I save every client email because when you contact me with a problem, I can see what related problems you’ve had and find a solution faster. I have good rules to file every email, but there are still lots and lots of messages to manage. I’m not a programmer, but I developed a routine using Copilot to make my email searches more efficient.

Admittedly, it took some doing to develop my system, and it took some refining to get it to where I wanted it to be. The key for me – and for just about all users – was knowing the right questions to ask Copilot to get the desired outcome.

I use Outlook just like most of you to manage my email, and I need to manage my messages across several email addresses and services, such as my own domain and providers such as Gmail. Outlook can search every email address you have, but it doesn’t always show you every message – which means the message you need is hiding somewhere.

Using the AI power of Copilot, I was able to write a routine to handle detailed email searches meeting numerous criteria. The beauty of AI is that I could write them in English, not code, and get answers back in English. That helped me refine my search instructions by asking Copilot more questions.

However, there are two caveats.

The first caveat is that you need to understand how computer programming works (just like you understand how your car works but don’t necessarily know how to fix it). Computers are extremely anal, so you must ask exact questions. AI doesn’t do a good job – yet – of reading your mind. If you’re too general, you’ll get vague answers.

In my case, I had to use a combination of AI and some manual steps before being able to tell the software how I wanted my email stored and how to develop new routines for storage going forward. I have been able to cut my search time dramatically to provide you with better service.

The second caveat is that you need to invest in a license (or seat in tech jargon), to get the most out of Copilot – or just about any AI engine. The free versions just have the power to create the routines that can really make a difference. Licensing can run $20 to $30 per seat, so you need to know who in your organization needs the capability of Copilot and has the ability to use it.

Going in, you can be assured that Microsoft is aware of your privacy concerns and doesn’t use your data to train its AI models. Microsoft 365 Copilot complies with privacy regulations such as the General Data Protection Regulation (GDPR), and security measures are in place regardless of whether you have a Pro license.

We can help you with the entire Copilot process. Call us – 973-433-6676 – or email us to discuss what you need Copilot to do, writing instructions for Copilot, determining the number of seats you’ll need and training the people who will occupy those seats.