Microsoft Copilot is an AI tool integrated into Microsoft 365 apps like Teams, Word, Excel, PowerPoint, and Outlook. It helps you save time by automating tasks, summarizing meetings, drafting content, and analyzing data. Here’s what you need to know:
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Key Benefits:
- Automates repetitive tasks.
- Provides real-time meeting summaries and follow-ups.
- Assists with creating documents, presentations, and emails.
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Setup Essentials:
- Requires a Microsoft 365 Copilot license and cloud storage (OneDrive/SharePoint).
- Works on Windows, Mac, web, iOS, and Android platforms.
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How It Works:
- In Teams: Summarizes meetings, tracks tasks, and drafts follow-ups.
- In Word: Drafts and edits documents with tone adjustments.
- In Excel: Analyzes data using natural language and Python integration.
- In PowerPoint: Creates presentations from prompts.
- In Outlook: Summarizes emails, suggests replies, and manages inbox priorities.
To get started, ensure your system meets the technical requirements, configure settings in Teams and Office apps, and assign licenses. Copilot transforms how you work by making tasks faster and easier.
Initial Setup
Technical Requirements
Make sure your system meets these criteria:
| Requirement | Details |
|---|---|
| Base License | Microsoft 365 Copilot license and the required base license |
| Apps | Microsoft 365 Apps must be deployed |
| Account Type | Microsoft Entra ID account |
| Storage | OneDrive account (needed for certain features) |
| Update Channel | Current Channel or Monthly Enterprise Channel |
| Teams Support | Compatible with Windows, Mac, web, Android, and iOS platforms |
Your network must allow WSS connectivity and ensure Microsoft 365 endpoints are unblocked. Additionally, Office Feature Updates should be running on schedule.
Teams Setup Steps
Follow these steps to configure Teams for Copilot:
- Set Meeting Policies
Go to the Teams admin center and navigate to Meetings > Meeting Policies. Adjust the following settings:
| Policy Setting | Effect |
|---|---|
| On with saved transcript required | Default setting – Copilot is available during and after meetings |
| On with transcript saved by default | Organizers can adjust Copilot availability |
| On | Limits Copilot use to "Only during meeting" |
| Off | Disables Copilot |
- Enable Meeting Features
Turn on transcription to allow Copilot to reference meeting content beyond the live session.
- Manage User Access
Assign Copilot licenses through the Microsoft 365 admin center. Note that Copilot won’t work in meetings hosted externally.
Once Teams is set up, apply similar configurations to Office apps.
Office Apps Setup
Set up Copilot in Office apps with these steps:
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Word
Save documents on OneDrive or SharePoint. Access Copilot via the ribbon or left-margin icon. -
Excel
Store workbooks in the cloud and format data for AI analysis. Use the ribbon or cell-specific icons to access Copilot. -
PowerPoint
Save presentations in cloud storage and use enterprise templates for new presentations. -
Outlook
Ensure the primary mailbox is hosted on Exchange Online. Works with both classic and new Outlook versions on Windows and Mac.
For all applications, maintain network connectivity, configure privacy settings, and install regular Office Feature Updates. Activating Microsoft Loop and Whiteboard features will provide full functionality.
With everything set up, Copilot is ready to streamline your Microsoft 365 workflows.
Copilot in Microsoft Teams
Meeting Notes and Tasks
Copilot uses AI to organize and manage meeting content efficiently. Here’s what it can do during meetings:
- Access Copilot in the meeting chat to get real-time summaries, track action items, and quickly catch up if you’re late (after 5 minutes).
- Use the Recap tab after meetings for detailed follow-ups:
- Summarizes key points discussed.
- Lists action items, including who’s responsible and unresolved agenda topics.
- Drafts follow-up emails for participants.
"Copilot can summarize key discussion points – including who said what and where people are aligned or disagree – suggest action items, and answer any questions you have, all in real time during or after a meeting." – Microsoft Support
Chat Updates
Copilot simplifies reviewing chat histories by providing summaries tailored to specific timeframes:
| Time Period | Summary Focus |
|---|---|
| Last 24 hours | Recent decisions and urgent action items |
| Past week | Key discussion threads and outcomes |
| Last 30 days | Major project milestones and decisions |
- Request summaries for specific time periods.
- Share these summaries directly in team channels.
- Click citations to view the original messages.
- Ask follow-up questions about decisions or unresolved issues.
Message Writing Help
Copilot also boosts your written communications with three key tools:
| Tool | Purpose | Features |
|---|---|---|
| Rewrite | General improvements | Enhances grammar, style, and clarity. |
| Adjust | Specific modifications | Allows length changes (shorter/longer) and sets tone (casual/professional/confident). |
| Custom tone | Tailored customization | Open-ended prompts for creating messages with precise tone or content. |
"Copilot can assist you in crafting more polished and coherent messages, straight from the text compose box in chat and channels. It goes beyond spell-checking and grammar correction; Copilot also suggests improvements, rewrites, and adjustments to enhance the clarity, tone, and impact of your messages." – Luca_Valadares, Microsoft
Microsoft 365 Copilot – Small Business Guide to Set Up Copilot
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Copilot in Office Apps
Expanding on its usefulness in Teams, Copilot also enhances productivity across Office apps by simplifying tasks in documents, data, presentations, and email management.
