Use Outlook's AI to Draft Victim Follow-Up Emails

What This Does

Outlook's AI drafts professional, compassionate follow-up emails to victims and witnesses in seconds — letting you send more timely follow-ups without spending 10 minutes writing each one from scratch.

Before You Start

• You have Microsoft Outlook open (desktop app or web version at outlook.com)
• You're on a Microsoft 365 plan that includes Copilot (check with your department IT — many agencies have M365 E3/E5)
• You have the victim's or witness's email address

Steps

1. Start a new email

Click New Email in the top-left corner of Outlook. A blank compose window will open.

2. Find the Copilot button

Look for the Copilot icon (sparkle/star symbol) in the compose toolbar — it may appear as "Draft with Copilot" or a small icon in the ribbon above the message body. Click it.

3. Describe what you need

In the Copilot prompt box that appears, type a brief description of the email you want. You don't need perfect grammar — just the key points.

4. Review and edit

Copilot generates a full draft. Read it through, add your name and badge number, insert the actual case number, and adjust any details. Then send.

Real Example

Scenario: You responded to a residential burglary two days ago. You want to follow up with the victim to provide the case number, the investigating detective's contact, and let them know what to expect next.

What you type into Copilot: "Email to a burglary victim. Tell them we investigated, give them the case number [insert], contact for Detective [name] at [phone], and explain that detectives will follow up within 5 business days. Compassionate tone."

What you get: A complete, professional email that takes 2 minutes to review and send instead of 10 minutes to write.

Tips

• Keep your Copilot description focused on the 3-4 key points; Copilot handles tone and professional structure
• Never let AI insert specific case facts, names, or legal conclusions — add those yourself after reviewing
• If Copilot isn't available in your department's Outlook version, use the same approach with a free ChatGPT or Claude tab open alongside your email

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