How to Use Microsoft 365 Copilot at Work Effectively (Full Transcript)

[00:00:01] Speaker 1: Hi, I'm Nick, and I'm here to get you started with Microsoft 365 Copilot. So you can use AI to analyze your documents, create documents and pictures, do research even with private information in your company, and use Copilot inside of applications like Word, Excel, and Outlook. Now, you may know that there are different versions of Copilot. There is a free version, which has some limitations, but there are also upgraded, more feature-rich versions that are now all included in Microsoft 365. You can buy a Microsoft 365 account for yourself as an individual, or you might work for a company or similar organization that manages an account for you. And if you're looking to learn the free version of Copilot, I have a separate video for that, and the link is in the description. But this video, the one you're watching now, this is a complete training course for people using Copilot in an organization. This is a longer video, but it's organized into 14 sections. You can use the YouTube chapter markers to jump directly to each one. In this first section, we're going to clarify which features you have and see how to get to Copilot. If you have a Microsoft 365 account managed by your employer or organization, then we're talking about a business or enterprise account. But even within those accounts, there are two levels. When we look at the pricing details, we see a baseline set of Copilot tools, which are available to all business or enterprise users. This includes access to a secure AI chat experience, which has enterprise data protection. And it also includes the option to use Copilot inside of some of the productivity apps, Word, Excel, PowerPoint, and OneNote, with some limitations. But for both business and enterprise accounts, there's the option for an additional upgraded subscription, which your company or organization can purchase for each team member. This is called Microsoft 365 Copilot. And this can be a little confusing because the baseline set of features is referred to as Microsoft 365 Copilot Chat. And the upgraded license is called Microsoft 365 Copilot. So very similar names, but the full license drops the word chat because it offers more than just the chat assistant. In this course, I'll usually refer to the full license as the full Microsoft 365 Copilot subscription. This enables the Copilot assistant in more productivity applications, including Outlook and Teams, and adds more features in Word, Excel, and the other apps. And it also enables grounding in your work data. That means Copilot can use private, secure information from your organization. So you can get help with tasks related to your email messages and chats, your shared documents, and information about your coworkers and meetings. Now, if you're not sure which subscription tier you have, I'm gonna show you how you can identify that in just a moment. And you can always talk to your company's IT department if you need the upgrade. If you already have the email address and password for your business or enterprise account, you should go to the Office website and sign in. So this site is the main portal for all of your Microsoft 365 apps and services, but this is also the Copilot website. Microsoft calls this the Microsoft 365 Copilot app. In this context, we're talking about a web app because everything works in the web browser. But when the chat option is selected on the left, you have the full Copilot chat tool here. This shield icon at the top tells you that enterprise data protection is in effect. This is included in all business and enterprise accounts. This means that you could ask Copilot to review information or analyze documents from your company, and that information will be kept secured and will not be used to train the AI models. But there's a link to read Microsoft documentation on that, and it's always good to check with your company's IT department before you depend on this. Back in Copilot, there's a switch at the top for work and web. Not all users will see this switch, and this is the quickest way to identify which subscription tier you have. If you see this switch, then you do have the full Microsoft 365 Copilot subscription. If you do not see the switch, then you have the baseline features. If we switch to the web mode, then you're using the baseline version of Copilot chat, which is grounded in web data. Unless you provide Copilot with a specific source file to analyze, it will answer any questions you ask using information it finds on the internet. People with the upgraded subscription, however, have the option to switch to the work mode, which grounds Copilot in your work data. So this is the core Copilot chat, and basically the front door to the Copilot experience. If you're new to Copilot or AI assistance in general, you should start by seeing how Copilot handles both simple and complex questions, how Copilot learns from you, and how to fact-check Copilot's responses. To start, if you have the work web toggle switch at the top, I wanna switch over to the web mode. With this set, Copilot will answer your questions based on information it finds on the internet, and it's a great way to get familiar with the tools. And I'm gonna start with a very basic question and get more complex as we go. So in the chat field, I'll type a simple question. What is the time difference between California and Italy? Just type your question, then click the Send button or hit the Enter key on your keyboard, then wait for the response. And after a moment, we get the answer. Now, of course, Copilot doesn't just answer questions. One of the many additional capabilities is that it can continue with an ongoing conversation and will remember the context. So I can ask a follow-up question here. I'll ask, what's the difference in August? And it answers based on that context. Great, I'm gonna ask another follow-up question. What's the difference between Europe and the UK? And it answers based on the existing context. It knows that we've been talking about time zones, so I don't have to specify that. So you can continue an ongoing conversation if you want, but whenever you want to start a new conversation and reset the context, you can click the New Chat button on the left or at the top. And in this new chat, I'm going to ask that same question. And because I started a new chat, resetting the context, it has a lot to say about geography and national affiliation. It does not assume that we're talking about time zones. So you can continue an ongoing conversation or reset the context. But Copilot also stores previous conversations. So in the panel on the left, you can find a list of previous chats. You can select one and continue with that context intact. But what if you don't want a conversation to be saved? Well, if you go to the New Chat button at the top, there's an arrow that opens a menu and you can choose the option for temporary chat. But pay attention to this information here. Depending on your organization's policies, even your temporary chats might be stored and may be accessible to your IT administrator. You can always discuss retention policies with your administrator, but you should not necessarily treat temporary chats as a privacy tool. But still, I've started to use temporary chats pretty often because most of the questions I ask, I just don't want to be stored in my chat history for later reference. It just keeps things cleaner. Next, I'm going to ask a more complex question, which will let us see more useful features. I could start a new chat, or in this case, I'm going to choose a chat from my history and continue with that context. And I'll ask, after the UK left the European Union, which exports from the UK to Europe were most affected? Now, before sending a more complex question like this, you might consider choosing a different mode from this menu. You can choose quick response for fast answers, but for more complex topics where you might question the accuracy of the answers, the think deeper mode will take more time to analyze a question and compare results from different sources to ensure the most accurate response. Now, you may see other options in this menu. And in fact, it's likely that you'll see different options from what we see in this recording. Microsoft works in partnership with OpenAI, so you may see the option to use chat GPT models, or you may see previews of new models that Microsoft is testing out. Or Microsoft might make different modes available for different subscription tiers. With that in mind, I'm going to choose think deeper, and then I'm going to send this question. And this will take significantly more time before giving me an answer. But when the response comes in, it's more detailed and more focused on accuracy. Next, we need to recognize that information Copilot finds on the internet may not be 100% accurate. To help with that, Copilot offers a way to fact check information. For a complex question like this, you will probably see citations. There are several citations through this response. You can point at a citation to see where Copilot found this information, or you can click a link to go to that site, read the original source information, and judge the accuracy for yourself. Or at the bottom of the response, there's an option for sources, which shows a complete list of all of the sources it used for this response. Just remember, some questions, like a question about time zones, is so basic and low risk that a quick response is probably as reliable as you would ever need. But when we use Copilot for tasks related to our job, we cannot simply depend on quick, unvetted answers from an AI assistant. The think deeper mode and fact checking the sources are two strategies to get more accurate results and to confirm those results. Next, you may have noticed the microphone button in the chat field. This lets you talk to Copilot using your natural voice. I'm going to start a new chat, then just click that microphone and ask my question. How does a cantilever bridge work? Is it the strongest, most reliable system for large span bridges? Then I can click the send button to send that question. Now, if you've ever used the free or the individual version of Copilot, you may have seen Copilot use a synthesized voice to be more conversational. At the time of this recording, Copilot in an organization does not use that synthesized response, but it's still easy to ask your question with your voice using the dictation tool. Now to finish up here, I want to go to settings. Near the top right, you can click the button with three dots to open the menu, then go to settings. In settings, we'll go to the category for personalization. And there's an option here for custom instructions. If there are any general rules that you want Copilot to follow for every response, you can put that here. You might tell Copilot to always give a brief response or always give long detailed responses with a summary at the end. Or you might tell Copilot that you work for an advertising agency and you want all of the answers to focus on that type of work. Just be aware that any instructions you put here will be applied to all Copilot responses, unless you come back here and change the instructions. And finally, also in the personalization section, there's an option for Copilot memory. As you engage with Copilot and it learns more about you, it can save that information in the long-term memory. What Copilot knows about you can help it provide answers that best meet your needs. You can delete individual memories here, you can clear all memories at once, or if you don't want Copilot to develop a long-term memory about your preferences at all, you can turn