How to Use Microsoft Copilot in Word

The advent of artificial intelligence is revolutionizing the way we work, and the productivity sector is no exception. Among the most innovative solutions is Microsoft Copilot, a digital assistant integrated into the Microsoft 365 suite. Since Microsoft made its Copilot assistant available to the general public, countless companies have begun discovering the benefits of this technology in applications ranging from Excel to PowerPoint. But what can Copilot do for those who spend hours in front of Word?

In this article, we will explore the potential of Microsoft Copilot in Word. We will discover how it can help overcome writer's block, better structure content, summarize long texts, and much more. We will also analyze some practical tips to optimize your work with this AI assistant and get the most out of its features.

Brief introduction to Microsoft 365 Copilot

Microsoft 365 Copilot is an innovative digital assistant based on generative artificial intelligence, designed to revolutionize the way we work within the Microsoft 365 ecosystem. This powerful tool leverages large language models (LLMs) to offer advanced and personalized support in various applications, including Word, Outlook, and Excel.

In Word, Copilot acts as a true intelligent co-author. It can generate new content from simple ideas or drafts, helping users overcome the blank page and bring their thoughts to life. Its ability to rewrite existing texts, transform text into tables, and summarize long documents, and generate images directly inside the document, makes it a valuable ally for those working with large volumes of text. Additionally, Copilot offers targeted suggestions to improve the style, clarity, and coherence of your writing, allowing you to create professional, high-quality documents.

Copilot's potential extends beyond simple writing. In Outlook, for example, it can help compose effective and concise emails, summarize long conversations, and manage emails more efficiently. In Excel, it simplifies the creation of complex tables and charts, deeply analyzes data, and provides useful insights for making informed decisions.

But Copilot's capabilities don't stop at individual applications. Thanks to Copilot Chat for Microsoft 365, you can ask questions that draw simultaneously on multiple sources across your ecosystem: documents in SharePoint, emails in Outlook, conversations in Teams, files in OneDrive. Imagine asking for the current status of a project and getting a concise answer built from the latest email exchanges, project documents, and Teams meeting notes. All of this happens securely, without any data leaving your organization's protected environment.

Copilot is designed to adapt to the specific needs of each user. Through Copilot Studio, the low-code platform included with Microsoft 365 Copilot subscriptions, you can customize your AI assistant, choose from various interaction modes and set personalized preferences. Additionally, Copilot is integrated with Microsoft's robust security, identity, and privacy features, ensuring the protection of sensitive data and compliance with current regulations.

The integration of Copilot within Microsoft 365 represents a significant step toward a future where artificial intelligence actively collaborates with humans to enhance their capabilities and optimize workflows. With its ability to learn and adapt to individual needs, Copilot has the potential to become an indispensable tool for professionals and students across all sectors.

How to activate Copilot in Word

Leveraging the power of artificial intelligence for writing with Microsoft Copilot in Word is simple and quick. Let's go step by step to activate the service.

Prerequisites for activating Copilot

• Microsoft Copilot 365 subscription: An additional subscription to the existing Microsoft 365 plan, the cost varies depending on the plan chosen.
  ‍
• Compatible Microsoft 365 plan: E3, E5, Business Basic, Premium, or Standard, or a Copilot Pro subscription (for personal use with Microsoft 365 Home/Personal).
  ‍
• Microsoft Entra ID account: Requires a Microsoft Entra ID account for authentication.
  ‍
• Relevant access and accounts: OneDrive (for sharing and saving documents) and SharePoint (for shared company files).

Steps to activate Copilot in Word

1. Administrator activation

• Microsoft 365 administrators can activate Copilot for users through the Microsoft 365 Admin Center.
• Access the Microsoft 365 Admin Center and select Billing > Licenses.
• Choose Copilot for Microsoft 365 and purchase licenses for the desired users.

2. User self-activation

• Users can activate Copilot on their own from the Word app.
• Open Word and follow the on-screen instructions to activate Copilot.

