Use Outlook's AI to Write Family Update Emails

What This Does

Outlook's Copilot AI drafts compassionate, professional email updates to hospice families — routine check-ins, visit summaries, care plan change notifications — directly in your email client without switching tools.

Before You Start

• You use Microsoft Outlook for email (desktop app or Outlook.com)
• Your organization has Microsoft 365 with Copilot enabled (requires Business Standard or higher with Copilot add-on)
• You communicate with families by email for routine updates

Steps

1. Open a new email

Click New Email in Outlook to open a compose window. Add the family member's email address in the To field.

2. Open Copilot in the compose window

Look for the Copilot icon (sparkle) in the compose toolbar — it may appear as a button labeled "Draft with Copilot." Click it.

3. Describe the email

A text box appears. Describe what the email should communicate in plain language. Example: "Write an email to a hospice patient's daughter updating her on her mother's visit today. Nursing assessment was stable, pain controlled, patient was responsive and recognized family. Next visit is Thursday. Warm and reassuring tone."

4. Choose length and tone

Copilot may ask you to select a length (short/medium) and tone (neutral/formal/casual). For family communication, "neutral" or a slightly warm tone usually works best.

5. Generate, review, and send

Click Generate. Review the output for clinical accuracy and personal appropriateness. Edit as needed, then send.

Real Example

Scenario: A patient's daughter lives out of state and asked to receive email updates after each nursing visit. You need to send her a post-visit summary without spending 15 minutes composing it.

What you type: "Draft email to daughter of hospice patient with cancer. Today's visit: patient comfortable, sleeping more than last week, eating only small amounts. Pain 2/10 controlled with current medication. Family present and doing well. Next visit in 3 days. Compassionate and informative."

What you get: A professional email the daughter will actually read and appreciate — with appropriate clinical context translated into family-friendly language, a warm greeting, and a clear closing.

Tips

• Keep a few frequently used email types saved as Outlook email templates (Drafts) for visits where Copilot isn't available
• Never include specific medication names, doses, or sensitive clinical information in emails unless your agency's HIPAA policy permits it — keep family emails general
• The same approach works for team communication: use Copilot to draft care coordination updates to social workers or chaplains

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