the Copilot memory feature off entirely. Many of the main features we've used here in the Core Copilot chat will continue to be useful as we use other Copilot tools. And at this point, you should be ready to jump in and start using the Copilot chat right away. By default, Copilot answers questions using information it can find on the internet. But for some Microsoft 365 Copilot subscribers, it can also use secure information from your organization to help with tasks. This is known as Copilot grounded in your work data. Now I'm already signed into the Copilot website. If you have signed in with your Microsoft 365 account for your organization, I want you to take a look at the top to see if you have the work web toggle switch. Users who have the full Microsoft 365 Copilot subscription tier will have this option. If you do not have the toggle switch, or if you have the switch set to web, then Copilot will find information from the public internet to answer your questions or complete your tasks. If you do have the switch, when you set it to the work mode, then Copilot is grounded in your work data. That means that Copilot can access private, secure information from your organization, including your email messages and chats, your shared documents, and information about your coworkers and meetings. So I could ask a question like this. When was my last meeting with Ava? And it finds information about a Microsoft Teams meeting from my calendar. Let's ask a more robust question. Are there any outstanding action items from my emails over the last three months with, and let's pause here. I could just type somebody's name as normal, but what if you don't know somebody's full name, or there are different people at your company with similar names? It's important that you direct Copilot to the right person. So instead of typing the name, you can click the plus button in the chat field and choose add work content. From here, you can search for a specific person, a specific file, a specific meeting, or email message. Or here's an even easier option. In the chat field, just type the forward slash key, then don't add a space. After the slash, just start typing in a person's name and it will search your company's directory. It found the person I was looking for, so I'll click on him. And now in the prompt, that person's name is underlined. So I know I've identified the right person. You can also use the slash key to search for a specific shared files or email threads. And now I can send that request. And this uses information about this person in my company's directory and my email communication with him to give me the response that I need. And in addition to the grounding in my company's data, I still have all of the other features that you might use in the Copilot chat. You can continue with follow-up questions. The chat is saved in the chats list and some responses will have citations. In this case, the citations direct me to actual email messages. I can point at the citation to see information about each one, or I can click on one to open that message directly in Outlook. For now, I'll close this and go back to Copilot. Next, I'll start a new chat and ask Copilot about one of my files. So I'll type from the items in the, and at this point I'll type the slash key, then start typing in the name of a document or a word that I think might appear in the name of a document. This searches through files I have stored or files that have been shared with me in Teams, SharePoint, or OneDrive within my organization. It found my product inventory, so I'll select that and finish my question. Which back-ordered or discontinued items would have the highest profit margin if we still offered them for sale? And here's that information from Copilot based on that document. We'll see more about using Copilot to analyze documents in another video. The key thing here is that you can refer Copilot to private internal company data if you have the Microsoft 365 Copilot subscription that enables the work mode. It's also important to know that Copilot uses the same permissions and security policies from your Microsoft 365 account to determine what information you can access. When I use Copilot, it can access my documents or documents that were shared with me. It can access my email messages, but it will not access information in other team members' email messages that did not include me. If you cannot access something in Teams or Outlook or OneDrive or any other Microsoft 365 app, then Copilot cannot access it for you. That privacy and security is built in. Now to finish, we know that the work mode can use secure information from my company, and we know that the web mode can use information from the internet. When you're set to the web mode, Copilot cannot use information from your organization. So does that mean that the work mode will not use information from the internet? Well, the answer is that you can control that with a setting. When the work mode is activated, click the button with three dots up at the top to open the menu. And from here, you can choose to enable or disable web search. To see how that works, I'll first disable the web search option. Then in a new chat, I'll ask Copilot, for the five most expensive items in my product inventory, identify the most popular competitors from other vendors in December 2025. Copilot tells me that web search is off, which can limit the relevancy of the results. Copilot does identify the five most expensive items from my inventory, but it cannot find any information about competitors because web search is off. So I'll start another new chat, then go to that menu, and I see that web search is turned on by default in new chats. So I'll ask that same question. In this case, it asks a follow-up question to get some clarity. So keep an eye out for that and answer any questions that Copilot asks you. And now we get the response I wanted because it did find information about competitors on the web. So you can use Copilot grounded in information from the public internet, grounded in private information from your organization, or both. But even if you don't have the work mode, you can still refer Copilot to specific documents. Of course, Copilot can find information from the internet, but what if you want to provide different specific information or upload a file for Copilot to analyze? It's pretty easy to do. Now, you don't have to switch to the web mode, but I will. I'll ask Copilot, which of our discontinued products have the highest profit margin? Give me a dollar amount. And I wanted to find this information from my inventory. I have that as a spreadsheet file. You can click the plus button in the chat field, and you can choose to upload a file or select a file from your Microsoft Cloud Storage. I'll choose to upload a file. Then I'll locate that file from my documents folder, select it, and choose open. And we'll give it a moment to upload. When that's done, I'll click the send button to send that prompt. It takes a moment, and it finds that information and answers the question. And I can confirm that it found that information from my spreadsheet because that spreadsheet is noted as a citation. Now, another way I use this quite often, actually, is to help me find information from product manuals. If you have something like a new camera, a computer, or some other complex product that has a user manual, you can usually download that full manual as a PDF from that company's website. You can then use that manual as a source in Copilot. This will let you ask Copilot questions about your devices without having to read the full manual. Next, let's try a picture. I'll start a new chat, and I could click the plus button and upload a picture from here, but you can also drag a file to the Copilot chat field. So from File Explorer, I'm going to drag a picture into Copilot and give that a moment to upload, then ask my question. Copilot is able to identify what's in the picture and answers my questions. And finally, let's put this to use and ask Copilot to not only analyze some files, but also create new files based on that analysis. I'll start a new chat, and first, I'm going to drag three pictures into the chat field. These will be my reference files. Then I'll tell Copilot to create a Microsoft Word document comparing these specific structures from an engineering perspective, explain how modern engineering practice is compared to the techniques used in these structures. I'll send that prompt and give it a little time. It gives me a link to download a Microsoft Word document. I can download that and open it up and take a look. And I want to emphasize that documents created by Copilot should be used only for reference or as a first draft. There's good information here, but it's just a starting point. Okay, let's close this and go back to Copilot. And let's see one more example. I'll start another new chat, and then I'll drag two documents to the Copilot field. One is our product inventory, and the other is my company's manual with policies for publishing material on social media. I'll just drag those right into the Copilot chat field. With those files referenced, I'll tell Copilot to create a PowerPoint presentation showcasing online social media marketing strategies for the lowest priced in-stock items from the product inventory. Refer to the social media manual and keep all strategies compliant with our company's social media policies. I'll send that prompt. It shows me some information to confirm. And in this case, it asks if I want it to create the file or make any changes. I'll just tell it to give me the final PowerPoint file. Keep an eye out for follow-up questions like this from Copilot. And here's the PowerPoint presentation, which I could download or open. This gives me a good format and some draft content that I can use for my presentation. And now you've seen how to use pictures or documents as source materials for Copilot. Asking Copilot questions or getting Copilot to analyze data is great, but Copilot can also create content. You've probably heard the term generative AI. So let's see how to use Copilot to generate drafts of text, entire documents, pictures, and even video sequences. Let's start with a draft of text. In a new chat, I'm going to ask Copilot to compose a draft of an email that politely but firmly informs a client that they are late with a payment and that the payment is expected by the end of the month. And that gives me text, which I could copy and paste into an email. Later in this course, we'll see how to use Copilot inside of Outlook, but not all users will have Copilot in Outlook. And there are other reasons why you may prefer to do this directly in the Copilot chat. Now, after generating a draft of text, you can follow up and ask for changes. You can ask Copilot to add specific information or change the tone. So I could tell Copilot to change the tone to be more friendly and remind them that they have not missed a payment in 10 years. And we see that revision. Now, aside from generating drafts of text, Copilot can actually generate full documents, which we saw a bit in another video. Let's go to one of my saved chats where Copilot found information for me about the UK and Europe. I'll ask Copilot to make a draft of a PowerPoint presentation that explains the core concepts we've discussed here. It gives me an outline and asks if I want to make changes or if I just want the file. I'll tell it to give me the file. You can ask Copilot to create Word and Excel documents as well. And once the file is ready, you can download it and open it and start working from that draft. This is an incredible start to a presentation and all based on research that Copilot helped me with. Of course, you