Word: Writing and Editing
Copilot speeds up writing and editing in Word by helping with drafting, rewriting, and summarizing:
| Feature | What It Does | How It Helps |
|---|---|---|
| Draft Generation | Creates full drafts based on prompts | Saves time on initial writing |
| Content Rewriting | Adjusts tone and refines text | Improves overall quality |
| Document Summary | Highlights key points with citations | Makes reviewing faster |
| Research Integration | Uses organizational data and online sources | Ensures accurate information |
It’s a game-changer for anyone who spends time creating or refining documents.
Excel: Data Work
Copilot brings advanced Excel features to users of all levels with powerful tools:
- Python Integration: Generates and runs Python code for detailed analytics, making complex data tasks easier.
- Data Import: Pulls in data from various sources using natural language commands and creates live, refreshable connections via Power Query.
- Review Categorization: Automatically groups customer feedback by themes like quality or price, speeding up insights.
These features make Excel tasks faster and more accessible, even for those without technical expertise.
PowerPoint: Slide Creation
Creating presentations becomes effortless with Copilot’s assistance. It can:
- Draft entire presentations from simple prompts.
- Recommend layouts tailored to the content.
- Add speaker notes automatically.
- Ensure a consistent design across slides with Microsoft Designer.
For example, in July 2024, the tech startup Infotech used Copilot to create a sales pitch presentation from a single prompt, cutting down their preparation time significantly.
Outlook: Email Management
Copilot boosts email productivity by handling repetitive tasks and organizing your inbox:
| Feature | What It Does | Why It Matters |
|---|---|---|
| Thread Summarization | Condenses lengthy email chains | Speeds up decision-making |
| Smart Response | Suggests contextual replies | Saves time on responses |
| Priority Management | Flags important emails | Keeps your inbox focused |
| Meeting Scheduling | Recommends open time slots | Simplifies calendar planning |
| Attachment Analysis | Summarizes attached files | Makes reviewing quicker |
Tips for Better Results
Communicating effectively with Copilot can boost your productivity across Microsoft 365 apps. Follow these strategies to get the most out of Copilot.
Writing Clear Instructions
The clearer your prompts, the better Copilot performs. Here’s how to make your instructions more effective:
| Do’s | Don’ts |
|---|---|
| Specify data sources | Use vague requests |
| Provide context | Give broad commands |
| Define parameters | Overload with tasks |
To craft clear prompts:
- Start with context: Let Copilot know what information sources to use and its intended role.
- Be specific: Include details like timeframes, data sources, or desired outcomes.
- Break down tasks: Split complex requests into smaller, manageable prompts.
Once you’ve set clear instructions, you can further enhance Copilot’s responses with a few additional steps.
Improving AI Responses
After giving clear instructions, refine Copilot’s output by starting simple, adding specifics, and verifying accuracy. Here’s a breakdown of best practices:
| Feature | Best Practice | Impact |
|---|---|---|
| Data Sources | Keep sources updated and tagged | Ensures more accurate responses |
| Task Switching | Use the "New Topic" command | Avoids mixing up contexts |
| Response Validation | Ask for explanations | Helps you understand results |
| Role Assignment | Define specific roles for Copilot | Produces more focused outputs |
Next Steps
Summary
Now that your Copilot setup is in place, it’s time to strengthen security, governance, and user support. Start by enabling MFA (Multi-Factor Authentication) for all users and setting up risk-based Conditional Access policies. Use the Microsoft 365 Copilot Optimization Assessment to review your data governance and verify your security measures are aligned with your organization’s needs.
Here’s a breakdown of the key areas to focus on:
| Implementation Phase | Key Actions | Expected Outcomes |
|---|---|---|
| Pilot | Form an early adopter group and test in a controlled setting | Understand user behaviors and identify areas of value |
| Deploy | Distribute licenses and configure privacy settings | Achieve organization-wide rollout with strong security protocols |
| Operate | Use the Copilot Dashboard to track usage and generate reports | Measure impact and calculate ROI |
These steps, along with additional tools, will help you fine-tune your deployment process.
Additional Help
For further assistance, take advantage of the following resources:
- Explore Microsoft Learn and download the Copilot Success Kit for training materials and best practices.
- Get support through these options:
- Visit the Microsoft 365 Copilot help & learning page for video tutorials.
- Join the Microsoft 365 Copilot community to connect with peers and access the Copilot Skilling Center.
- Use the Microsoft Purview compliance portal to enable unified audit logging and configure retention policies.
