Microsoft Copilot vs Copilot Pro: Which one to choose?

In recent years, artificial intelligence has revolutionized the way we work, streamlining numerous processes. At the forefront of this transformation is Microsoft Copilot, the AI-powered digital assistant from Redmond, designed to help professionals and businesses automate and optimize daily tasks.

Specifically for professional users, while both Microsoft 365 Copilot and Copilot Pro share many features, each offers distinct functionalities tailored to different needs. In this article, we will explore the main differences between the two, analyzing their strengths, limitations, and scenarios where one might be preferable over the other.

Microsoft Copilot vs Copilot Pro: introduction

The latest advancements in generative artificial intelligence have significantly transformed how we interact with the software and devices we’ve always used, and more broadly, our approach to technology. This impact is particularly profound in the professional sphere, where AI has revolutionized workflows across numerous sectors.

Among the technologies at the heart of this technological revolution is Microsoft Copilot, the AI-powered digital assistant developed by the Redmond-based company. After years of collaboration with OpenAI pioneers, Microsoft has introduced this innovation to enhance its entire product ecosystem, from operating systems to software and services designed for organizations and professionals.

Following the announcement of Microsoft 365 Copilot, both free and paid versions of the AI assistant are now available for Windows and Microsoft 365 users. Until recently, Copilot was accessible only through Microsoft 365 Business and Enterprise plans. With the introduction of Copilot Pro, the tool is now offered as an add-on for Microsoft 365 Family and Personal plans as well.

All paid versions of Copilot leverage the same technology to assist Microsoft 365 users with a wide range of tasks. However, their features differ slightly. So, which version should you choose to best meet your needs or those of your business? Let’s explore further in the upcoming sections.

What is Microsoft Copilot?

Before diving into our comparison, let's take a moment to bring everyone up to speed. This section is dedicated to introducing the star of this article before delving into its paid versions.

Microsoft Copilot is a web-based chat tool powered by generative artificial intelligence (GenAI)—a type of AI capable of producing text, images, software code, and other content based on user instructions. Copilot leverages the multimodal GPT-4 language model and the DALL-E 3 text-to-image model. Additionally, it is integrated with Bing’s search index, enabling access to the most up-to-date information available on the web.

Much like a search engine, Copilot provides users with a broad range of information. It integrates advanced AI technologies, such as machine learning, deep learning, and natural language processing, to deliver a smarter and more intuitive experience, thereby boosting efficiency and productivity.

With Copilot, users gain access to an advanced AI assistant that enables them to retrieve information, create documents, summarize web pages, generate graphics, analyze images, and much more. Copilot is accessible for free via major web browsers, where users can utilize "Copilot GPTs" designed to handle specific tasks.

Copilot allows users to submit a wide range of requests—or prompts, as they are called in GenAI terminology. A prompt can be a question or an instruction that generates a response from Copilot. After receiving the response, users can refine, expand, or improve the results by submitting additional prompts.

Users can also access Copilot through one of its free mobile apps available for iOS, iPadOS, and Android devices. Furthermore, Copilot is available in other Microsoft apps, such as Bing, Edge, Microsoft Start, or Microsoft 365.

Accessing Copilot through the Edge browser offers a dedicated panel to submit prompts and review responses. Users can interact directly with Copilot from this panel or connect to the Copilot website, which opens in a new browser tab.

Microsoft has started integrating Copilot into the Windows interface to streamline access and usage as an intelligent assistant. However, this feature is still in preview and is available only in select markets, with not all devices in those markets having access. Microsoft plans to use feedback from users with early access to refine Copilot's implementation before a broader rollout.

Copilot provides commercial data protection to safeguard user privacy. This ensures that user prompts and responses are not saved and that chat data is not used to train underlying models. Microsoft automatically enables this commercial data protection, but only for users accessing Copilot with an eligible Entra ID account for work or school.

Microsoft Copilot vs Copilot Pro: available paid plans

Any internet user can access the basic Copilot service for free through the browser, apps, and, in some cases, Windows systems. While certain features, like image generation for designers, require signing in with a Microsoft account, no purchase is necessary to use these functions.

However, Microsoft offers two subscription plans—Copilot Pro and Copilot for Microsoft 365—that significantly enhance the basic functionalities of Copilot, delivering a more advanced experience.

Some might wonder why to pay when there’s a free version. In reality, there are several reasons and benefits that could justify subscribing, especially if you need a digital assistant for professional tasks.