should only use this as a starting draft, not a final product. Or if you want Copilot to do something different, you can close this and go back to the Copilot chat and ask for changes. Next, let's make a picture. And there are a few ways to do this. I'll start a new chat. And the quick way would be to go straight to the chat field and ask for a picture. I'll tell Copilot to make a picture of a suburban house with solar panels on the roof on a bright sunny day. This will take some time and then it gives me a picture. And the ongoing context works with this as well. So I can ask for changes to the picture as a follow-up request. So I might say, actually, how would that look at night and with an electric car in the driveway? This takes some time and then gives me the updated picture. Now you can even combine elements from different pictures. I'll drag a picture of myself to the chat field and I'll ask it to add me to the scene. Once you have a picture you like, you can point at it for more options. You can copy it so you can easily paste it somewhere else. You can download the picture as a file or you can click the edit button, which opens up Microsoft's image editing tool called Designer, where you can use several tools to make more changes manually. Now, another way to use this is to go to an existing chat. So I'll close this and I'll go over to the chat where I asked about the UK and European Union. I'll ask Copilot to make an infographic explaining the most important topics. This takes some time and here's that infographic. Now, if there's a specific style or other characteristic that you want for the picture, you can just tell Copilot in the chat. Or you may want to try a different technique entirely, something that gives you a little more manual control. On the left, you can choose the create option. There are categories where you can ask Copilot to make a picture, a video, an infographic and more, but there are also manual controls here. I could choose a style. So maybe I want a 3D rendered style. Of course, you can always ask Copilot for a specific style in a text prompt, but this helps you browse and choose. You can also choose different dimensions for the picture. So I want a wide picture. Then I'll describe what I want. I'll ask for a collection of office buildings with solar panels. This takes me to the designer interface as it generates the picture. And when that's done, if you want to make changes, there's a chat field, but there are also manual controls to change the style or size, as well as additional tools to add text or other elements. Of course, the controls to copy the picture or download it are here as well. And if you're finished, you can click the button on the top left to go back to Copilot. Then you may want to click the button in the top left here to open up the panel on the left. And next, let's look at the video option, but this may not be what you expect. I'll ask for a video about suspension bridges and click Create. This does not create an AI generated video clip. Instead, it uses AI to assemble clips from an existing library into sequences with music and narration, like a short presentation. And here's the video, and you can see it consists of separate different clips.

[00:27:12] Speaker 2: Stretching across rivers, valleys, and bustling cityscapes, suspension bridges stand as icons as well. This elegant system, a turning point, uniting technical innovation.

[00:27:23] Speaker 1: It's a bit like a PowerPoint presentation with video clips. And there's a button to open the video sequence in ClipChamp, which is Microsoft's simple video editing tool. From here, you can make changes to the sequence. The music, narration, and on-screen text are all separate elements that you can change or remove. You can even select a section of the narration and change the transcript, which will modify the voice narration. And this whole video sequence opened in a separate browser tab. So when you're finished, you can just close this tab to get back to Copilot. And finally, something that many people overlook is that Copilot saves the pictures and videos so you can find them later. On the left, you can choose the library, and we'll explore pages in another video. But if we go over to the Images tab, we see all of the images that Copilot has generated for me, unless I deleted them. You can download your pictures from here or open the menu to get options to edit or delete them. Now, we don't see videos here. However, you can click the Apps button in the sidebar on the left, then open ClipChamp from there. If you generate a video sequence and open it in ClipChamp, it will be saved here as a ClipChamp project that you can open and work on. But I'll just close that and go back over to Copilot. So Copilot can help you by generating drafts of text, entire documents, pictures, and more. I encourage you to go to the Create tab and try some of the other options. Microsoft Copilot saves your chat conversations so you can go back to them and continue at any time. But what about sharing research you've done with your teammates? What about organizing material from Copilot with information from other sources? There are two big features for saving, sharing, and organizing information with Copilot. We're talking about Copilot Pages and Copilot Notebooks. Just be aware, notebooks are only available to users with the full Microsoft 365 Copilot subscription. Now, first, I could start a new Copilot chat, or I could just go to my chats on the left and open one of my saved chats. At the bottom of every Copilot response, you will find some controls. The Share button will generate a link you can send to your teammates that will show them these same Copilot results. Or you could click the Copy button to copy the text of the response so you can simply paste it somewhere else, like in a document or in an email. But let's see this option to edit the response in a page. You could also think of this as saving the response in a page. But first, there are several responses in this Copilot chat. So I wanna scroll back to a specific response, then find those buttons under the response that I'm most interested in. And from here, I'll click that button to edit in pages. And now the Copilot interface is sort of compressed over to the left side. And on the right side, I have a new page that contains the content of that Copilot response. Pages give you a place to save, modify, or add to information that you've researched in Copilot. If you've ever used Microsoft Loop, you will find that the interface and the tool set is very similar. It's a good idea to go to the top and give this page a better name. And you can edit the content of the page. I don't need all of this information, so I'll delete what I don't want. And I could type new information to add my own notes or anything else I wanna save on this page. You can copy and paste content on a page. You can add pictures. And each piece of content that you have on a page is called a block. If I point at this block of text, a button with six dots appears to the left. This is a control handle. I can use this to drag a block around on the page to change the order, or I can click on that handle for more controls. Now, at the bottom of this page, I'm going to start a new line. But instead of typing some text, I'll hit the forward slash key. And that opens a menu where you can choose different types of blocks that you might want to add to the page. So if I wanted to create a new list or a table, I can choose that block type here, and then I can fill in the information. But for now, I'll just use the control handle to delete that block. One of the biggest benefits of pages is that you can easily share them. Click the share button at the top and you can create a link to this page. With the link created, it copies that link so you can paste it into an email or anywhere else. With that link, your teammates can get to this page and can see the research you've organized. You can also click the settings button when you generate a link. You can decide if your teammates can edit or only read the content. You can set an expiration date and more. For now, I'll just close this panel. So sharing is a big part of this, but organization is the other. In the top right, I can click the X to close this page. And let's think about how we can get back to that page later. Well, first, if you're looking at the copilot chat that you used to start that page, you'll find a link to the page in that chat. But a better way to access your pages is to use the library button in the sidebar on the left. In the library, with the pages tab selected, all of your pages will be listed and organized here. You can click on one to open it so you can view and edit that page. But there's also a button to create a new page from here. Or if you point at a page, a menu button appears, which you can open and find the option to delete that page. Now that we've seen how to work with pages, the next thing I wanna look at is a notebook. I'll go to the notebook option in the sidebar on the left and click the button to make a new notebook. I'm going to name this notebook company policies. And to start a new notebook, you need to choose information sources. You can choose from this list of recent files that you've used, including any copilot pages you may have. You could upload files from your computer or choose a file from your OneDrive. And you could even drag files to this panel. But I'm looking for two documents that are here in the recent list. My company's employee manual and my company's social media manual. As I click each one, they are added to the list below. You may want to choose several information sources and you can always add more later. But for now, my notebook has a name. It has some sources. So I'll click the create button. And the notebook is a place where you can perform research based on those sources. In other videos, we talked about how copilot can get information from the internet or from your work data. But in a notebook, it focuses on the sources you provide. It may still find supporting information and context from the internet, but the main source of knowledge are the documents that you provide. So I could ask, what happens when I'm late for work? It answers the question. And looking at the citations, I can see that it found that information from the employee manual. Just like any copilot chat, you can continue with follow-up questions or you can click the new chat button up at the top to reset. And a notebook works best when you go beyond simple questions. Think of this as a specialized research platform. So here's a slightly more challenging question, which may require information from more than one of my sources. Let's see what it says. And as I suspected, it has some information about conflict of interest policies from my employee manual and guidelines for social media posts from the social media manual. I'll click the new chat button up at the top to reset. Now on the main page, you can go to the references tab to add or remove information sources. And you can go to the chats tab to see previous copilot chat conversations. Or you can use the audio overview option. This generates an audio discussion related to the information in your sources. It's a lot like a podcast. You can choose the format, the style, or the duration. And there are a few different synthesized voices that you can choose from. But you can also write a prompt to give the conversation a specific focus. I'll tell it to focus on potential conflicts of interest related to social media strategies. But you could just leave this empty and get a general overview of your sources. This will take some time to generate, but I'll skip forward in time.

