All keyboard shortcuts for AI in email

Shortcuts for AI email: Copilot in Outlook and Gemini in Gmail

With AI-powered features in Outlook and Gmail, you can draft emails, improve text, and summarize long conversations. This reference guide explains which keyboard shortcuts are officially documented for these tasks, where they work, and which functions you can access via a button or menu.

An important distinction: an AI feature does not automatically have its own keyboard shortcut. Making a message more formal, shortening it, and summarizing it can be different commands within the same interface.

The genuine documentation consulted does not list a hundred different, AI-specific keyboard shortcut combinations for these two applications. Therefore, this overview includes confirmed access keys and context-sensitive controls. Standard email functions such as replying, bolding, and sending are not counted as AI commands.

What does AI-powered text editing mean for email?

Email involves existing or brand new text. For example, you can have individual notes converted into a message, phrase a reply more politely, or shorten a long explanation.

Substantive review remains important. A shorter version must retain the same terms and conditions. A more user-friendly version must not add any brand new commitments. And a summary must clearly condition what was actually agreed upon.

Validity	What do you ask AI?	What should you check?
Writing a concept	Send my information delivered instantly.	Have all the facts been entered correctly?
Rewrite	Make this text clearer or more friendly.	Does the meaning remain the same?
Truncate	Remove repetition and wordy phrasing.	Do the terms and conditions and exceptions still apply?
Summary	Summarize the key points from this conversation.	Do you have any comments, questions, or suggestions?
Merge text	Combine these notes into a single coherent message.	Are there still any inconsistencies?

Here’s how to read the keys

• Ctrl: the Control key on Windows.
• Cmd: the Command key on a Mac, identified by ⌘.
• Control on Mac: a separate key, distinct from Command.
• Option: the Mac key, often denoted by ⌥.
• Shift: the key you also use to type uppercase letters.
• Return: the confirmation key on a Mac.
• Focus: the element currently receiving your keyboard input.

A plus sign means you press the keys simultaneously. “Then” means you perform the next action. A keyboard shortcut therefore sometimes consists of multiple steps.

Always read the context next to the combination. A confirmation in an AI window is different from a command in the regular message window.

Copilot in Outlook: Confirmed Shortcut Keys

Microsoft describes different controls for classic Outlook, the brand new Outlook, and Outlook for Mac. Therefore, check first which version you’re using.

No.	Environment	Key or route	Feature
1	Classic and brand new Outlook for Windows	Alt+I	Open "Create Concept with Copilot" from the appropriate message context.
2	Brand New Outlook for Mac	Control+L	Opens the window to create a draft with Copilot.
3	Outlook for Mac, Copilot concept window	Cmd+Return	Start generating based on the entered command.
4	Classic Outlook for Windows	Ctrl+F10, then C, P, D	Create the documented ribbon shortcut path to "Concept" using Copilot.
5	Classic Outlook for Windows	Ctrl+F10, then C, P, C	The documented ribbon shortcut path to Coaching by Copilot.

Note that “Control” is listed as number 2. Do not automatically use “Command” instead. Ribbon labels may also vary by language; check the instructions in your interface.

How to use Copilot after the window is open

No.	Key	Context	Feature
6	Tab	Copilot interface	Navigates through interactive sections.
7	Shift+Tab	Copilot interface	Navigate back through interactive sections.
8	Enter or Return	A selected button	For example, activate Generate, Keep, or Retry.
9	Up Arrow / Down Arrow	An open drop-down list	Browse the available options.

These are context-sensitive navigation keys. They are not separate, direct shortcut keys for each button listed.

Create an email draft with Copilot

Microsoft describes creating a draft based on an assignment, followed by options to edit, regenerate, or keep the text. You can also have selected text modified.

Complete the substance of your request before focusing on the tone. Specify the purpose, the recipient, the necessary information, and the desired next step.

“Write a friendly response to a customer who can’t find their order. First, ask them to check their order confirmation and spam folder. Then, if the email is missing, ask for the order number. Do not promise a refund or a brand new delivery. Use short paragraphs.”

This is a sample prompt. Replace the steps mentioned with the actual process that applies to your organization.

Work with verifiable information

A specific instruction is easier to evaluate than “write a good answer.” Only include amounts, product names, and deadlines after you’ve verified them.

If any information is missing, please specify this in the order. Ask for clarification rather than assuming what we need.

For example: “The cause is still unknown. Ask for the exact error message and a screenshot. Do not provide a diagnosis yet.” This makes it clear which step is needed first.

Edit one item at a time

A follow-up request such as “just make the opening warmer” is easier to evaluate than “make everything better.” That way, you can see exactly what changes have been made.