3. User account configuration

• Make sure users have the necessary accounts: OneDrive (for saving and sharing documents) and SharePoint (for shared company files).
• Assign Copilot licenses to users via the Microsoft 365 Admin Center or wait for automatic assignment.

4. Customization of settings

• On first use, Copilot will guide users through setting up privacy and security settings.
• Refer to Microsoft documentation for more details on managing privacy and security in Copilot.

NOTE: The availability of Microsoft Copilot features may vary based on the Microsoft 365 plan and geographic region.

How to use Microsoft Copilot in Word

Method 1: toolbar

1. Open Word and ensure you have the latest version installed.
2. Locate the Copilot icon on the toolbar or in the ribbon at the top right.

3. Click the icon to open a panel dedicated to interacting with Copilot in Word.

4. Interact and write "Insert commands," or request suggestions to receive personalized real-time assistance.

When you open a blank Word document, Copilot activates directly in the writing area with a built-in prompt box. There's no need to open side panels; just describe what you want to create (for example, 'Write a sales proposal for a client in the retail industry') and Copilot will generate a complete draft in seconds. You can also enrich your request by linking existing files: type '/' followed by the name of the document you want to use as a reference, or use the Reference a file button (available with a Microsoft 365 Copilot license) to include up to 3 existing files as the basis for your draft. For drafts that need more references, type / in the prompt and you'll be able to link up to 20 items across files, emails, and meeting recordings.

Once Copilot has processed the request, you can choose to keep the result, ask for an alternative version, or discard it entirely. If the tone or content doesn't convince you, simply type an additional instruction directly in the text field to refine the draft. For example, you can ask Copilot to change the register or expand on a specific point.

Advantages

• Intuitive and immediate to use.
• Perfect for beginners.
• Activation in seconds, so you don’t waste precious time.
• A smooth experience that minimizes complexity and lets you focus on content.

Disadvantages

• Requires an updated version of Word for optimal experience.

Method 2: contextual menu

1. Open a Word document.
2. Choose a document to work on.
3. Right-click anywhere in the document.
4. Find Copilot.
5. Look for the option "Copilot Suggestions" or similar in the menu.
6. Select the option to activate Copilot in Word and take advantage of its targeted suggestions.

Advantages

• Efficient and quick to use for instant assistance.
• Access in seconds.
• Always at your fingertips.
• Usable by anyone, regardless of experience level.

Disadvantages‍

• Availability may depend on the version of Windows and Microsoft Office in use.

Method 3: keyboard shortcuts

1. Open a Word document; you can use an existing one or create a new one.
2. Shortcut: on Word for Windows, press ALT + C to open Copilot directly in the document (available on Microsoft 365 version 2606 or later, currently in Italian on Word with rollout underway). Alternatively, press F6 to move focus to the Copilot button and then use the UP arrow to scroll through available suggestions. These are quick ways to keep your hands on the keyboard.
3. The Copilot suggestions panel in Word will open automatically.

Advantages

• One of the fastest and simplest methods to maximize productivity.
• Reduces mouse usage for greater comfort and optimized workflow.

Disadvantages

• Availability may depend on the version of Windows and Microsoft Office in use.

Copilot in Word: How it can help us?

Use Microsoft Copilot in Word for writing texts

Overcome writer's block and create high-quality content in no time. Start a new blank document and click the Copilot icon. Clearly and precisely describe your project, such as "Write a marketing email to promote our new product." Copilot will analyze your requests and automatically generate a draft of the text. Not satisfied? No problem! You can regenerate the content, modify it, or add it to your document with a simple click. Provide additional instructions, such as "Make the tone more informal" or "Add a catchy introduction," and Copilot will refine the text based on your needs.

Get even better results by providing Copilot in Word with as much information as possible. Attach reference files, such as a company brief or a newspaper article, to enrich the creative process and generate content perfectly aligned with your style and work context. Copilot in Word does more than create new texts. The "Inspire Me" function suggests new content to add to an existing document, leveraging the information already present.

