How to use AI to help write emails, reports, and professional documents?

Give the AI your bullet points and specify the tone. For example: "Write a professional email to my manager requesting time off next Friday. Tone: polite but direct. Key points: I have no meetings that day, my tasks are ahead of schedule, and I will be reachable by phone."

Write your first draft yourself, then paste it into an AI tool and ask it to improve clarity, fix grammar, tighten the language, or adjust the tone. This keeps your voice and ideas intact while using the AI where it adds the most value — polishing.

Before writing a report, ask the AI to generate an outline based on your topic and audience. Provide the subject, key data points, and purpose. Review and adjust the outline, then ask the AI to expand each section one at a time.

Google Gemini is built into Gmail, Docs, Sheets, and Slides. In Gmail, click "Help me write" to draft or refine emails. In Docs, use the side panel to brainstorm, rewrite sections, or summarize long documents without leaving the editor.

If you use Microsoft 365, Copilot integrates directly into Word, Outlook, PowerPoint, and Excel. In Word, you can highlight text and ask Copilot to rewrite, shorten, or change tone. In Outlook, it drafts email replies based on the conversation thread.