Section 1: Email, correspondence and internal communication

Scenario 5: Understanding an email in a foreign language and preparing a reply

Level: Beginner · Tools: Outlook Translator, ChatGPT and the Gemini web app; Gemini in Gmail.

Who and in what situation

Burcu is an export assistant at an engineering firm in Ankara. She wants to understand an English supplier email in Turkish and prepare an English reply that preserves technical terms.

How it is done today

She copies the text to a separate translation site, checks the terms and manually composes a reply from her Turkish notes.

How to do it with AI

  1. She opens the message in Outlook for Windows and selects the prompt at the top or More actions ... > Translate. She returns to the original using Show original message. [27]
  2. If the option is unavailable, she checks connected experiences under View > Settings > General > Privacy and data > Privacy settings, if permitted by company policy. [27]
  3. In Gmail, using an eligible Workspace account, she asks for the meaning in Turkish, a glossary and open questions in the Ask Gemini panel; the Gemini in Gmail matrix lists Turkish. [15] [16]
  4. She can prepare the draft reply in ChatGPT or the Gemini web app; the Gemini web app supports Turkish and is available in Türkiye. [24] [28]
  5. She compares dates, currencies, product codes and commercial obligations against the original text.

Example prompt

Explain the {source language} email in Turkish, then write a draft reply in {target language}. Do not change product codes, dates, currencies or technical terms. Use the headings “Meaning”, “open questions”, “reply” and “statements to verify”.

Evidence and real-world example

No company case study was found. The Outlook Translator steps, Gemini’s availability in Turkish and ChatGPT’s translation capabilities are covered in official documentation. [27] [24] [28]

Points to consider

Outlook translation may use the online Microsoft Translator service and the connected experiences setting; check your confidential data policy. [27] Turkish support does not mean the same level of accuracy across every subfeature; have a person review technical and legal terms.

Sources for this scenario

  1. Gmail Gemini özellikleri ve kullanılabilirlik (support.google.com)
  2. Gemini ile Gmail işbirliği (support.google.com)
  3. ChatGPT yetenekleri (help.openai.com)
  4. Outlook Translator for Windows (support.microsoft.com)
  5. Gemini web uygulaması dilleri ve ülkeleri (support.google.com)