AI is changing the way we work and helping us get things done faster. In fact, a UK Government trial found that people using Microsoft’s AI assistant, Copilot, saved an average of 26 minutes a day.
So how can you use AI to help with your workload? Copilot is built into your everyday Microsoft apps, like Word, Excel and Outlook, so you might already have access to it. It’s a handy AI tool that can take care of repetitive tasks, helping you get through your workload quicker.
Here's how Copilot works and how you can get more done across Microsoft 365.
What is Microsoft Copilot?
Microsoft Copilot is an AI assistant designed to work with you in Microsoft 365 apps. It's built into tools like Word, Excel and Outlook, meaning it’s really simple to use. Just type a question or instruction into the chat field, and Copilot generates a response based on what you've asked. Whether you're writing a report in Word, reviewing data in Excel or catching up on emails in Outlook, Copilot can help you get the job done faster.
If you want to know more, check out our guide to what is Microsoft Copilot?
How does Copilot work in Microsoft 365?
You don’t need to learn any formulas or shortcuts, you can just describe what you need in everyday language. Copilot then uses generative AI to draft content, analyse data, summarise information or write emails following your prompt.
Depending on your settings, Copilot can use information across Microsoft 365 to provide more relevant support. So if you need to follow up on a meeting or track down information buried in a document, it can help you find it quicker.
How to use Copilot in Microsoft Word
Copilot in Word can help with everything from overcoming writer's block to polishing a finished document.
Some things Copilot can do in Word include:
Drafting content from a prompt, helping you get a first draft on the page.
Creating outlines and structures to organise your ideas before you start writing.
Rewriting text for clarity, making content easier to read and more concise.
Adjusting tone and style to suit different audiences and situations.
Summarising long documents so you can get straight to the key points.
Highlighting important information within larger reports and documents.
Copilot can help you get started faster, but it's still important to review the response before sharing it. Always check that the information is accurate and reflects what you want to say.
If you're using AI tools regularly, it's also worth considering an AI laptop. Many models, including Copilot+ PCs, come with AI-powered features built in, from live captions to image creation. And because some of those tasks can be handled on the device itself, they're usually quicker and more convenient to use.
How to use Copilot in Excel
Spreadsheets can be intimidating, especially when you're dealing with complex formulas or large datasets. That's where Copilot in Excel can help.
Some things Copilot can do in Excel include:
Analysing spreadsheet data, helping you understand what your data is showing.
Suggesting formulas, so you can perform calculations without needing to remember complex functions.
Creating charts and visualisations to make data easier to understand.
Identifying trends and patterns that may be difficult to spot at a glance.
Generating summaries to quickly explain what the data is showing.
Explaining spreadsheet data in plain English, making complex information more accessible.
Data analysis is one of Copilot's strongest features. This can make reporting much easier, especially if you're not an Excel expert. And if you want to present your findings, see our guide on how to use AI to create presentations.
Top tip: If you're making changes to a spreadsheet, try using Copilot's plan mode. It shows you the steps it’ll follow before making any changes, so you have a chance to review them first.
How to use Copilot in Outlook
Managing emails can take up a surprising amount of the working day. Whether you're preparing for a meeting or catching up on your post-holiday inbox, Copilot can help you spend less time on email admin.
Some things Copilot can do in Outlook include:
Drafting emails, giving you a starting point when you're short on time.
Creating responses based on the context of the conversation.
Summarising long email threads so you can catch up faster after time away from your inbox.
Adjusting tone and wording to suit different audiences and situations.
Preparing for meetings by pulling together relevant information from emails and calendar events.
Highlighting key information to help you focus on what needs your attention.
How to write effective Copilot prompts
The best prompts are specific and include enough context for Copilot to understand what you're trying to do.
For example:
Word: "Write a 500-word introduction for a report about hybrid working aimed at senior managers."
Excel: "Analyse this sales data and identify the three strongest growth trends."
Outlook: "Draft a friendly follow-up email to a customer who hasn't replied for two weeks."
The more context you give, the more useful the output. You can also build on Copilot's response with follow-up questions to add detail or make changes.
Tips for getting the best results from Copilot
A few simple habits can make Copilot’s responses much more helpful:
Be specific about what you need.
Give Copilot relevant context.
Ask follow-up questions.
Review the output before using it.
It's also worth experimenting with different prompts. If you don't get what you need the first time, try rewording it or adding more detail.
Is Microsoft Copilot secure?
Microsoft has built Copilot with the same security protections used across Microsoft 365. Your prompts can’t be seen by other users, and the information you put in isn't used to train AI models for everyone else.
If you're using Copilot for work, your organisation may also have its own security settings in place. As always, it's a good idea to consider what you’re sharing and avoid entering sensitive information unless it’s necessary.
Should you use Copilot in Word, Excel and Outlook?
If you regularly use Word, Excel and Outlook, Copilot can be a useful way to speed up everyday tasks. It won't replace human expertise, but it can help you spend less time on admin that can be automated.
Like any tool, you'll get better results the more you use it. Once you get used to writing prompts, you'll have a much better idea of where Copilot can save you time.
FAQs
Can Microsoft Copilot write documents in Word?
Yes. Copilot can draft full documents from a prompt, generate outlines and rewrite existing text, though you should always review the output before sharing it.
Can Copilot analyse data in Excel?
Yes. Copilot can analyse spreadsheet data, identify trends, suggest formulas and create charts, all from plain English questions.
Can Copilot write emails in Outlook?
Yes. Copilot can draft emails, adjust tone and summarise long threads, helping you respond faster and more clearly.
Do I need a Microsoft 365 subscription for Copilot?
Yes. Copilot in Word, Excel and Outlook requires a Microsoft 365 Copilot licence, available with Personal, Family and business plans.
What are the benefits of using Copilot?
Copilot can help you save time on everyday tasks by helping you write documents, analyse information and manage emails more efficiently. Because you can use everyday language, it's an easy way to get more from Microsoft 365, even if you're not an expert.
