Microsoft 365 Copilot is an AI assistant integrated into apps such as Outlook, Teams, Word, Excel and PowerPoint. It helps based on the company data the user is allowed to access (emails, documents, meetings), right inside the app they are working in.
Examples by app
- Outlook: Summarising long threads, drafting replies, adjusting tone.
- Teams: Meeting summaries, decisions and action items; catching up on missed meetings.
- Word: Drafting proposals or reports from existing documents, shortening or rewriting text.
- Excel: Finding trends in data, suggesting formulas, analysing tables.
- PowerPoint: Creating a presentation draft from a document.
Before rollout: data permissions
Copilot can use all the data a user can access. The most critical preparation is therefore cleaning up sharing and access permissions. SharePoint sites open to everyone, old team folders or wrongly shared salary files could surface in Copilot answers for unexpected people.
Readiness checklist
- Review SharePoint and OneDrive sharing settings and fix sensitive content shared with "everyone".
- Use sensitivity labels for confidential documents.
- Archive old and outdated content.
- Check licensing; Copilot is an add-on licence for eligible Microsoft 365 plans.
- Pick a pilot group: roles with heavy email, meeting and document workloads see the fastest gains.
- Train users to write good prompts and to check the output.
How to measure value
Compare time spent on email, meeting notes and document drafts before and after the pilot. Together with user satisfaction surveys, this data makes it easier to decide who should get licences next.
ujans prepares your Microsoft 365 environment for Copilot, cleans up permissions and sharing, and runs the pilot and user training.