. Numbers: [X] applications, [Y] closings, [Z] pipeline value. Briefly explain any variance from goal. Professional tone."
2. Click Generate

What you should see: A well-structured, professional email draft in the compose window within 5-10 seconds.

3. Refine and send

1. Review the draft — check numbers and names are accurate
2. Click Regenerate or Refine if the tone is off
3. Edit any specifics manually (always verify numbers before sending up the chain)
4. Add To/Subject and hit Send

Real Example

Scenario: It's Friday afternoon and you need to send your regional manager a weekly branch update. You have your numbers but hate writing these summaries.

What you do: New Email → Copilot → type: "Write a weekly branch update for my regional manager. This week: 8 new applications, 5 closings, $2.1M funded. Pipeline at $14M. One loan fell out — borrower lost job. Goal for next week: 10 applications. Professional and factual, under 150 words."

What you get: A polished summary that reads like you spent 30 minutes writing it, done in 2 minutes.

Tips

• Always verify numbers before sending — Copilot writes what you give it; errors are your responsibility
• Save good email structures as Outlook Quick Parts (Insert → Quick Parts) for recurring report types
• Use Copilot's "Make it more concise" option to trim down drafts that run long

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.