Microsoft Copilot is a useful built-in AI assistant. It is powered with amazing capabilities to simplify your tasks across Office productivity apps such as Word, Excel, Outlook, etc.
However, having access to Copilot and knowing how to use it are two different things. Thus, if you’re new to Microsoft Copilot and want to maximize its full potential in Office 365, save this guide!
It will not only assist you in setting up Copliot but also in generating perfect prompts. Including troubleshooting common issues.
So, let’s get moving!
How to Install Microsoft 365 Copilot?
Microsoft 365 Copilot is a built-in feature integrated into your cloud-connected workplace. But to ensure it is active across desktop and web apps like Word or Outlook, you have to follow the easy steps below:
Step 1: Check Your Subscription and log in
- Microsoft 365 Copilot license (integrated with Business Standard/Premium, E3, or E5 plans) is the first key to activate the MS Copilot.
- Next, simply use that exact enterprise email address to sign into your desktop Office 365 apps.
Step 2: Sync and Update Copilot
- Copilot requires the latest version of Microsoft 365 apps to run flawlessly. So, you have to update your Office Suite.
- To update, open any Office 365 app (Word, Excel) >> File >> Account >> Update Options >> hit Update Now.
If you can’t see the Copilot icon, follow the given steps.
- In the same File >> Account screen >> click Update License.
- Close all the Office apps >> restart to load the new configuration.
Step 3: Launch Copilot
- Launch Copilot by opening any Office 365 application (Word, PowerPoint, Excel).
- On the Home tab ribbon (right side) >> click Copilot ribbon icon. It will open the interactive chat sidebar
Fun Trivia: Did you know that Microsoft employees refer to themselves as Softies within the corporate culture?
Copilot Across Core Office Apps (Best Use Cases)
Since Microsoft Copilot is well-integrated into Office productivity apps (Word, Excel, and Teams), you can use it for context-specific tasks. Yes, it can scan your current file, email thread, and meeting transcript in real-time.
So, let’s see how to use 365 Copilot, not like some generic search engine, with the table below:
| Office Apps | Best Use Case | Ready-to-Use Prompts |
| Microsoft Word | Drafting long-form content. Summarizing lengthy reports. |
Summarize this 25-page document into 5 key bullet points. Also, highlight financial projections for the 3rd Quarter. |
| Microsoft Excel | Easily analyze datasets without keeping pivot tables or complex formulas at your fingertips. | Create a column for the month-over-month growth and highlight all rows with a 15% lower profit margin. |
| Microsoft Teams | Summarizing meetings. Creating action item lists. |
Give a summary in 5 bullet points of what was discussed before I joined the meeting. Also, provide any tasks given to Sarah. |
| Microsoft Outlook | Clearing out inbox overload (unwanted emails). Generating professional email replies. |
Create a reply with a professional tone to this thread, accepting the Wednesday meeting. But highlight that I will be available for 30 minutes only. |
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How to Write a Perfect Copilot Prompt Every Time?
Welcome to the Microsoft 365 Copilot Prompting Masterclass. Writing a perfect prompt to get the desired, top-notch outputs from Copilot every time is a game of framework.
Yes, using the Context – Task – Source – Expectation prompt framework will always provide high-quality results. So, let’s take a look at how to use this framework to get the best out of this AI search engine.
| Framework | Meaning | Example Prompts |
| Give Clear Context | Clarify Copilot who you’re writing for! | I am presenting for managers. |
| Clearly Cite your Sources | Provide references like files or emails. | Highlight key points from the /Project_Alpha_Specs.docx…. |
| Define the Output Expectations | Avoid generic prompts like “Write an email.” Add stylish parameters | Keep it under 100 words. Use a polite tone. Provide the key action items in a clean table format. |
Why Microsoft Copilot Not Working? Troubleshooting Common Errors
Copilot not working can cause issues like “Why is my Copilot button greyed out?” or “Copilot is missing even though I have an active license?”
Most blogs overlook this main issue faced by numerous users and stick to “how to prompt Copilot”. So, if you’re experiencing Copilot settings missing or not working, here’s how you can fix it:
Check and Migrate to Current or Monthly Enterprise Channel
To ensure software performance, some corporate IT departments assign employees to the Semi-Annual Channel. And, 365 Copilot features are not accessible on the Semi-Annual Channel.
To fix this,
- First, check your status by going to File >> Account >> Product Information.