[00:35:24] Speaker 3: And let's hear a bit of this overview. Hey, glad you're here today. We're breaking down the world of Colvento's social media, specifically.

[00:35:34] Speaker 1: And I'll skip forward a bit here and listen to a little more. Right, like if you post something that sounds official, but HR or leadership hasn't actually reviewed it.

[00:35:44] Speaker 3: Messy.

[00:35:45] Speaker 1: The handbook also points out. And you get the idea. So you can listen to that full overview here, or you can save it to your OneDrive to check out later. If you close it here, you can open it again later by clicking on the play audio button up at the top. Or if you wanna set different parameters for the overview, you can click the customize button. For now, I'll just close this. Notebooks can be incredibly valuable for team collaboration. There's a share button up at the top, and you can invite your teammates to use the notebook. If you start typing a name in the field, it searches your company directory. Find the person you want and click on them. And of course you can add multiple people, and then you can invite them. They'll get an email with a link to the notebook. And when you're finished, you can just click the new chat button on the left to reset to the normal co-pilot interface. But that notebook is still there, and I'm waiting until I have more research questions about that topic. Take a look at the notebook section in the sidebar on the left. If you don't see the new notebook, just refresh the page. And then you could open your notebook from the side panel, or you can click all notebooks to see the full list of all of your notebooks. So now research and co-pilot is much more useful because you have ways to store, organize, add to, or share the information you've collected from co-pilot. And notebooks give you a space to focus and find insights on specific topics. And all of this can be shared with your teammates to enable collaboration and group research. If you ever find that you are making the same or similar requests in Microsoft Co-Pilot on a regular basis, you may consider setting up scheduled prompts. This is quick and easy, but scheduled prompts are only available to users with the full Microsoft 365 Co-Pilot subscription. Now at the top of the Microsoft 365 Co-Pilot website, you will need to use the work web toggle switch to switch to the work mode. In the work mode, Co-Pilot will use information from my organization. I'm going to ask Co-Pilot if it can find any outstanding action items that I haven't addressed from my email over the last month. I'll send that prompt and wait for the response. And this is incredibly valuable. This is a great way to see whether I've forgotten to handle something. And this would be very helpful to see every month or maybe every week or every two weeks. At the bottom of the response, you should click the button with three dots to open the menu. And we see there's an option to schedule this prompt. Just be aware, this option will only be there if Co-Pilot has identified the prompt as something that is repeatable. So if you don't see the schedule option, maybe try some different prompts until you have something that is more repeatable, then see if the option is there. I'm going to choose that, then basically set the schedule. Now, at the time of this recording, there is a limit to how many times a scheduled prompt will run. You can set it to run between one or 15 times. After that, you'll need to set up the scheduled prompt again, but those limits may change in the future. So make sure you look at your options here. And I think the most important setting is to have Co-Pilot send me an email when it runs this prompt. This will make sure I don't forget about it. Then I'll click save. It saves it here, and I can see any other scheduled prompts that I've set up. For now, I'll just close this. After a scheduled prompt runs, the next time you go to the Co-Pilot chat, it will be here in the list of saved chats. And of course, if you set up the email, it will show up in your email inbox as well. And if you ever need to delete a scheduled prompt, just click the button at the top with three dots to open the menu, then go to scheduled prompts. And there's a menu next to each one where you can delete it, disable it, or run it now. When working with an AI assistant like Microsoft Co-Pilot, one of the most difficult things, especially for beginners, is knowing which questions to ask or which prompts to use. So I'm going to share some techniques and some resources that I use to ask better questions and write better prompts to get better results from Co-Pilot. To write effective prompts, people often refer to the concept of prompt engineering. This is a set of strategies for great prompt writing. There are many resources to learn about prompt engineering, including several books. But to keep things brief and easy, I'm going to distill some of the key techniques. If you have a quick question for Co-Pilot, no problem. Just ask your quick question and don't overthink it. So I might ask a question like, where are the best locations for real estate development in Arizona? And I'll send that prompt. But this is actually not such a simple question, and we can get much more robust information by reworking the question. To do that, it helps to break that request into components. And here are some common components. Role, goal, context, expectations, and sources. These are common components used in prompt engineering. This is not the whole story. You may hear of other components, but let's start with these and see how I might rewrite the question. To start, I might write, you are an urban developer with 20 years of experience. I'm giving Co-Pilot a role. I want it to answer questions the way that person would answer questions. Next, I'll tell it, I want to identify locations that may benefit from retail and community-based redevelopment. This is my goal. The more detail you can offer in the goal, the more likely Co-Pilot will find information to achieve that goal. Next, I can tell Co-Pilot, your recommendations will focus mainly, but not exclusively, on the American Southwest region. I need to be aware of available resources, tax incentives, and government oversight. If I only want answers related to Arizona, I can specify that. If I want to expand to the Southwest region, I can specify that. Context gives scope to your request. Next, I'll tell Co-Pilot to give me detailed responses, but finish each response with a concise overview of the information in a bulleted list. These are my expectations, telling Co-Pilot what I want and how I want it formatted. Some people would identify the format and the tone as separate components, and that can be helpful, but I've rolled all that into my expectations here. And finally, consider sources you may have. If you just want Co-Pilot to find whatever information it can from the internet, you don't have to worry about sources. But if there are specific websites you want it to refer to, then tell Co-Pilot that in the prompt. If you have specific documents or pictures you want Co-Pilot to use as sources, be sure to add those. In another video, we saw how to include pictures and documents in a prompt. Using all of these components, we have a longer but much more effective prompt. I have that full prompt here written and ready to go in a new chat, including all of those components, and it finishes with the original question I wanted to ask. It certainly can take more time to write a robust prompt that uses each of these components, but let's see the results that Co-Pilot gives me. I think I got much more focused and useful results here. And you don't have to always use every component, just use the components that you think will be most helpful for your task. And we've also established valuable context, so I can continue in this chat with follow-up questions and more requests, which will all be addressed according to the context that I've set. Okay, so prompt engineering and breaking a prompt into components. Those are valuable, but there are more resources. I'll start a new chat, and you've probably noticed some suggested prompts below the chat field. These are common tasks that Microsoft knows Co-Pilot can help with. Looking at these suggested prompts or even trying some of them can help you learn what Co-Pilot can do. You can also click the See More button to see more suggested prompts. You can click on any of these to give them a try, and you may need to fill in extra information to complete the prompts, but once you do, go ahead and send it and take a look at the results. Even if you're not interested in this topic, it doesn't cost any extra to try them and start to learn how Co-Pilot works. Now, Co-Pilot also offers suggested follow-up questions. So even if you start a chat, Co-Pilot can help you explore additional angles. Next to our suggested prompts, there's a View Prompts button, which opens the prompt gallery. Or if we start a new chat, then click See More. At the bottom of all of these suggested prompts, there's a link here for the prompt gallery. This is a huge library of suggested prompts, and there are filters up at the top. So you can filter these down to specific types of tasks or specific types of jobs. And if you find any that you really like or that you want to take the time to explore later, you can click the bookmark icon to save it. Then you can switch to the Your Prompts tab at any time to try those saved prompts. The Co-Pilot prompt gallery and prompt engineering, or just breaking prompts into components, are great ways to learn how to communicate with Co-Pilot. Of course, there are other strategies, but do