Are you working on a document you've already started and need to expand it? Copilot in Word is a valuable tool here too. Move to a blank line, activate the icon or the Copilot button, and describe the content you want to add: a new section, a paragraph of deeper detail, a concrete example. Copilot takes into account what you've already written and generates text consistent with your style. You can keep it as is, ask for a different version, or refine it directly before inserting it.

Microsoft Copilot in Word is the ideal tool for:

• Writers of all levels: From beginners to experts, Copilot in Word provides personalized assistance to improve writing and productivity.
  ‍
• Professionals: Create effective emails, impeccable business reports, and engaging presentations with the help of Copilot.
  ‍
• Students: Copilot in Word helps you write complete summaries, conduct research, and complete assignments quickly and accurately.

Use Microsoft Copilot in Word to rewrite texts

In addition to generating new texts, Microsoft Copilot in Word proves to be a valuable ally for rewriting, reviewing, and optimizing your existing content. Let's take a detailed look at its features, exploring the different ways it can help you perfect your documents.

Perfect your style

Example 1: Rewrite a business email

Imagine you’ve written a business email that sounds a bit too formal. Select the text and activate Copilot. Choose "Rewrite" and you’ll get several options to make the message friendlier and more engaging. Copilot might, for example, suggest replacing phrases like "Dear Mr./Mrs." with a simple "Hi" or "Good morning," or using more colloquial and direct language.

Example 2: Improve a blog post

Have you written a blog post but are not satisfied with the style? Select the text and activate Copilot. Choose "Rewrite" and you’ll get suggestions to make your writing smoother, more concise, and engaging. Copilot might suggest eliminating redundant phrases, simplifying sentence structure, or using a richer vocabulary.

Adjust the tone of your message

Example 1: Change the tone of a news article

Have you written a news article but realize that the tone is too sensationalistic? Select the text and activate Copilot. Choose "Adjust Tone" and you’ll get several options to make the message more objective and neutral. Copilot in Word might suggest replacing emotional adjectives with more descriptive terms or eliminating sentences that express personal opinions.

Example 2: Adapt a marketing email to a different audience

Have you written a marketing email aimed at a professional audience but now want to adapt it to a younger audience? Select the text and activate Copilot in Word. Choose "Adjust Tone" and you’ll get several options to make the message more informal and friendly. Copilot might suggest using more colloquial language, inserting emojis or memes, or modifying the text structure to make it more streamlined and engaging.

Example 3: Editing rewrites in real time

Copilot in Word lets you edit the generated suggestions directly before accepting them. Instead of regenerating multiple times in search of the right version, you can make the changes you want directly in the suggestion field. The content updates in real time, and once you're satisfied, press Replace to insert the text into the document.

Transform text into tables

Example 1: Convert report data into a table

Have you written a report containing a lot of numerical data? Select the data and activate Copilot in Word. Choose "Display as Table," and you’ll get a well-formatted table with rows, columns, and headers. This will allow you to present the data more clearly and organized, making it easier for readers to understand.

Example 2: Create a comparison table from a product list

Have you written a list of products with their features? Select the list and activate Copilot in Word. Choose "Display as Table," and you’ll get a table that compares the features of the different products, making it easier for the reader to make a choice.

Converse with Copilot in natural language

Microsoft Copilot in Word not only generates, rewrites, or optimizes your content, but it also offers a revolutionary feature: the ability to interact directly with the AI through a chat. Imagine having a personal expert assistant by your side, ready to answer your questions, provide suggestions, and help you perfect your documents. With Microsoft Copilot in Word, this reality becomes possible.

