Getting Started with Copilot

Setting up Microsoft 365 Copilot is one of the smartest moves a business can make to supercharge productivity, enhance collaboration, and simplify complex tasks. Yet, deploying Copilot effectively requires more than just flipping a switch. It demands a structured approach, attention to technical prerequisites, and training your teams to work symbiotically with AI.

In this detailed guide, we walk you through everything you need to know to get started with Copilot — from the initial setup to maximising its benefits across your workflows. Whether you’re an IT administrator, business owner, or tech-savvy professional, this comprehensive walkthrough ensures you harness the full potential of Microsoft 365 Copilot from day one.

Understanding the Prerequisites for Microsoft 365 Copilot

Before diving into installation and usage, it’s critical to ensure your environment meets the requirements necessary for Copilot to function optimally. Copilot isn’t just plug-and-play; it is an enterprise-grade solution with clear technical and licensing conditions.

Licensing Requirements

To access Copilot, your organisation must have active subscriptions to one of the following:

• Microsoft 365 E3 (with Copilot add-on licence)
• Microsoft 365 E5 (with Copilot add-on licence)

At the time of writing, Copilot is not yet bundled into basic or small business plans, though future expansions are anticipated.

Technical and Infrastructure Requirements

Your IT environment must also meet the following:

• Azure Active Directory (Azure AD) must be active for identity management.
• Microsoft 365 apps (Word, Excel, Outlook, PowerPoint, Teams) must be on the latest or supported update channels.
• Microsoft OneDrive and SharePoint must be enabled for document storage and collaboration.
• Access to Microsoft Graph API must be allowed to enable Copilot’s contextual data capabilities.

IT administrators should also review current data governance, security policies, and tenant configurations to ensure seamless operation.

Step-by-Step Guide: Setting Up Microsoft 365 Copilot

Once prerequisites are verified, it’s time to move onto deployment. Following a structured rollout plan ensures that adoption is smooth and security is uncompromised.

Step 1: Acquire Copilot Licences

Start by purchasing Copilot add-on licences through your Microsoft account representative or authorised reseller. Assign the licences to selected users via the Microsoft 365 Admin Centre:

• Go to Admin Centre → Billing → Licences
• Assign “Microsoft 365 Copilot” to eligible users

Early deployment should focus on power users, department leads, and teams who will benefit most.

Step 2: Configure Identity and Security Settings

Ensure that multi-factor authentication (MFA) is active across your tenant. Configure Conditional Access policies to protect sign-in attempts and sensitive data. Review and limit external sharing policies to reinforce data boundaries before Copilot begins accessing user content.

Step 3: Update Microsoft 365 Apps

All users must run the latest supported versions of Microsoft 365 apps:

• Enable automatic updates through Microsoft Endpoint Manager or user settings.
• Prioritise Office Apps Version 2302 or later, which fully supports Copilot.

Updated apps ensure compatibility with Copilot features and minimise performance issues.

Step 4: Enable Microsoft Graph Connectors

Microsoft Graph forms the intelligence backbone for Copilot. To optimise it:

• Ensure Microsoft Graph is accessible within your organisation.
• Configure Graph Connectors for external data sources if needed (e.g., third-party CRMs or file storage systems).

This enhances the breadth and depth of data Copilot can access to generate more relevant responses.

Step 5: Pilot Program Launch

Before a company-wide rollout:

• Select a pilot group representing diverse functions (sales, HR, operations).
• Monitor usage, gather feedback, and adjust policies as necessary.
• Address any early adoption hurdles by providing direct support and dedicated resources.

A successful pilot lays the groundwork for widespread organisational acceptance.

How to Use Microsoft 365 Copilot in Everyday Workflows

After setup, using Copilot becomes part of your team’s natural rhythm. Here’s how to maximise its potential across various Microsoft 365 apps.

Using Copilot in Word

• Drafting: Prompt Copilot with “Create a project proposal based on these notes.”
• Editing: Ask “Refine this section for a more formal tone.”
• Summarising: Use “Summarise this document in three bullet points.”

Copilot saves countless hours spent writing, revising, and structuring documents manually.

Using Copilot in Excel

• Data Analysis: Command Copilot with “Highlight any outliers in this dataset.”
• Forecasting: Request “Predict next quarter’s sales based on historical trends.”
• Automation: Instruct “Create a pivot table showing revenue by region.”

Excel users will especially appreciate how Copilot bridges the gap between data and insights without requiring advanced formula knowledge.

Using Copilot in Outlook

• Email Drafting: Ask Copilot to “Compose a follow-up email thanking John for the meeting.”
• Thread Summarisation: Use “Summarise this email chain regarding the budget discussion.”
• Inbox Management: Set Copilot to prioritise urgent tasks based on sender importance.

By minimising email fatigue, Copilot enables users to stay focused on higher-value work.

Using Copilot in PowerPoint

• Presentation Creation: Command “Turn this marketing plan into a 10-slide presentation.”
• Visual Enhancement: Request “Suggest better images and a cleaner layout for this deck.”
• Speaker Notes: Instruct “Add speaker notes explaining key points on each slide.”

Copilot ensures presentations are not only faster to produce but also visually engaging and professionally polished.

Using Copilot in Teams

• Meeting Summaries: Ask Copilot to “Summarise today’s team stand-up meeting.”
• Task Lists: Direct Copilot to “List follow-up tasks from the design sprint discussion.”
• Conversation Recaps: Command “Summarise this week’s project discussion threads.”

Teams integration ensures that knowledge-sharing and action tracking remain consistent across distributed groups.

Tips for Successful Copilot Adoption

Transitioning to an AI-supported workplace requires more than access — it demands a cultural shift. Here’s how to maximise Copilot’s impact:

• Educate Employees: Run training sessions showcasing practical examples.
• Encourage Experimentation: Let teams explore prompts and discover new use cases.
• Monitor Performance: Track key metrics like time saved, document turnaround, and employee satisfaction.
• Promote Responsible Usage: Remind users to validate Copilot’s outputs before final submission or publication.

Incentivise adoption by celebrating success stories and recognising teams that embrace Copilot creatively.

Conclusion

Microsoft 365 Copilot is redefining the future of work by transforming how individuals and teams interact with technology. However, its true power is unlocked only when it is deployed thoughtfully and used strategically.

By following this expert guide, your organisation can ensure a smooth rollout, foster enthusiastic adoption, and ultimately enjoy the full range of benefits Copilot has to offer — from faster workflows and smarter decision-making to happier, more empowered teams.

In the rapidly evolving landscape of AI-powered work, those who adopt early — and wisely — will lead the way.