not underestimate practice and time. Think about how children learn to talk. They listen to people and try to talk little by little. And the same works with Co-Pilot. The more time you take chatting with Co-Pilot and paying attention to how it responds, the better the results will be. You can use Microsoft Co-Pilot entirely on the Co-Pilot website, but there are other options. Later in this video, we'll see how to use Co-Pilot inside of apps like Word and Excel. But first, in this section, we'll see how to work with the core Co-Pilot chat features inside of dedicated Co-Pilot apps instead of the website. I'm starting at the website for Microsoft 365 Co-Pilot, which is also the main hub for the Microsoft 365 subscription itself. Now, the official name of this website, according to Microsoft, is the Microsoft 365 Co-Pilot app. This can be confusing because we don't generally think of a website as an app. What might make this a bit more confusing is that there is a separate standalone application that comes with Windows with that same name, the Microsoft 365 Co-Pilot app. And there's also a mobile app for smartphones called the Microsoft 365 Co-Pilot app. It may help you to think of the website as the Microsoft 365 Co-Pilot web app and recognize that it's just one way of accessing these tools. Let's take a look at one of the alternatives, the Co-Pilot mobile app. If you go to the app store on iPhone or Android and search for Co-Pilot, you're likely to find an app called Microsoft Co-Pilot. But don't stop there. There will also be a separate app called Microsoft 365 Co-Pilot. The app that's simply called Microsoft Co-Pilot is for individual users with a free Microsoft account. And it offers a different version of Co-Pilot. The Microsoft 365 Co-Pilot app is the one that you need if you're using an account with your company, school or a similar organization. And this mobile app has almost all of the same features as the Co-Pilot website. The main focus is the Co-Pilot chat where you can ask questions or make a request. We can see the shield icon with information about enterprise data protection. There's a button to start a temporary chat. And if you have the full Microsoft 365 Co-Pilot subscription there's the toggle switch for the work mode and the web mode. And if you do choose the work mode, you can even go to the chat field, ask a question and you can type the slash key to search for a person, document, email message or meeting in your organization. And Co-Pilot can respond with information from your organization. There's a new chat button at the top when you want to start over or you can tap the button in the top left to open the side panel where you can access your chat history, your library, notebooks and creation features. There's a gear button for settings or you can tap your name to manage your account. So almost everything you might do from the Co-Pilot website can be done here in a mobile app that you can access anytime you're away from your desk. But back on our computer, if you're using Windows, there is a similar standalone app. I'll go to the start menu to the list of all apps and Windows comes with an app that is simply called Co-Pilot. But you may also see the separate app called Microsoft 365 Co-Pilot. This is the app that you should use with an account from your company, school or a similar organization. If you don't see the Microsoft 365 Co-Pilot app, you can go to the Microsoft Store app, search for it and download it there. But let's launch this. And there's really not much to talk about here because it's basically identical to the website. Sometimes I like to use this because I have other important work going on in my web browser and it helps to switch to a different application to use Co-Pilot. Now you may have heard that Co-Pilot is being integrated into Windows itself more and more. And at least at the time of this recording, most of that integration works through the standard Co-Pilot app, not the Microsoft 365 Co-Pilot app that we're working with here. But there is one thing that we should see. Many Windows computers have a Co-Pilot key on the keyboard. When you hit that Co-Pilot key, it opens the Co-Pilot app. Or if you don't have that key, you can use a keyboard shortcut. Hold the Windows key and tap the letter C. So by default, those keyboard commands open the basic Co-Pilot app. But if you prefer to have those keyboard commands trigger the Microsoft 365 Co-Pilot app, you can change that in settings. I'll go to the start menu, to settings, then to the category for Bluetooth and devices, then to the subcategory for keyboard. And there's an option here to customize what happens when you hit the Co-Pilot key or the keyboard shortcut. You can set it to open the basic Co-Pilot app. You could set it to activate Windows search, or you could click custom and then set it to open the Microsoft 365 Co-Pilot app. So I'll choose that and click select and close settings. And now when I hit the Co-Pilot key on the keyboard or that keyboard shortcut, it opens this Microsoft 365 Co-Pilot chat panel, not the full app. If your subscription supports the work mode, it will default to that mode, but there is a button here to exclude work data if you prefer. So I can ask it to summarize my recent emails with Liam. I'll put in that prompt, then hit the return key, and it shows me that information. Now at this point, if you want, there is a button to open the full Microsoft 365 Co-Pilot app. And remember, things are constantly changing. So the interface that pops up when you use the keyboard shortcut certainly may be different when you're watching this, but the option to change what happens when you use the shortcut will likely be there in settings. And finally, if you use Edge, the web browser that comes with Windows, Co-Pilot is integrated into the browser. In the Edge web browser, there's a Co-Pilot button in the top right. But before you click that, you should click the profile button. You can sign into the Edge web browser with a Microsoft account. And the account that you use here is the account that will determine how the Co-Pilot panel in Edge works. I am signed into the account that is managed by my company. So when I click the Co-Pilot button, I see the Microsoft 365 Co-Pilot tool set, which of course includes the chat field, but I also see the work web toggle switch at the top. And if I click the menu button on the left, I see the side panel with my chat history. So this lets you use Co-Pilot in the web browser without actually going to the website. So you can work with whatever websites you're working with in the main part of the browser, but still access Co-Pilot tools in the Co-Pilot panel. Of course, you can always work with the Microsoft 365 Co-Pilot app on the web, but if you are away from your desk and need a mobile solution, or if you prefer to keep Co-Pilot separate from the work you're doing in your web browser, you may wanna try one of the other versions of the Co-Pilot app. Co-Pilot can be used inside of Microsoft's productivity applications, including Word, Excel, Outlook, and more. This can supercharge and streamline your work because your AI assistant is always on hand, ready to offer help specifically tailored to the application that you're using. In this section, we'll start with the Co-Pilot assistant in Microsoft Word. If you start from the Co-Pilot website, you can click the Apps button in the sidebar on the left, and you can open the Microsoft Word app on the web, or you can launch the full Microsoft Word application installed on your computer. If you do launch the desktop application, I think it's a good idea to click the Account button in the sidebar on the left. Here, you should make sure you are signed in to Microsoft Word with the right account. I want the Co-Pilot features that come with my Microsoft 365 account that is managed by my company, so I need to make sure that I'm signed in here with that account. Then I'll go back to the homepage. I'll open my employee manual, and the first thing I want you to look for is the Co-Pilot button near the top right. That will be there whether you're using Microsoft Word on the web or in the full desktop application. You can click that to open the Co-Pilot panel right here in the Microsoft Word interface. Most applications that have Co-Pilot integration will have a button like this. It will be there for any user with a Microsoft 365 account. Now, with this Co-Pilot panel open, you can ask the same general questions you might ask in the Co-Pilot app, or you can ask for a summary or specific questions about the document you have open in Word. I'll ask Co-Pilot to explain the vacation policy. I can see it is searching this document, then it gives me the information that I needed, along with some suggested follow-up prompts. Or you can ask for help learning how to do something in Word. I could start a new chat, then I'll ask Co-Pilot, how can I divide this section into columns? And Co-Pilot explains how to do that. You could even ask Co-Pilot to help you draft some text, then copy the draft text from the Co-Pilot panel and paste it into your document. And that's about as far as you can go with the core features in a Microsoft 365 account. But if you have the full Microsoft 365 Co-Pilot subscription, then you will have significantly more Co-Pilot features in Word. Here in the Co-Pilot panel, you will see the Work web toggle switch at the top. You can switch to the work mode and start bringing in information from your organization. I'll ask, are there any conversations from my emails with Ava over the past three months that might conflict with policies in this manual? And I'll send that prompt. This is a request that