How to start a conversation with Copilot in Word:

1. Open the Word document you want to work on.
2. Click the Copilot icon in the ribbon.
3. Type your question or request in the chat.
4. Alternatively, use ALT+C (Windows) to open Copilot directly, or F6 to move focus to the Copilot button. These are ideal methods when you're in the middle of an intense writing session and want to use the mouse as little as possible.

Conversations with Copilot are saved automatically. You can reopen the history to pick up an ongoing analysis, continue a review, or retrieve ideas generated in previous work sessions.

What you can ask Copilot in Word:

• Summarize this document: Copilot will provide a concise bullet-point summary of your document, perfect for quickly capturing the key points.
  ‍
• Define a call to action: If your document lacks a clear call to action, Copilot will help you formulate an effective one to guide the reader to the next step.
  ‍
• Suggest quotes for my document: Are you writing a message or a research article? Copilot in Word will help you find relevant and authoritative quotes to enrich your work.
  ‍
• How can I make my document more professional?: Receive advice and suggestions to improve the tone, structure, and clarity of your text, giving it a professional look.

Advanced features of Copilot in Word

• References in summaries: If Copilot generates a summary of your document, you can ask it to include references for each section, so you can easily trace the sources used.
  ‍
• Predefined prompts: If you don't know where to start, Copilot offers ready-to-use contextual suggestions right from the “Copilot” button. Hover over it, or press F6 and then the UP arrow to scroll through the suggested prompts. The suggestions automatically adapt to the content of the document you're working on.
• Generating images in the document: Describe the image you're looking for and Copilot creates it directly inside the Word document, with no need for external tools.
• Coaching for revision: Some subscriptions include a Coaching feature that, once a draft has been generated, reviews the content and provides structured suggestions to improve clarity, tone, and impact. Especially useful for high-level professional documents.
• Summaries with section references: When you ask Copilot to summarize a document, it can indicate the specific section or paragraph each piece of information was drawn from, making the summary verifiable and trustworthy.

How to use Copilot in the Microsoft Word mobile app

Microsoft Copilot in Word is not just a tool for the desktop. You can also leverage its potential on the go, directly from your smartphone. Whether on iOS or Android, Copilot in Word can generate summaries, review documents, and offer real-time suggestions, making Word content management even more efficient and practical. To get started, simply open a Word document on your phone.

From here, you can quickly access a document summary via the "Get a Summary from Copilot" option. Alternatively, you can use suggested prompts to delve deeper into specific content. Additionally, you can chat directly with Copilot in Word by tapping its icon. The app will display a history of questions already asked, along with summaries and suggestions. Users can manually enter new prompts or use the microphone to speak directly to the app in natural language.

From the mobile app, you can also start a draft from scratch: open a new document, use the Copilot button to type your prompt, and get a first version in moments. Keep in mind that some desktop features, such as linking specific files to enrich a draft or generating images, may not yet be available on all mobile devices. If you don't see a specific feature, check that you have the latest version of the Word app installed on your device.

Current Limitations of Copilot in Word

Before diving into everyday use of Copilot in Word, it's worth knowing a few current limitations:

• Complex content: When a document includes visual elements such as SmartArt diagrams, structured tables, or charts, Copilot may fail to process them correctly. In these cases, you can expect rewrites or summaries to come out incomplete or approximate.
  ‍
• Language support: Not all Copilot features are available with the same quality in every language. Those working in Italian may notice that some advanced tools perform better in English. Microsoft is working to progressively extend and improve language coverage.
  ‍
• Document length: If you're working on a particularly long document, keep in mind that Copilot can only handle a certain amount of text. For better results, split the document and work on one section at a time.

Tips for using Microsoft Copilot in Word

To fully exploit the potential of Copilot in Word, it’s important to follow some guidelines and adopt targeted strategies. Here are some detailed tips to optimize your use of Copilot in Word and maximize your results.