One key benefit of subscribing to a paid plan rather than sticking with the free version is improved performance for paying users. With either of the two paid plans, users get dedicated capacity and priority access to OpenAI's GPT-4 and GPT-4 Turbo models, ensuring faster performance even during peak hours. Additionally, users can switch between various AI models to optimize specific use cases and further accelerate image creation.

Another advantage of a paid version of Copilot is its integration with Office apps. Both Copilot Pro and Copilot for Microsoft 365 integrate Copilot with the web and desktop versions of Word, Excel, PowerPoint, OneNote, and Outlook.

For example, Copilot in Word can assist in drafting new documents, editing, or summarizing existing ones. In Excel, Copilot can generate formulas, summarize data, or create visualizations. In Outlook, it can summarize email threads, draft emails based on the context of a conversation, or provide feedback on a draft.

Copilot Pro costs approximately $20 per user per month. In addition to the basic features, it offers performance improvements and integrates Copilot with some Microsoft 365 web apps, such as Word, Excel, and Outlook. Users subscribing to Microsoft 365 Personal or Family plans can also enjoy Copilot integrated with the desktop versions of their Office apps.

Copilot for Microsoft 365 costs approximately $30 per user per month. Like Copilot Pro, it provides enhanced performance and integration with Office web and desktop apps. Additionally, it includes integration with other applications and advanced business features for Copilot protection and management. However, Copilot for Microsoft 365 is only available as an add-on to one of the following plans:

• Business customers: Microsoft 365 Business Basic, Standard, or Premium.
• Enterprise customers: Microsoft 365 E3, E5, F1, or F3; or Office 365 E1, E3, E5, or F3.
• Education customers: Microsoft 365 A3 or A5 for faculty, or Office 365 A3 or A5.

Customers cannot subscribe to Copilot for Microsoft 365 without one of these plans being active. Moreover, they cannot use Copilot in combination with Microsoft Teams without an appropriate Teams license.

Copilot Pro

Copilot Pro was launched in January 2024 and is available to Microsoft 365 Family and Personal account holders. This add-on expands Copilot's capabilities by allowing users to:

• Access GPT-4 and GPT-4 Turbo models even during peak hours and switch between models.
• Use up to 100 boosts per day in Designer (Bing Image Creator) to create or edit AI-generated images.
• Create custom GPTs for Copilot using simple prompts.

Copilot Pro provides access to Microsoft 365 apps such as Word, Excel, and PowerPoint, assisting users with tasks performed in these applications. For example, Pro can simplify data collection and analysis in Excel, summarize email conversations in Outlook, and compare two documents in Word.

Accessing the AI assistant in these apps is straightforward: simply click the Copilot icon, enter a prompt, and wait for the response.

Copilot Pro is not compatible with the Teams app, making it less suitable for organizations relying on this application for internal communication.

Copilot for Microsoft 365

Unlike Copilot Pro, Microsoft 365 Copilot is designed for businesses. It integrates with all productivity apps and connects to the organization's Microsoft Graph. It is a more powerful version of Copilot Pro, tailored to enhance business productivity and simplify repetitive internal processes.

The main features are:

• Email thread summaries in Teams and Outlook: The AI assistant generates summaries of email conversations to help users recover missed messages or locate older emails.
  ‍
• Document creation: Microsoft 365 Copilot simplifies drafting documents and preparing presentations.
  ‍
• Meeting summaries: The tool can summarize meetings and extract key points, helping employees who couldn't attend to stay informed and follow up on subsequent actions.
  ‍
• Microsoft Graph-based chat: This feature synchronizes Microsoft 365 apps and business data, enabling team members to create summaries, reviews, and receive project status updates from a single platform.
  ‍
• Advanced security and GDPR compliance: Microsoft 365 Copilot safeguards business data by keeping it within a secure partition and adhering to the latest privacy regulations.
  ‍
• Copilot Studio: Companies can create custom GPT models, automate workflows, or direct Copilot to various data sources.

Subscribers to Microsoft 365 Business Standard and Premium plans can add this component. Microsoft 365 Copilot is also available for all Enterprise plans, including Office 365 E3 and Office 365 E5.

Microsoft Copilot vs Copilot Pro: comparison of the two plans

When comparing Copilot Pro and Copilot for Microsoft 365, customers inevitably ask what justifies the additional monthly per-user cost. In many aspects, Copilot Pro and Copilot for Microsoft 365 are similar: both deliver better performance than the free version and integrate Copilot with the web and desktop versions of Office apps. However, Copilot for Microsoft 365 includes several additional features not available with Copilot Pro.