When dealing with important information, use the following retention instruction: “Leave amounts, dates, terms, and product names unchanged.” Then double-check to make sure it was done correctly.

If the content of the text is already correct, you don’t need to have the entire message rewritten every time. A small, targeted adjustment may be sufficient.

Using Copilot Coaching

Coaching by Copilot provides feedback on tone, clarity, and the potential impression on the reader. Microsoft also describes an option to apply all suggestions and have the text rewritten.

Use this kind of feedback as a reason to make a conscious choice. A business-related refusal should remain clear. A friendly response does not need to include any additional promises.

Rate your relationship with the recipient

A follow-up message to a regular colleague can be shorter and more informal than an initial message to a brand new customer. Therefore, please specify the nature of the relationship and the context of the message.

“Make this friendly” is too broad. “Make this friendly for a customer who has already had to wait twice, but keep the specified next step” provides more direction.

Also, make sure the form of address remains consistent. A message that starts with “Dear Madam” and then switches to “you” can unintentionally come across as disjointed.

Summarize email conversations with Copilot

Microsoft describes “Summarize” at the top of an email conversation. A summary may include references to the messages on which parts of it are based.

Use those references to double-check key conclusions. Be sure to check whether a proposal was later amended or ultimately rejected.

Please clarify the distinction between decisions and questions

A useful example assignment is:

“Summarize this conversation. Distinguish between confirmed agreements, proposed options, and open questions. For each deadline, specify who is responsible for taking action. Indicate when something has not been clearly agreed upon.”

This helps you evaluate the outcome objectively. A summary that’s simply a pleasure to read may still overlook an important caveat.

Also, check the latest post. A previous post may have been updated there without repeating the exact same words in full.

Gemini in Gmail: Writing and Rewriting

Google describes “Help me write” as a tool for creating and improving email drafts. The current guide uses a prompt bar and the “Create” button. To refine your draft, Google suggests options such as making it more formal, friendlier, or shorter.

The current user manual consulted does not specify a separate fixed key combination for each operation.

AI-generated text	Described access	Have you set up your own custom shortcut key?
Write a brand new concept	Open “Help me write,” describe your message, and select “Create.”	Not included in the currently viewed manual.
Shortening a phrase	Use Shorten or provide a brand new instruction.	No, no specific combination has been confirmed.
Making a concept more formal	Use "Formalize" or describe the desired change.	No.
Making a concept more user-friendly	Use "Friendly" or provide specific instructions.	No.
Have a conversation summarized	Use the available Gemini interface.	No universal direct combination is specified in the manual consulted.

Gemini in the sidebar is a separate entry point

Google also describes Ask Gemini, located in the top-right corner of Gmail. This opens an assistant that can help you, for example, create drafts and summarize conversations.

This access is not automatically the same as the writing assistant within the composition window. Therefore, check where the result appears and what next steps are needed to incorporate it into your draft.

A response in an AI panel and the text in your email draft may be two different versions. Please read the version that actually appears in the message.

Gmail: documented keys and historical differences

No.	Key	Context	Meaning and Limitations
10	Option+H	Gmail on the web, with a Polish interface	Google documented this combination in October 2024 for improving a draft containing at least twelve words. Check whether this feature is still available in your interface.
11	Ctrl+Z	Windows, after a proofreading change	Undoes a previously applied change. This is a undo operation, not a brand new AI command.
12	Cmd+Z	Mac, after a Proofread edit	Undoes a change that has been applied. This is the Mac equivalent of the same action.

The historical mention of Option+H does not prove that every current version of Gmail supports the same key combination. The current instructions in your account take precedence.

Also, don’t assume that you can always map a Mac shortcut to Windows by simply replacing a single key. This requires a confirmed platform mapping.

Proofread: review suggestions

Google describes Proofread as providing additional suggestions regarding grammar, tone, and style. The manual mentions underlined passages that you can open to review or ignore a suggested change.

The available languages and account terms vary by feature. The Proofread manual we consulted lists English, German, and Spanish, with additional early access for certain situations. Do not automatically assume Dutch support is available.

A language suggestion can make the text flow more smoothly while also altering a nuance. Therefore, check which words are omitted or replaced, especially when it comes to obligations and exceptions.

Practical exercises for AI email

The examples below are prompts, not keyboard shortcuts. They demonstrate how you can address different writing goals using the same AI approach.

Responding to an unclear customer inquiry

“Write a short, friendly response. The customer is simply reporting that the product isn’t working. Ask for the product name, the exact error message, and a screenshot. Don’t provide a cause or solution yet if that information is missing.”

Check whether the questions are specific enough. “Send more information” provides less guidance than specifying exactly what information is needed.