Mastering the art of prompts

Effective communication with large language models (LLMs) is key to obtaining optimal results from Copilot in Word. Prompts, or the instructions you give Copilot to guide its work, are the key to effective interaction. Here are some tips for creating effective prompts:

• Richness of context: Provide Copilot with as much information as possible about the context of your document or request. This includes details like the type of document, the target audience, the purpose of the writing, and any other relevant information. The more context you offer, the better Copilot will understand and its ability to generate precise and relevant output.
  ‍
• Specificity: Don’t limit yourself to generic instructions. Be as specific as possible in describing what you want Copilot in Word to do. For example, instead of saying "Write a summary of my document," specify which section of the document you want to summarize or which key points you want Copilot to emphasize.
  ‍
• Simplicity: Formulate your prompts clearly, concisely, and grammatically correctly. Avoid ambiguous terms or technical jargon that Copilot may not understand. Use simple, direct language to facilitate the interpretation of your instructions.
  ‍
• Leverage suggested prompts: If you’re a beginner, don’t be afraid to use the suggested prompts within Copilot in Word. These predefined prompts provide a solid foundation to start with and help you become familiar with the various Copilot features.
  ‍
• Share and save prompts: Collaboration is key in teamwork. Share your prompts with colleagues to ensure consistency and uniformity in content creation with Copilot. Save frequently used prompts for quick and easy access in the future.
  ‍
• Existing sources as reference: One of the most useful features of Copilot in Word is the ability to build drafts starting from content already present in your organization. Using the / character in the draft prompt, you can link up to 20 items (Word or PowerPoint documents, PDF files, Outlook emails, or Teams meeting transcripts) to give Copilot richer context for building the new draft. If you'd rather use the dedicated button, you can attach up to 3 files. The data stays within your organization and is never shared externally.

Personalizing the Copilot experience

Copilot in Word offers the ability to personalize the experience according to your needs and preferences. Here are some ways to leverage this flexibility:

• Copilot Studio: Discover Copilot Studio, a low-code solution included in 365 Copilot subscriptions. Copilot Studio allows you to integrate various data sources and tools into the Copilot experience, creating personalized responses tailored to your specific workflow.
  ‍
• Customization of responses: Modify how Copilot responds to your prompts to incorporate contextual information related to your company, clients, brand, and other relevant aspects. For example, you can instruct Copilot to use a specific tone of voice or follow defined corporate style guidelines.
  ‍
• Creating Copilot applications: Use your creativity to build unique Copilot applications from scratch. These applications can be customized for specific use cases, automating repetitive tasks or creating custom document formats.

Review

While Copilot in Word can generate high-quality content, it’s crucial to maintain a critical approach and carefully review each output. Here are some tips to ensure the quality of your documents:

• Accurate evaluation: Carefully read each response generated by Copilot in Word and assess its accuracy, consistency, and relevance to the context of your document. Verify that the information is correct, the facts accurate, and the language appropriate.
  ‍
• Editing and refinement: Don’t hesitate to edit and refine the texts generated by Copilot to suit your specific needs. Add your personal voice, rephrase sentences if necessary, and ensure that the final content reflects your style and expectations.
  ‍
• Continuous updates: Microsoft is constantly working to improve Copilot’s performance in Word and reduce so-called "AI hallucinations," or incorrect or nonsensical responses. However, it’s important to remember that the technology is still in development and human supervision remains essential.
  ‍
• Quality control tools: Integrate quality control tools, such as grammar and plagiarism review software, into your workflow to identify and correct any errors or issues in the content generated by Copilot in Word.

Data security

Microsoft is committed to developing ethical and responsible artificial intelligence. The company guarantees not to share with third parties or use for training its large language models the data provided to Copilot. However, it’s important to take additional security measures to protect sensitive information.

