Microsoft 365 Copilot is transforming the way businesses work by bringing powerful artificial intelligence (AI) tools into everyday apps like Word, Excel, Outlook, and Teams. In this guide, we explain what Microsoft 365 Copilot is, how it works, where you can use it, and how it can benefit your organisation.
Microsoft 365 Copilot is an AI-powered assistant built right into the Microsoft 365 apps you already use every day — like Word, Excel, Outlook, PowerPoint, and Teams.
It helps you work faster, smarter, and more creatively by combining the power of large language models (AI) with your organisation’s data in Microsoft 365.
Here’s a simple breakdown of how it works and what you need to know.
What is Microsoft 365 Copilot?
Copilot is like having an assistant inside your apps. It can help you:
- Draft or summarise emails in Outlook
- Create first-draft documents in Word
- Generate reports and visualisations in Excel
- Build presentations in PowerPoint
- Summarise Teams meetings or chats
It uses advanced AI models (similar to ChatGPT) to understand your prompts and generate content or insights, saving you time on repetitive or creative tasks.
How does Copilot work behind the scenes?
- User prompt
You type a command or question (called a “prompt”) in a supported Microsoft 365 app, like:- “Summarise this email thread” (Outlook)
- “Create a project proposal based on these notes” (Word)
- “Analyse sales trends for Q1” (Excel)
- AI processing
Copilot sends the prompt securely to Microsoft’s large language models (LLMs) hosted in Microsoft’s cloud. - Contextual data
Copilot pulls in relevant data from your Microsoft 365 environment (emails, documents, calendars, chats) — but only data you have permission to access. - Response generation
The AI processes your prompt and data, then generates a response or draft inside the app you’re using. - User control
You stay in control — you can review, edit, and refine the output. Copilot never makes changes without your approval.
Is Copilot secure?
Yes. Copilot follows Microsoft’s enterprise-grade security, compliance, and privacy commitments.
- It only accesses data you’re authorised to see.
- It does not train on your data (your inputs and outputs stay within your Microsoft 365 tenant).
- Admins can manage Copilot access and features through Microsoft 365 admin tools.
Where can you use Copilot?
Copilot is gradually rolling out across:
- Word → Drafting, rewriting, summarising
- Excel → Data insights, trend analysis, formula generation
- Outlook → Email drafting, summarising threads, suggesting replies
- PowerPoint → Building slides, creating outlines, summarising decks
- Teams → Meeting summaries, action points, chat insights
Why is Copilot useful?
- Saves time → Automates repetitive tasks
- Improves quality → Provides drafts and suggestions
- Boosts creativity → Helps brainstorm ideas and content
- Enhances decision-making → Delivers insights from your data
Summary
Microsoft 365 Copilot is designed to help you get more done with less effort. It puts the power of AI at your fingertips — inside the tools you already know and trust.
As Copilot evolves, expect even more integrations and features that make work smoother and more productive.
If you have questions about using Copilot or want to explore licensing options, feel free to contact us — we’re happy to help!
Frequently Asked Questions (FAQs)
What is the difference between Microsoft 365 Copilot and ChatGPT?
While both use advanced AI, Microsoft 365 Copilot is built directly into Microsoft 365 apps like Word, Excel, Outlook, and Teams. It works with your organisation’s data (emails, documents, chats) securely within Microsoft 365, whereas ChatGPT is a standalone tool that doesn’t integrate with your business systems or data.
Do I need a special licence for Microsoft 365 Copilot?
Yes. Microsoft 365 Copilot requires an additional licence on top of your standard Microsoft 365 subscription. Speak to your Microsoft partner or IT provider to check pricing and eligibility for your organisation.
Can Copilot access private emails or confidential files?
Copilot only works with data you already have permission to access within your Microsoft 365 environment. It does not override existing permissions or expose data you wouldn’t normally see. Admins can control Copilot’s access and features through Microsoft 365 settings.
Is my data used to train the Copilot AI?
No. Microsoft 365 Copilot does not use your data to train the underlying AI models. Your data stays within your Microsoft 365 tenant, and Microsoft applies strict privacy, security, and compliance measures.
How much does Microsoft 365 Copilot cost?
Pricing depends on your organisation’s Microsoft 365 plan and the number of users. As of now, Copilot is sold as an add-on licence. We recommend contacting your Microsoft partner or IT provider (like us!) to get the most up-to-date pricing and deployment guidance.
Which Microsoft 365 apps support Copilot?
Copilot is available (or rolling out) in:
- Word
- Excel
- Outlook
- PowerPoint
- Teams
Other apps like OneNote and Loop are expected to get Copilot features in the future.
How do I enable Copilot for my organisation?
You need to purchase the relevant Copilot licences, ensure your Microsoft 365 environment meets technical requirements, and assign licences to users. If you need help, contact us — we’re happy to assist with setup and training.
