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What Is Microsoft Copilot and How to Use It?

AIFixupUpdated July 26, 20256 Mins read42 Views

What is Microsoft Copilot and how to use it? Learn how this AI assistant boosts productivity across Word, Excel, Outlook, and more.

What Is Microsoft Copilot and How to Use It?

Microsoft Copilot is an AI-powered assistant built into Microsoft 365 apps like Word, Excel, PowerPoint, and Outlook. It helps you write, edit, analyze, and create faster using natural language commands. Instead of spending hours on formatting or calculations, you can now type what you want — and Copilot does it for you.

So, what is Microsoft Copilot and how to use it? Think of it as a smart teammate built into your favorite tools. You can ask it to summarize an email, rewrite a paragraph, make a presentation, or visualize data — all with just a short prompt.

This is important because many people spend a huge part of their day working inside Microsoft tools. Copilot makes those tasks quicker, easier, and often better. Whether you’re a student, project manager, or small business owner, it helps you focus on thinking, not typing.

Let’s walk through how it works, how to set it up, where you can use it, and how real people are getting more done with it.

📚 Table of Contents

• 🧬 How Does Microsoft Copilot Work?
• 🧭 How to Use Microsoft Copilot?
• 🎯 Microsoft Copilot Where Can You Use It?
• ⚖️ Microsoft Copilot Advantages and Limitations
• 💡 Microsoft Copilot Use Case Examples
• 🧩 Microsoft Copilot Models and Their Use Cases
• ❓ FAQ

🧬 How Does Microsoft Copilot Work?

Microsoft Copilot uses large language models developed by OpenAI, integrated directly into Microsoft 365 apps. It processes your text input, understands the context, and delivers useful actions based on what you’re doing.

For example, in Word, you can ask Copilot to rewrite a section in a more formal tone. In Excel, you might tell it, “Analyze this data and give a summary.” Copilot understands your request and carries out the task without needing complex formulas or edits.

It works by combining your existing content with cloud-based AI. It keeps your files, emails, and meetings in context while respecting your privacy settings. So, when you wonder what is Microsoft Copilot and how to use it, the answer is simple — it’s like having an intelligent helper who knows your work.

🧭 How to Use Microsoft Copilot?

When I first tried Copilot, I thought it would be hard to set up. But it turns out Microsoft built it right into the apps we already use. Here’s a quick guide on how to access and use its features.

1. 💻 Make Sure You Have Microsoft 365

You need a Microsoft 365 subscription that includes Copilot features. Some business and enterprise plans offer it by default. Personal plans may not have it yet.

Go to your Microsoft Admin Center or account settings to check eligibility.

2. 🔄 Update Your Apps

Ensure Word, Excel, PowerPoint, and Outlook are updated to the latest versions. Copilot only appears in supported builds. You’ll know it’s active when you see a sparkle or “Copilot” icon in the toolbar.

3. 🧠 Use Natural Language Prompts

You don’t need code. Just type instructions like:
• “Summarize this email thread”
• “Turn this text into a PowerPoint outline”
• “Create a chart of sales by region”

This is the core of what is Microsoft Copilot and how to use it — plain language becomes powerful action.

4. 📝 Edit and Improve with Copilot

In Word, you can highlight a paragraph and ask Copilot to rewrite it, summarize it, or expand it. In Excel, you can select a table and ask for trends or forecasts. The results are instant and editable.

5. 📊 Visualize Data in Excel

Instead of typing long formulas, try prompts like:
• “Show a bar graph comparing Q1 and Q2”
• “Highlight top 5 products by sales”

Copilot builds the chart and explains what it shows.

🎯 Microsoft Copilot Where Can You Use It?

At first, I thought Copilot was only helpful for writers or analysts. But as I explored it more, I realized it works in nearly every part of Microsoft 365. Here are just some of the places where it shines.

1. 📝 Word

Use it to write emails, blogs, reports, or summaries. Tell it your tone, length, and topic — and it writes or edits instantly.

2. 📧 Outlook

Summarize long email threads. Draft replies. Clear clutter with one-click explanations of what matters most in a conversation.

3. 📊 Excel

Analyze complex data without formulas. Ask questions, get visualizations, and create insights that would normally take hours.

4. 🖼️ PowerPoint

Turn raw ideas into full slides. Type “Make a pitch deck for a new coffee shop” and Copilot generates slides, titles, and bullet points.

5. 📅 Teams

Summarize meetings, generate follow-up tasks, and prepare notes. It turns live discussion into organized action.

6. 📚 OneNote

Organize your notes, generate summaries, and structure your ideas with smart commands that save you mental load.