combines information from this document with information from my email. It takes some time, but we get some valuable information. Next, there are several other Co-Pilot integrations available outside of this Co-Pilot panel. The rest of these are only available in the full Microsoft 365 Co-Pilot subscription. I'll reset and close the Co-Pilot panel, and then I'll start a new blank document. When you have a blank document, I want you to see that there is a Co-Pilot field at the top offering to write a draft for you. I'll tell Co-Pilot that I need a draft describing the engineering challenges associated with the construction of a cantilever bridge. It takes some time and Co-Pilot generates that draft. At the bottom, there's a panel where you can decide whether you want to keep this draft, delete it completely, regenerate a new version based on the same prompt, or you can use this field to ask Co-Pilot for changes. I'll tell Co-Pilot to expand on this. Give me a multi-page version with sections and a more formal tone. After some time, it provides a revised draft, which is significantly longer. Again, you can keep it, delete it, or ask for changes. If you click keep it, then the text will be added to the document and you can start making changes. It's very important that you treat this only as a draft, a starting point to give you ideas or help you figure out a structure. You should never consider this to be a final document ready for publication. Or in my case, I use it to generate sample documents for training sessions, something that looks real, but the actual content isn't really important. Next, I'm going to close this document and go back to the document we had open before, my employee manual. When you open a document, Co-Pilot offers a summary at the top automatically. You can open that to see more and you can change it to be brief or detailed. This can be very helpful when you need to get familiar with a long document quickly, but I'll click the arrow to shrink that summary away. Next, when I place my cursor in a paragraph in my document, there is a pencil icon with sparkles next to it. An icon with sparkles like this is another Co-Pilot indicator. This option can use Co-Pilot to rewrite this paragraph. Now, if your cursor is in a paragraph, the rewrite feature will only affect that one paragraph, or you can drag to select additional material, then click the rewrite button. You can use one of these suggested changes or type what you want into the prompt field. I'll tell it to expand this with more detail in a formal tone. And just like with the drafting tools we saw before, you can choose to keep this, which will add the new text to the document. You can choose replace, which replaces the original text you selected with the new version. You can choose to delete the rewrite or describe any changes you want. For now, I'll just discard this rewrite. So aside from the Co-Pilot panel itself, there are Co-Pilot tools integrated directly into the document editing interface in Word if you have the full Microsoft 365 Co-Pilot subscription. As you use Co-Pilot in Word and in other applications, keep an eye out for different Co-Pilot tools. It's difficult to summarize all of the options that Co-Pilot enables, so try some ideas and start getting familiar with what Co-Pilot can help with. Working with Co-Pilot in Excel is particularly interesting. It's incredibly useful for data analysis, but Co-Pilot's capabilities in Excel have changed many times, including some fairly significant changes. It's important to get familiar with how Co-Pilot works in Excel in general, but also be ready for things to shift. If you are working from the Co-Pilot website, you can click the apps button on the left and open the Excel app on the web, or if you have the full Excel desktop application installed on your computer, you can launch that. In the desktop application, you can click the account button on the left and confirm that you are signed into Excel with the right account. If you're working with a Microsoft 365 account that is managed by your company, you should make sure to sign into Excel here with that account, then go back to the home section. Now, Excel doesn't really have tools for drafting content, so I want to open an existing file, and let's open Co-Pilot here, and of course, we get a very familiar Co-Pilot chat interface with most of the same features you would find on the Co-Pilot website. You can make a general Co-Pilot request, or you can ask a question about the spreadsheet. I'll ask Co-Pilot, which are the top five items with the highest profit margin? It has to analyze the data in the spreadsheet, and it finds the answer, but let's try something else. I'll start a new chat, and I'll tell it to sort by retail price. For a request like this, Co-Pilot will not edit the spreadsheet directly. It may give you that information in the chat panel, or it may offer to give you a version of the Excel file that you can download, which will show those changes, but it will not edit the current spreadsheet directly. But don't give up. If you do want to go beyond simple questions, you can use the agent mode. In the past, you might have used Co-Pilot app skills, but those features are now rolled into the agent mode, and the app skills feature is no longer there. So I'll start another new chat, then click the tools button in the chat field and switch to the agent mode. And now I'll tell it to sort by retail price. And after a moment, it makes that change. I can see the data in the spreadsheet is now sorted according to the price in the retail price column. If you used app skills in the past, you may be used to Co-Pilot asking you to approve the change first, but now the agent mode will make the change directly. Of course, you can always undo the change or ask Co-Pilot for something else. I'll ask it to filter to only show accessories. In the category column in my spreadsheet, there are several different types of products. Some of them are listed as computer accessories. Co-Pilot can identify those items and filter the spreadsheet down to only show those. It's only showing inventory items that are identified as accessories. I'll reset by telling Co-Pilot to clear the filter. And let's explore a few more things that we can do. I want it to automatically label certain data. So I'll tell it for each item with a profit value higher than $100, color the row in green. Co-Pilot will calculate the profit for each item because that value is not in the sheet. The wholesale price and the retail price are in the sheet. So Co-Pilot decides it's able to calculate the profit based on those values. Then it applied conditional formatting, which is a tool for applying a color or other formatting element to specific cells based on specific conditions. But I didn't ask for conditional formatting. I didn't need to. It doesn't matter if I know how to do conditional formatting myself, or even if I know what conditional formatting is. I asked Co-Pilot to do a task using natural language and Co-Pilot decided how to do it. We can see that the conditional formatting has been applied. The items with the highest profit value are now green. Let's add that profit information so we can see it. So I'll tell Co-Pilot to calculate the profit margin for each item and add that to a new column. Earlier, I said that Co-Pilot in Excel cannot draft new content like in Word, but the agent mode can add content to a spreadsheet based on calculations or insights. I can see that it has now added that column for the profit margin. Next, I'll tell Co-Pilot to make a table showing how much profit we're missing out on for the items in each category that are backordered. And when it's done, we see a new tab at the bottom of the workbook, which shows that table. Or you can ask for a chart or a graph or many other things. And the agent mode is capable of far more powerful actions than these. The agent can go out on the web and perform research based on your requests. It can create spreadsheets based on research, project trends from your data, and generate dashboards full of graphs and metrics to help you analyze your data. As an example, I can ask the agent mode to analyze my inventory spreadsheet and create a dashboard to help me understand how much profit we're losing from the items that are backordered and offer advice to help me decide when we should restart production. A request like this can take several minutes, but it can be a great way to get insights and have co-pilot build tools to help you review and analyze your data. You can see I now have a new tab in this workbook with a detailed dashboard with several different tables and tools that will help me analyze my inventory, including recommendations for the goals that I described in the prompt. And if any of the values change in the spreadsheet, those changes will update here. So if you just have questions or need some insights about your data, you can use the normal co-pilot chat. But for anything that requires a change to your workbook, you'll need to use the agent mode. The agent mode can be very powerful, but it also has the ability to make significant changes to your workbooks, so use it with caution. And remember, you can always undo anything that doesn't look right. Next, we'll switch over to PowerPoint and we'll see how co-pilot can generate presentations for you, help you modify existing presentations, or help you get insight into information in your slideshows. So to start, I'll launch PowerPoint and we'll find that co-pilot in PowerPoint is most similar to co-pilot in Microsoft Word. If we just open a presentation or start a new presentation, make sure the home ribbon is selected and then