Section 1: Email, correspondence and internal communication

Scenario 3: Turning the same information into a draft reply in the right tone

Level: Beginner · Tools: Gmail Help me write and Ask Gemini; Outlook Draft with Copilot and Coaching by Copilot; Teams Rewrite with Copilot.

Who and in what situation

Elif works in the planning office of a manufacturing plant. She needs to prepare a clear, professional and collaborative reply to a supplier who has changed the shipment date.

How it is done today

She turns her brief notes into sentences, makes them more formal and asks a colleague to read the text.

How to do it with AI

  1. In Gmail, she opens Compose or the reply screen; she types her request in the Help me write prompt bar and selects Create. The Formalize, Friendly or Shorten options can be used. [20]
  2. In Outlook, she selects Draft from the Copilot icon, types the prompt, and uses Generate and Keep it to insert it into the draft. [21]
  3. In the draft, she selects Coaching by Copilot and reviews suggestions on tone and clarity; she uses Apply all suggestions if needed. [22]
  4. In Teams, she uses Rewrite with Copilot > Adjust to select professional or concise, then selects Replace and Send. [23]
  5. She checks dates, quantities and commitments against the source email.

Example prompt

Write a short reply to {recipient's role} about {topic}. Keep the tone calm and professional. Preserve the following information exactly: {verified information}. Requested action: {action}. Do not add information you do not know.

Evidence and real-world example

No company case study was found; official Gmail, Outlook and Teams documentation explains the steps for generating drafts and adjusting tone. [20] [21] [22] [23]

Points to consider

The Gmail matrix lists Turkish for Gemini in Gmail but does not list the same language for Help me write; check access in your account. [15] Turkish is included in Microsoft Copilot's general list of supported languages, but availability may vary by subfeature and region. [5] The new web version of Outlook may require HTML rather than plain text. [21]

Sources for this scenario

  1. Supported languages for Microsoft Copilot (support.microsoft.com)
  2. Gmail Gemini özellikleri ve kullanılabilirlik (support.google.com)
  3. Gmail Help me write (support.google.com)
  4. Outlook Copilot ile e-posta taslağı (support.microsoft.com)
  5. Outlook Copilot e-posta koçluğu (support.microsoft.com)
  6. Teams Rewrite with Copilot (support.microsoft.com)