To start, Copilot for Microsoft 365 is integrated with more applications compared to Copilot Pro. For instance, in Microsoft Teams, users can access Copilot directly from chats or use Copilot to summarize up to 30 days of chat content—a feature not available with Copilot Pro. Additionally, Copilot is accessible in Microsoft Loop, where users can collaborate with Copilot on content, and in Microsoft Forms, where Copilot assists in creating questions and surveys.

Another key difference is that Copilot for Microsoft 365 includes grounding functionality through Microsoft Graph. Microsoft Graph provides customers with centralized access to all their Microsoft 365 data, such as chats, emails, or documents. Grounding refers to the ability to link AI-generated results to verifiable sources of information. Thanks to Microsoft Graph, Copilot can connect its outputs to content stored in Graph, provided the user has the necessary permissions. This enables users to provide secure context to their work while using Copilot.

Copilot for Microsoft 365 also offers enterprise-grade data protection. In this case, Copilot inherits the identity, security, privacy, and compliance policies of the Microsoft 365 organization. Additionally, customers have management tools to oversee the implementation of Copilot, such as the Copilot Management Page in the Microsoft 365 Admin Center and the Copilot Dashboard in Microsoft Viva Insights. Microsoft also provides Copilot Studio, which allows customization of Copilot and the creation of tailored plugins.

Microsoft Copilot vs Copilot Pro: Which one should you choose?

So, here we are at the perennial question: which plan is better for your business? The answer, as in many cases, is: it depends.

Microsoft has consistently emphasized that Copilot for Microsoft 365 is aimed at business customers, whereas Copilot Pro is designed for personal use. The removal of the 300-user limit has made Microsoft 365 Copilot accessible to a broader range of companies. Its price is no longer a barrier for small businesses looking to leverage this tool, and its features are tailored to meet the needs of SMEs and large organizations. As a result, it exceeds the requirements of most subscribers to Microsoft 365 Personal and Family plans.

On the other hand, Copilot Pro is an evolution of the free version of the tool, bringing the power of AI to writers, researchers, programmers, and all other Microsoft 365 users. However, its applications in business contexts are limited due to the lack of integration with the Teams app and the absence of a foundation in Microsoft Graph.

Therefore, in a business context, the clear winner appears to be Copilot for Microsoft 365. However, the debate between Copilot Pro and Copilot for Microsoft 365 is not always so clear-cut. There’s nothing preventing employees of an organization from using Copilot Pro or even the basic Copilot service (albeit with its evident limitations in certain types of contexts).

Organizations can also choose to limit Copilot licenses to specific individuals or combine the two paid services based on workloads or the roles of individual employees. The possibilities are as varied as the potential implementation scenarios.

Conclusions

If Microsoft Copilot has been hailed as one of the most useful and important productivity tools in recent years, there’s more than one reason for it. One key reason is undoubtedly the wide variety of plans Microsoft offers to meet the needs of every type of user or group: from freelancers to small and medium-sized enterprises, all the way to large organizations.

These categories, while vastly different in scale, share a common thread: the daily use of Microsoft software for office work, with Copilot representing the latest and one of the most significant evolutionary steps. Choosing the right plan is therefore crucial to finding the solution that best suits your needs.

Small and medium-sized enterprises will naturally gravitate toward the Copilot for Microsoft 365 offering, while freelancers, researchers, and professional writers will likely prefer Copilot Pro to meet their specific requirements.

FAQ on Microsoft Copilot vs Copilot Pro

What are the differences between Microsoft Copilot and Copilot Pro?

‍The main difference lies in the features offered. Microsoft Copilot in its free version provides basic AI functionalities for managing the PC, online searches, and general conversations with the chatbot on the web. Copilot Pro, on the other hand, is the paid version that offers advanced features integrated into applications like Outlook, Word, Excel, PowerPoint, and OneNote, enhancing efficiency and productivity with more sophisticated tools.

How much does Copilot Pro cost?

‍Copilot Pro is available at a cost of approximately $20 per user per month.

Is a Microsoft 365 subscription required to use Copilot Pro?

‍Yes, a Microsoft 365 subscription is required to use Copilot Pro. However, Copilot Pro is accessible both in the paid desktop version and the free web version of Microsoft 365, which only requires a Microsoft account.

Which applications support Copilot Pro?

‍Copilot Pro is integrated into various Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and OneNote.

Is Copilot Pro available for individual users or only for businesses?

‍Copilot Pro is designed for both individual users and businesses that want to maximize the benefits of Microsoft’s advanced AI features.