there's a co-pilot button in the top right to open the co-pilot panel. Here, we have most of the same tools and you can make the same types of requests that you would on the co-pilot website. Or you could ask for a general summary or ask specific questions about the presentation. I'll ask it to list the different types of documentation covered in this presentation. I'll give it a moment and we get the answer. In the past, one of the most time-consuming aspects of making a PowerPoint presentation was finding stock images for the slides. But with co-pilot, you can select a slide and in the co-pilot panel, ask it to make an infographic based on the information on this slide. It will take some time to generate the image. And when the picture is ready, you can always continue the chat and ask co-pilot for changes. Or if you like the picture, you can point at it, you'll see some controls will appear and you can click the insert button to add it directly to your slide. If the design panel opens, you can use those suggestions or just close that panel. And for now, I'm just going to resize and position this graphic on my slide. So what we've seen here in the co-pilot panel is available to all users with a Microsoft 365 subscription. But you will find more options if you have the full Microsoft 365 co-pilot subscription. To see that, I'll close this presentation and start again from the homepage. We can create a new presentation or if you have the full subscription, you'll see the option to create with co-pilot. This gives you the option to describe the details of the presentation you want and co-pilot will generate a draft. I'll tell co-pilot to create a presentation that promotes our five highest priced items for winter theme promotion event. Choose items from the, and this is not required, but I can reference files from my organization. So I'll type the slash key, then search for our product inventory. I see it here in the results, so I'll select that, then continue with the rest of the prompt. I'll add more detail describing specifically what I want in this presentation. And when I'm ready, I can click the send button or hit the enter key and give it some time. After a moment, it asks me to choose a style based on existing PowerPoint templates. I'll choose one of these. Then I have to decide if I want co-pilot to use AI to generate new pictures or use pictures from the Microsoft 365 stock image library. I'll leave it set to AI images and I'll choose an image style. And these steps have changed even since the last time I demoed this. So keep an eye out for things that might work a little differently. When you're ready, click generate slides. Again, this will take some time, then co-pilot generates the presentation. You can choose to keep it or discard it. Of course, it's important to stress that this is only a draft that you can use as a starting point or to help you unlock ideas. It should never be used as a finished product. For now, I'm going to discard this. And since we discarded it, it reverts to what we see when we make a new blank presentation. Above the slide area, there is a co-pilot button. It does not have the co-pilot icon, but does have the sparkle graphics. From this menu, you can go back to that option to create a presentation with co-pilot, or you can just use co-pilot to generate a single slide. But also in the home ribbon, there's a button to make a new slide with co-pilot. So even if you have a presentation that's already been built, you can use co-pilot to add more slides. So once again, I'm going to open an existing presentation. And with a full presentation open, we still have the option in the home ribbon to add new slides with co-pilot and that menu above the slides. Now, one interesting option in this menu is the feature to translate a presentation. Word and Excel do not have a feature like this, but I'll choose that, then choose the language that I want to translate to, then click translate. And now I have the Italian version in one window, but I still have the original version in another window. I'll close the translated version and I'm not going to save it. I think the key to understanding co-pilot in PowerPoint is to remember that generally the co-pilot panel is not really used for making content. It can help you generate pictures and it can even draft text that you could copy and paste onto a slide. But if you want co-pilot to help you create new slides, sections, or entire presentations, you will need the additional integrations that come with a full Microsoft 365 co-pilot subscription. Outlook is one of the productivity applications where you can use Microsoft co-pilot in the application window. Let's see how to triage your inbox, generate email drafts with co-pilot, or get summaries of your email messages. So to start, I'm going to launch Outlook. And like in many other applications, there is a co-pilot button in the top right. I want to start there and open the co-pilot panel, which shows us a familiar co-pilot chat interface. If you do not have the full Microsoft 365 co-pilot subscription, then this panel is the only co-pilot feature you'll see in Outlook. If you do have the upgraded subscription, then you will see the work web toggle switch at the top of the panel. So if you have that switch, it also means that you'll be able to use all of the other co-pilot features that we'll see in this video. Starting with this, if you switch to the work mode, then co-pilot can access private data in your organization, including your email. With the work mode set, you can do a lot of email triage work right here. So I'll tell co-pilot, you are my personal office assistant. I need you to review my email for the last two months and give me an overview of the topics that were discussed. I need to see topics organized by priority, group them by high, medium, and low priority. After each grouping, give me a list of messages that I have not responded to, or I may need to follow up on. Highlight anything that includes, and I want co-pilot to put special emphasis on a specific person. So I'll type the forward slash key, then start typing in a person's name, which will search my company directory. It found that person, so I can select him, and he has been identified in this prompt specifically. Now this is kind of a long prompt. You could use a shorter prompt, but if you've watched the other videos in this course, I hope you've identified some prompt engineering components that I've worked in here. I've given co-pilot a role, specific instructions, and context. So let's see what we get. This is a pretty powerful way to triage my inbox. I have follow-up actions as well as notes related to the specific person I wanted to highlight. Each of the citations in this response is a link directly to an email message in Outlook. So this works in Outlook, but the co-pilot panel is a bit small. If you prefer, everything that we've done so far will also work in the standalone co-pilot app or website. And if a prompt like this is useful to you, you can use the scheduled prompts feature to repeat it, maybe every week or every month. Now let's see some features that will not work on the main co-pilot website. These are things that you will need to do inside of Outlook. For example, you can also open up specific messages or threads and then ask co-pilot for help. So I'll open this thread discussing our plans for our volunteer day event. And now I can make a request in the co-pilot panel that refers to this message. So I'll start a new chat, and then I'll tell co-pilot to refer to the, and then I'll type the forward slash key and search for our company's social media manual. So in addition to the email thread I have open, I'm also going to refer to information from this document. Continuing, I'll ask co-pilot, what sort of marketing announcement should we make on social media about volunteer day? I'll send this prompt, and it gives me some strategies and drafts of social media posts that I can use to promote the event that we discussed in this email, which are compliant with my company's social media guidelines. So the co-pilot panel inside of Outlook can help with requests related to a specific message. Next, I'll click the new chat button to reset, then I'll just close the co-pilot panel. And I'll open this email thread where we discussed the Q1 launch readiness. There are several messages and replies in this thread. There's a summarize button above the email thread, or if you open the menu next to the co-pilot button, there's a summarize option there as well. I'm going to click the summarize button at the top of this thread, and it gives me a full summary. This will work with any email message, but it's most useful for long threads with lots of replies. For now, I'll just click the X to close the summary. And next, since co-pilot is able to write drafts of text, it can help us draft new messages or replies to messages. You could open the menu next to the co-pilot button, and there's an option there to draft a reply, or you can use one of the suggested replies that appear below a message, or click the reply or reply all button on a message. And in the email body, there is a write with co-pilot button. When you click that, you get a prompt field where you can describe the draft you want, or you can choose one of the suggested prompts here. I'll tell co-pilot to draft a response that congratulates everybody on the good work they've done, refer to specific achievements listed in this email thread, use a friendly but professional tone, and write the response in one concise paragraph. Sometimes it's easier to describe your priorities to co-pilot, then let co-pilot give you a draft that you can use as a