What’s All the Fuss About?
Microsoft wants to watch your language when you write emails
Tone detector
“What is it, please?” we think you mean. It can be tricky to gauge a person’s tone from their written words, which is what Microsoft’s new tone detector aims to help with. It’s a feature that’s been added to the web-based version of Outlook ( https://outlook.live.com), which will “offer writing refinements and suggest conversation tone” when you’re writing emails.
Does Microsoft think I can’t write proper?
Not necessarily, but the tone detector will (theoretically) ensure that your message is properly understood by the recipient. Microsoft says it will allow you to “communicate more clearly and in a desired tone to deter misinterpretation”. It works by using
AI to analyse a “combination of signals” in the email you’re writing, and suggesting how you can improve your phrasing to sound the way you intend.
The feature is similar to a spelling and grammar checker, such as Grammarly ( www.grammarly.com), but recommends refinements in tone instead of highlighting misspelled words, punctuation mistakes and grammatical errors.
So will Microsoft be reading my emails?
Sort of, but the company says that the tone detector will only generate its suggestions by collecting data on the same server as your Outlook mailbox, and that it won’t store content from your emails on Microsoft’s own servers.
Why am I not reassured by that?
Well, you might be more reassured to learn that the tone detector feature is disabled by default. It’s actually part of the Microsoft Editor tool, which is built into Outlook (and Word) in paid-for Microsoft 365 plans, and can also be installed as a browser extension for Chrome and Edge ( www.snipca. com/39371).
This free add-on checks your spelling and grammar on other websites, too, including Facebook, Linkedin and Gmail, but - unlike the built-in tool – it doesn’t offer any extra options.
Additionally, at the time of writing, the updated Microsoft Editor that contains the tone detector is only available to Microsoft 365 Business users. It will eventually be offered to everyone who subscribes to Microsoft 365 Personal (£5.99 per month) or Family (£7.99 per month), but won’t be included in the free version of Microsoft Editor. If you pay for a plan, Microsoft Editor will also detect potentially sensitive geopolitical references, and matters of inclusiveness, formality and vocabulary, such as suggesting you use “police officer” instead of “policeman”.
How do I turn on the tone detector when available?
All you need to do is click the Microsoft Editor icon, which looks like a blue pencil next to a slanted ‘E’, at the bottom of the message you’re writing, to open the tool’s settings. Switch on ‘Tone’ and choose the tone you want your Outlook emails to adopt, such as “Politeness” (see screenshot above). The tone detector will then analyse what you write and make recommendations to help you achieve your desired tone.
Can’t I get a tone detector right now?
No need to be abrupt – you clearly need one! Yes, the aforementioned Grammarly introduced tone detection two years ago (see screenshot left), which is available in its browser extension and the Grammarly Keyboard mobile app ( www.snipca. com/39372). However, you’ll need to pay for Grammarly Premium to use it, which costs from $12 (£8.70) per month.
It lets you communicate more clearly and in a desired tone to deter misinterpretation