Shortening a long explanation

“Shorten this message. Keep all steps, terms, and exceptions. Remove repetition and start with what the recipient needs to do next.”

Compare the result with the genuine. Pay attention to conditions that were spread across multiple paragraphs in the genuine text.

Making an irritating concept more neutral

“Please rewrite this message in a calm and respectful manner. Maintain the facts and the boundaries we’ve specified. Avoid making accusations and do not add any compensation or promises.”

Make sure the boundaries remain clear. A polite phrasing should not leave the recipient in doubt about what is and isn’t allowed.

Write a review

“Write a polite reminder regarding a missing document. Explain why it’s needed and what the next step depends on. Use only the deadline I provide.”

Check whether the text describes an existing agreement. A self-imposed deadline may otherwise come across as a previously agreed-upon obligation.

Merge separate notes

“Combine these notes into a single coherent message. Place the answer to the main question at the top. Group information that belongs together. Address any contradictions separately before writing the final draft.”

This approach is helpful when notes are from different times. A newer note can replace an earlier appointment.

Conclude the transaction clearly

“Rewrite only the last paragraph. Specify exactly what information the recipient needs to send back and what we’ll do next. Keep the rest of the message as is.”

A clear conclusion prevents unnecessary back-and-forth emails. The recipient must understand what the next step is.

From AI concept to a usable email

1. First, gather the necessary information

Make a note of product names, amounts, dates, and previous agreements. Indicate which information is confirmed and which still needs to be confirmed.

When you reply to an inquiry, be sure to check whether the question has changed in the meantime. A correct response to the first email might not address the latest question.

2. Condition the objective in one sentence

Would you like to provide an explanation, request information, confirm an appointment, or decline a request? First, select the main purpose.

A message with a lot of background information but no clear purpose requires extra effort from the recipient. Therefore, make sure the opening paragraph aligns with the purpose of the email.

3. Choose the appropriate tone

Describe the tone with specific guidelines. “Friendly and businesslike, with short paragraphs and without excessive apologies” is clearer than simply “professional.”

Use the same form of address throughout the message. Also, make sure the closing matches the opening and the relationship with the recipient.

4. Review the content first

Check the draft for accuracy before finalizing it. Verify that the main question is answered and that the next step is feasible.

Highlight anything that isn’t based on your own information. A convincingly worded sentence isn’t automatically a verified fact.

5. Check promises and terms and conditions separately

Be wary of words like “always,” “immediately,” “no later than,” “guaranteed,” and “free of charge.” They may imply a stronger promise than intended.

Also check for negations. Omitting “not” or “only” can completely change an instruction, while the sentence still reads naturally.

6. Read the final draft

After reviewing multiple AI suggestions, you may have combined elements from different versions. Therefore, please reread the entire message.

Watch out for repeated opening sentences, inconsistent terminology, and information that’s explained twice. Finally, check to make sure the mentioned attachments and references are actually included.

Why does an AI shortcut sometimes not work?

• Other Outlook versions— Classic, Brand New, Mac, and Web—have different interfaces.
• Incorrect focus: the cursor is in a different field or window.
• Other languages: ribbon labels and feature names may vary.
• Different interface: An older manual describes an earlier release.
• Feature not available: account, subscription, language, and organization settings may affect availability.

Microsoft also notes that “Create a Concept with Copilot” in the brand new Outlook and Outlook on the web does not support plain-text messages. If necessary, check to make sure the message format is set to HTML.

If in doubt, try the visible AI button first. This way, you can determine whether the feature is available before exploring the keyboard shortcut.

Frequently Asked Questions About AI Shortcuts for Email

Are these 100 unique AI keyboard shortcuts?

No. The overview contains twelve numbered entries with direct access, navigation, recovery controls, and one historical Gmail combination. The same key may appear in multiple contexts.

Why aren’t standard formatting keys included in the list?

Because bold formatting, creating lists, and aligning text do not in themselves constitute AI tasks. They are useful for final touches but fall outside the scope of AI-only operations.

Can I use an AI concept right away?

Be sure to read the content, terms and conditions, and next steps first. Pay special attention to any information that appears to have been added by the AI itself.

Does "truncate" always have its own keyboard shortcut?

No. The documented procedures often use an option in the AI interface or a brand new text instruction. A single command can perform multiple operations.

Is Dutch support the same everywhere?

No. Check the specific feature. An assistant that can summarize in Dutch does not necessarily have to support the same language for every individual writing or proofreading feature.

Which operating system should I learn first?

Learn how to access the AI in your version, navigate to the desired button, and how to keep or undo a result. Then use targeted commands that you can verify for accuracy.