starting point for your response. And here's that draft. I can choose to keep it, discard it, or give co-pilot instructions for how to revise it. I'll choose to keep it. So you can ask co-pilot to write a draft for you, or co-pilot can help you revise a draft that you've written. Of course, co-pilot wrote this draft, but for the moment, let's imagine that I wrote it. As long as your cursor is in the paragraph of text, you can click the write with co-pilot button on the left, and there are various options to make this text longer, shorter, or change the tone. Or you can choose get coaching. You can choose that here or open the menu next to the co-pilot button and choose coaching there. This gives you a detailed analysis of the draft organized in categories like tone, reader sentiment, and clarity. You can read through all of these suggestions to help you decide if you want to make some changes. So co-pilot can review important drafts and point out potential problems before you send them. There is an option here to apply all suggestions at once, but I don't think that all of the suggestions will fit every scenario. So it's best to take them one at a time. For now, I'll dismiss this and I won't make any changes. And finally, there's one more important option in co-pilot settings. You could open the menu next to the co-pilot button and choose settings there, or you could click the gear button at the top of the Outlook interface, then go to the co-pilot section here in settings. And you can completely disable co-pilot here if you want, but more importantly, you could go over to draft instructions. It's good to tell co-pilot the length, style, and tone you want when you ask it to write a draft reply. But what if you want the exact same length, style, or tone for every message you write? In my case, I set these instructions telling co-pilot to use a friendly but professional tone, draft responses in a single concise paragraph, and include thank you somewhere in the message. So whenever I ask co-pilot to write a draft, I can skip those instructions or components and go straight to the main request. And this only applies to drafts in Outlook, but it can be a big time-saver. I hope you'll use some of these techniques and use co-pilot to triage your inbox, get insights about your messages, or help you write drafts in Outlook. Microsoft Teams is the communication and collaboration tool that offers online video meetings, private group chats, and a messaging platform for team groups. And with the addition of the full Microsoft 365 co-pilot subscription, all of those communication tools can be streamlined with the co-pilot AI. So in Microsoft Teams, we will start in the chat section. Within the chat section, you should see a co-pilot chat option. This takes you to an interface that is nearly identical to the co-pilot app or website. You can chat with the co-pilot assistant here, and you should also look at the top and check for the work web toggle switch. If you see that switch, then you do have the full Microsoft 365 co-pilot subscription which also enables all of the other co-pilot features we're about to see in Teams. If you do not have the full subscription, then this co-pilot chat will be your only co-pilot feature in Teams. Let's see some of the features that are included in that upgraded subscription. I'm still in the chat section, and I'll go to a private chat conversation I've had with one of my teammates. With the chat conversation selected, you will see a co-pilot button near the top right. Click that to open the co-pilot panel. And this is the same co-pilot chat we've used before, including the work web toggle switch at the top. But in this context, you can get information about this specific chat conversation. I could ask for a summary, and it gives me a detailed summary. Or I could ask a direct question, and co-pilot will find that information from the chat messages. As always, you can upload files to reference in your request, or with the work mode selected, you can type the slash key, then search for a person, document, meeting, or email from your organization. So I could reference our employee manual, then ask co-pilot if this conversation is compliant with the policies in that document. Next, I'll close this co-pilot panel, then write a response in this chat with my coworker. In this case, I'll write something that may sound a bit aggressive. Within the message field, there is no option for co-pilot to write a draft like we would see in Outlook, but there is a co-pilot tool to rewrite a message. I could let co-pilot do an automatic rewrite, I could choose a specific length or tone for the rewrite, or I can click custom to open a prompt field so I can describe what I want. I'll tell it to make this sound less aggressive. Then we'll see how co-pilot rewrites this, and this looks good. So I can click the replace button to replace the message I wrote with the rewritten version. So you can use the rewrite tool here in a chat conversation, or if you go to a team channel and post a message there, the rewrite option is available there as well. But I think the most popular co-pilot feature in Teams is when people use co-pilot to analyze and summarize video meetings. I'll go to the calendar section, and I could join a scheduled meeting on my calendar, or I could start a new meeting. I'll start a new meeting here. I'll make sure that my camera and audio are all set up, then I'll click join now. Of course, I'll be the only person in this meeting, but we can see what we need to see. In the toolbar at the top, there is a co-pilot button, but if I click on that now, it tells me it's not going to work because the transcription has not been recorded. In order to use co-pilot during or after a meeting, you have to have a transcription running for at least five minutes. Now I could start the transcript here, or I could go to the more menu. I could go to record and transcribe, and I can click start recording. And if you start recording video of the meeting, it will start the transcription as well. And there's also an option to start the recording automatically when you schedule your meetings. If the transcript has been recording for five minutes or more, then you can use co-pilot within a meeting. So anybody in the meeting can click the co-pilot button up at the top. It will open up the co-pilot panel where you can ask direct questions about the meeting or ask for a summary. Or if you're late to a meeting, you can ask what you missed. Now that's not going to be helpful in this particular meeting because there's nobody else in the meeting, but I think this is most helpful when you want to get information about a meeting after that meeting has ended. So I'm going to leave this meeting. And looking at my calendar, I'll find a meeting that I had with my teammates earlier today. You can always use the arrows at the top of the calendar to go to previous weeks and find old meetings, but I'll just use this meeting. So find any previous meeting on your calendar, click on it, which will open this panel, and there's an option there to view the recap. The recap will show you any files that were shared during the meeting or any chat messages that were sent. But if the meeting was recorded, you will see that video recording here as well. And if you have the full Microsoft 365 co-pilot subscription you will also see an option for the AI summary. So I can read the summary of the entire meeting here. And more importantly, you'll see the button to open the co-pilot panel. And from here, you can ask direct questions about what was discussed in the meeting. I'll ask, who is the new lead we discussed? Was there anything I had to do for them? So if you're not remembering something that was discussed in a meeting, co-pilot can help you find it. The recap, AI summary, and co-pilot panel can help me find important information from a meeting after it has ended. And you can see why I like to record my meetings whenever possible. Now, there's one last thing I want to point out. Your chat messages, your conversations in team channels, and the contents of your recorded meetings are all private data stored and protected within your Microsoft 365 organization. But users with the full Microsoft 365 co-pilot subscription can access their company data within the co-pilot chat. So if we go to the main co-pilot app or website and make sure that the work mode is enabled, we can ask co-pilot questions about our meetings, chats, and messages from Teams. I'll ask about clients that Garrick has been working with. Co-pilot was able to answer that question. And looking at the citations, we can see it found that information from a meeting in Teams. So as long as a meeting was recorded, co-pilot can use that information. Of course, privacy and permissions are all in place here. When you use co-pilot, it can find information from meetings that you attended, but it cannot find information from meetings that you are not involved in. Co-pilot can only search the data that you have permission to access from your account. And that brings us to the end of our complete training course on using co-pilot in Microsoft 365 for a business or enterprise. We covered a lot of ground here, but you can always use the chapter markers in this video to go back and review any of the sections individually. As always, you should remember that things will change in co-pilot. Microsoft will be adding new features and changing the interface over time. But if you just keep an eye out for a few small changes, the features and concepts that you've learned here should help you get running. For more videos like this and to continue learning, be sure to subscribe to this channel.