• Guaranteed encryption and data privacy: Copilot in Word complies with Microsoft 365's corporate security standards. The content you share while using it (the instructions you give and the documents you work on) is protected with encryption. Microsoft also guarantees that this data is never used to train artificial intelligence models.
  ‍
• Data security training: Educate your employees on the safe use of generative artificial intelligence tools like Copilot in Word. Provide clear guidelines on how to handle sensitive data and how to identify and report potential security risks.
  ‍
• Implementation of security controls: Adopt appropriate security controls to protect sensitive data. This may include the use of encryption, the implementation of strict access controls, and the establishment of clear data management policies.
  ‍
• Monitoring: Regularly monitor the use of Copilot in Word within your organization to identify potential security issues and take necessary corrective actions.

Updates

The artificial intelligence landscape is constantly evolving, and Microsoft is at the forefront of developing new features and technologies. To fully exploit the potential of Copilot in Word, it’s important to stay updated on the latest developments.

• Follow the Microsoft blog: Keep an eye on the Microsoft Blog for the latest news and announcements related to Copilot and other Microsoft artificial intelligence products.
  ‍
• Consult the Copilot roadmap: Visit the Copilot roadmap to learn about the features in development and those planned for the future.
  ‍
• Subscribe to newsletters and forums: Subscribe to newsletters and forums dedicated to artificial intelligence and Copilot to stay updated on the latest trends, discussions, and best practices.
  ‍
• Attend events and webinars: Participate in events and webinars focused on artificial intelligence and Copilot to deepen your knowledge and interact with industry experts.

Conclusion

Microsoft Copilot for Word presents itself as a powerful tool to enhance productivity and creativity within the application. From initial drafts to summarizing, Copilot offers a range of features that can simplify your workflow and optimize the quality of your texts. Its ability to adapt to different contexts and writing styles makes it a versatile tool, suitable for various needs. Whether you’re a student working on an essay, a professional drafting an email, or an author developing a novel, Copilot in Word can provide valuable support at every stage of the creative process.

However, it’s important to remember that Copilot in Word does not replace human intelligence. Its role is to offer insights and suggestions, which must then be reviewed and integrated by the user with their own judgment and experience. Using Copilot consciously and responsibly allows you to make the most of its potential, achieving high-quality results while saving precious time.

FAQ on Microsoft Copilot in Word

What is Microsoft Copilot in Word?

‍Microsoft Copilot in Word is an AI-powered assistant integrated into Microsoft Word that helps you generate text, edit documents, and perform various tasks using natural language commands.

How do I access Copilot in Word?

‍To access Copilot in Word, ensure you have the latest version of Microsoft Word installed. You can then find Copilot in the toolbar, typically under a dedicated Copilot icon or within the “Home” tab.

What features does Copilot in Word offer?

‍Copilot in Word offers features such as text generation, summarization, rewriting, formatting, and content suggestions. It can assist with tasks like creating outlines, drafting emails, and refining document language.

Is Copilot in Word customizable for specific writing styles?

‍Yes, Copilot in Word allows you to customize outputs to match specific writing styles. You can provide instructions on tone, formality, and other stylistic elements, and Copilot will adjust its suggestions accordingly.

Can Copilot in Word help with editing and proofreading?

‍Yes, Copilot in Word can assist with editing and proofreading by suggesting improvements, correcting grammar, and refining sentence structure. It can also help with rephrasing and enhancing clarity.

Is Copilot in Word available in multiple languages?

‍As of now, Copilot in Word primarily supports English. However, Microsoft is likely to expand language support in future updates.

Is Copilot in Word secure to use with sensitive documents?

‍Microsoft has designed Copilot in Word with security and privacy in mind. However, it's always recommended to review your organization's policies and guidelines when using AI tools with sensitive or confidential information.

Is there a tutorial for learning how to use Copilot in Word?

‍Yes, Microsoft provides tutorials and guides on how to use Copilot in Word. You can find these resources on Microsoft's official website or through the help section within Word itself.

Will Copilot in Word replace traditional writing and editing?

‍No, Copilot in Word is designed to assist and augment your writing and editing processes, not replace them. It serves as a tool to enhance productivity and creativity by providing AI-generated suggestions.