Use Microsoft Copilot to Summarize Email Threads
For Paralegal / Legal Assistants ·
What This Does
Copilot in Outlook reads long email threads across a case or client matter and produces a concise summary of what was discussed, decisions made, and open action items, without you reading every message.
Before You Start
- You have Outlook open (desktop app or web version at outlook.com)
- Your Microsoft 365 plan includes Copilot (the Copilot add-on on business plans, or a Microsoft 365 Personal, Family, or Premium subscription)
- You're looking at an email thread with multiple messages
Steps
1. Find the summary box in Outlook
Open the email thread you want to summarize. In new Outlook and Outlook on the web, a Summary by Copilot box sits at the top of the conversation. In classic Outlook, look for a Summarize button instead.
2. Run the summary
Select the Summary by Copilot box (or click Summarize in classic Outlook). Copilot reads the entire thread and generates a summary, typically in 5-10 seconds, with numbered citations that jump to the source emails.
3. Review the summary
Copilot returns a paragraph or bulleted summary showing: the key discussion points, what each party agreed to or requested, and any outstanding action items. Review it quickly against what you remember from the thread.
4. Use the result
Copy the summary into a case note in Clio, paste it into a status memo, or use it as the starting point for a client update email. You can also ask Copilot follow-up questions: "What did opposing counsel request?" or "What action items are still open?"
Real Example
Scenario: A 28-email thread about discovery in a commercial dispute has been going back and forth for two weeks. You need to brief the supervising attorney on where things stand.
What you do: Select the Summary by Copilot box at the top of the thread.
What you get:
"This thread covers the discovery dispute in Smith v. Acme Corp. Key points: (1) Opposing counsel objected to 3 of the 5 document requests on overbreadth grounds; (2) Your firm agreed to narrow RFP #2 and #4 to the 2019-2022 date range; (3) Opposing counsel agreed to produce by March 28; (4) Open item: decision needed on whether to press RFP #7 or withdraw it."
You now have a complete briefing in 30 seconds instead of 20 minutes.
Tips
- Works best on threads with 10+ messages; shorter threads you can read faster anyway
- Use Copilot's follow-up chat to ask specific questions: "What was the final agreed production deadline?"
- If a thread involves multiple matters mixed together, open each matter's dedicated thread separately for cleaner summaries
Tool interfaces change, if a button has moved, look for similar AI/smart options in the same menu area.