- If it appears Semi-Annual, you can request your IT admin to migrate you to the Current or Monthly Enterprise Channel.
Connected Experiences Privacy Settings
Copilot functions by analyzing data securely in the Microsoft Group cloud ecosystem. So, if your account privacy settings block cloud analysis, it can cause “Copilot not working”.
Here are the steps to fix it:
- Go to File >> Account >> Select Manage Settings (under Account Privacy).
- Switch on “Experiences that analyse your content” and “All connected experiences”.
Note: If the above-mentioned settings are greyed out, it means that your organization’s group policy is restricting the AI. Your IT admin can modify it in the admin center.
File Location Issues
Many Office 365 users using Copilot don’t know that Copilot cannot access data trapped locally on your C:\drive or desktop. The app Ribbon will not be available. To process that data, the document must be saved in OneDrive or SharePoint Online. Including AutoSave enabled.
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How to Disable Microsoft 365 Copilot?
Doesn’t like AI interference in your favourite 365 Apps? No worries, as you can easily disable Microsoft 365 Copilot. Interestingly, Microsoft provides you with the option to disable it from Individual Office apps.
Simple Methods to Disable Microsoft 365 Copilot:
Via App Settings
- Go to any Microsoft app >> click File >> select Options.
- Click the Copilot tab (left-hand menu) >> uncheck the Enable Copilot checkbox.
- Right-click OK and restart the app. You can apply the same steps to other Office 365 apps.
Toggle Off Connected Experiences (If Setting is Missing)
- Go to File >> click Account >> select Account Privacy >> Hit Manage Settings.
- Uncheck the box “Turn on optional connected experiences” or “Turn on experiences that analyze your content” (under Connected experiences).
- Hit OK >> restart the app.
Via Ribbon
- Open any 365 App >> go to File >> click Options >> hit Customize Ribbon.
- Uncheck Copilot (Main Tabs list) >> click OK.
Author’s Take
Microsoft Copilot is an incredible built-in AI tool that acts as your reliable assistant. You can use it for various purposes across Office 365 apps like Excel or Word. From summarizing a lengthy report to responding to an email with a stylized tone.
Still, many Office 365 users don’t know how to use it properly. Such users can refer to this easy-to-understand guide.
Also Check Out: What Does Your Microsoft 365 Include? Everything You Need to Know
FAQs (Frequently Asked Questions)
Q.1 How to open Microsoft 365 Copilot?
Open any Office 365 app like Word or Excel >> go to the Home ribbon >> click the Copilot Icon (extreme right side). You can also download Microsoft 365 Copilot from the App Store/ Google Play Store to use Copilot on mobile devices.
Q.2 How to create a Word document in Microsoft 365 Copilot?
Here are the best three ways to create a Word document in Microsoft 365 Copilot:
- Copilot Chat App: Go to Copilot 365 or the Teams app >> type the prompt >> refine the content >> click Export or Generate the result as a Word File.
- Blank Word Document: Open MS Word >> create Blank Document >> click Copilot icon (or Ctrl + I) >> type out the prompt (compose box) >> Generate >> Choose Keep it, Regenerate, or Discard.
- Use Reference: Open a Blank Document >> click Copilot Icon >> type / >> select a file as a reference >> give instructions >> hit Enter.
Q.3 How to use Microsoft 365 Copilot in Excel?
Open MS Excel >> Home ribbon >> click the Copilot icon to use 365 Microsoft Copilot in Excel.
Q.4 How do I log into my Microsoft 365 account?
To log into your Microsoft 365 account, follow the easy steps below:
- Open Browser >> go to Microsoft 365 >> click Sign in >> enter account credentials>> hit Enter/Sign in.
Q.5 How to stop Microsoft 365 Copilot from opening on startup?
Here are the three easy methods to stop MS Office 365 Copilot from opening on startup:
- In Windows Startup Apps: Open Windows Settings ( Windows + I key) >> Apps >> Startup >> Find Microsoft Copilot/Microsoft 365 >> toggle off.
- Microsoft 365 Apps: Open any Office 365 App >> Files >> Options >> select Copilot >> uncheck the Enable Copilot checkbox >> hit Ok and restart the app.
- In Copilot App: Go to Copilot App >> click Three Dots (next to profile picture) >> Settings >> Pinning and start >> turn off Modify auto start setting.