7. 🔍 Microsoft Loop

Collaborate with AI-enhanced blocks of content that update across your workspace in real time. It’s like Copilot for teamwork.

⚖️ Microsoft Copilot Advantages and Limitations

The first time I used Copilot, I asked it to write a one-page report on digital marketing trends. It took less than 30 seconds. I was impressed — not just by the speed, but by how accurate and well-written it was. Still, like every tool, it has its strengths and limits.

✅ Advantages	⚠️ Limitations
⚡ Speeds up daily tasks	🔒 Requires Microsoft 365 subscription
🧠 Smart context-aware assistance	🧾 Not available in all versions yet
💬 Works with natural language	🔍 Needs clear prompts for best results
📈 Makes data easier to understand	📤 Output still needs review or editing
🛠️ Integrated into tools you already use	📅 Limited offline functionality
🔁 Saves time across writing, emails, and reports	🧠 Not a replacement for human decision-making

•🎯 Best for: Professionals, students, managers, and creators using Microsoft tools daily.

•🧭 Recommendation: Use Copilot to enhance what you do best — writing, analyzing, presenting. But double-check outputs, especially for formal or legal use.

💡 Microsoft Copilot Use Case Examples

When you understand what is Microsoft Copilot and how to use it, it becomes more than just a feature — it becomes part of how you work. Let’s see how three very different people put it to use.

•📊 Marketing Manager – Olivia, 37, UK
Olivia manages weekly reports and campaign overviews. She used to spend hours gathering insights from Excel. Now, she types “Summarize ad performance by platform” and Copilot delivers visuals, trends, and a summary instantly. “It’s like having a second brain,” she says.

•✍️ University Student – Levent, 21, Türkiye
Levent writes essays and research summaries. With Copilot, he drafts outlines in Word, organizes notes in OneNote, and creates presentations in PowerPoint. “I just write a clear prompt, and it does the rest,” he explains.

•🧑‍💼 Project Coordinator – Naomi, 43, South Africa
Naomi handles tasks in Teams and Outlook. She uses Copilot to summarize meetings, respond to client emails, and prepare status updates. “It saves me hours — I feel more in control,” she says.

🧩 Microsoft Copilot Models and Their Use Cases

Copilot works using various models depending on the task and app. While users don’t need to choose the model manually, it helps to know what’s running behind the scenes.

⚙️ Model Name	🛠️ Best Use Cases
🤖 GPT-4 (by OpenAI)	Language generation in Word, Outlook, OneNote
📈 Excel AI Engine	Data interpretation, formula generation, visual insights
🎤 Teams AI Summary	Real-time meeting recap and task extraction
🖼️ PowerPoint AI Builder	Slide design, image selection, layout guidance

All of these models work together to deliver what is Microsoft Copilot and how to use it — with power, speed, and ease.

❓ FAQ – What Is Microsoft Copilot and How to Use It?

💬 Is Microsoft Copilot included in my Microsoft 365 plan?
• Only some plans include it. Check your account or contact your admin.

🔐 Is it safe to use?
• Yes. It follows Microsoft’s enterprise-level privacy and data protection policies.

🖥️ Do I need to install anything?
• No. It’s built into the apps when you’re on a supported version.

🧠 Do I need to know prompts?
• Just plain English works! You’ll get better results with specific questions.

📱 Can I use it on mobile?
• Some features are mobile-compatible, but the full Copilot experience is better on desktop.

📊 Is it better in Excel or Word?
• It’s powerful in both — Excel for data, Word for content creation.

📤 Can I undo what Copilot does?
• Yes. You can always edit or revert changes like normal.

📝 Can I customize Copilot outputs?
• Definitely. You can tweak tone, length, and focus with follow-up prompts.

🎨 Does it work with PowerPoint templates?
• Yes! It generates slides in your chosen theme or layout.

📧 Can it help me write better emails?
• Absolutely. It drafts emails based on previous messages and your intent.

🌟 Final Thoughts

By now, you understand what is Microsoft Copilot and how to use it in the real world. It’s more than just a tech feature — it’s a practical assistant built into tools you already use. Whether you’re writing, analyzing, planning, or presenting, Copilot helps you work faster and smarter.

🗣️ What Do You Think?

Have you tried Microsoft Copilot yet? Share how it changed your workflow in the comments below — we’d love to learn from your experience.

📚 Related Guides

• What Is ChatGPT and How to Use It?
• What Is CapCut AI and How to Use It?
• What Is Midjourney and How to Use It?
• What Is Perplexity AI and How to Use It?

📢 About the Author

At AIFixup, our team brings over 5 years of hands-on experience in conceptualizing, developing, and optimizing AI tools. Every piece of content you see on this platform is rooted in real-world expertise and a deep understanding of the AI landscape.

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