In this guide, you will find instructions about using Microsoft 365 Copilot.

Microsoft 365 Copilot 

Microsoft 365 Copilot is an AI-based assistant that integrates with Microsoft 365 applications such as Word, Excel, PowerPoint, Outlook, and Teams. The same license also allows the use of Copilot Chat's additional features such as Researcher, Analyst, and Notebooks. Your conversations and work files are not used to train AI models. 

Purpose 

Copilot helps employees increase work efficiency, reduce manual tasks, and create meaningful results faster. For example, it can quickly compose documents, summarize, analyze tables, support workflow automation, or create presentations based on existing files and conversations. 

Prerequisites 

• University of Tartu Microsoft user account 

• Microsoft 365 Copilot license, which can be ordered through the service portal 

• Latest version of web or desktop applications (Word, Excel, etc.) 

From March 1, Copilot can be ordered with a new annual contract period valid until February 28, 2026. If ordered in March, the price is €348 + VAT, the fee is calculated proportionally for the remaining period, which decreases every month (for example, if ordered in September, you only pay for 6 months). The unit can also purchase one license and change the user if necessary. 

Guide 

Microsoft 365 Copilot is available in various ways: 

1. 1. as a button or icon in Microsoft 365 applications; 
   2. as a standalone application on desktop and mobile devices; 
   3. accessible online. 

Reasoning agents Researcher and Analyst 

• Researcher compiles, compares, and cites reliable sources (including the web, your Microsoft 365 files, and Teams conversations), offering structured overviews and referenced responses. 

• Analyst acts as a virtual data assistant: imports raw data (e.g., Excel, CSV), runs Python-based analyses, creates pivot tables, graphs, and reports. It enables logical conclusions, pattern identification, and visual summaries without manually writing formulas. 

• Each user can submit a total of up to 25 queries per month to the Researcher and Analyst combined. 

• Examples of command prompts:  
  "Prepare a source-cited overview of circular economy trends in Europe over the past 5 years."  
  "Provide a comparative overview of the TOP 3 downloaded mobile applications in European countries for 2024 and 2023."  
  "Import data from the file Sales_2024.xlsx from the Q1 sheet and plot the revenue trends month by month." 
  
  

Notebooks 

• A persistent AI notebook where you can collect all relevant materials (files, links, meeting notes, Copilot conversations, etc.) concerning a single project and interact with Copilot on the topic. 

• Suitable for documenting and reusing complex projects, research, procedures, or for mastering new learning materials. 

• For instance, Copilot can be asked to create summaries, analyses, draft action plans, schedules, or make test questions regarding the learning materials. 

• References are stored in one file, located in SharePoint or OneDrive. 

• Notebooks can also be shared with other users. 

Word 

• Open Word and select Copilot → enter a command prompt (e.g., "Create a summary of this text"). 

• It is possible to request help with writing and editing text, ask for feedback about the text or creating summaries. 

• Works even with partial text selection (e.g., “Make this sentence easier to understand”, “Translate this sentence to English”). 

• Allows you to find information from your other files or the web. 

Excel 

• Open an Excel table with data and select Copilot → enter a command prompt (e.g., ask for an analysis "Identify trends over the last three months" or create a PivotTable). 

• Copilot can generate charts, visuals, tables, solve complex calculations, or suggest formulas. 

• Allows you to find information from your other files or the web. 

PowerPoint 

• Open PowerPoint and select Copilot → enter a command prompt (e.g., "Create a presentation on the impact of climate change on agriculture"). 

• Copilot can generate a presentation based on keywords or text content, for example, using a Word or PDF document. 

• You can use a command prompt to create images, charts, and modify the design. 

• Allows you to find information from your other files or the web. 

Outlook 

• Copilot helps write, shorten, or clarify emails. 

• It can create summaries of email conversations and suggest automated responses. 

• Add calendar appointments using command prompts. 

• Allows you to find information from your other files or the web. 

• Examples of command prompts:  
  "Compose a reply confirming my attendance at this meeting."  
  "Make my response easier to understand."  
  "Add a one-hour meeting with Mari Maasikas next Wednesday at 12 o'clock to my calendar."  
  "Has anyone written to me about a similar topic before?"  
  "Draft a letter to the company asking for clarification about the invoice." 

Teams 

• Create summaries and make recommendations based on meeting recordings 

• It is capable of analyzing text conversations and minutes. 

• Examples of command prompts:  
  "Create a summary of today's meeting."  
  "What action points did we agree on during yesterday's team meeting?"
  "Highlight discussion points and decisions from the past four weeks."
  "Summarize the conversation on 'Project X'."  
  "Which questions were addressed during the last development meeting?" 

Frequently Asked Questions (FAQ) 

How do I check if Copilot is activated? 

If you see the Copilot icon in any Microsoft 365 application, the service is active. If not, contact IT support. 

In which languages does Copilot work? 

It works in Estonian, but features might perform better in English. 

Can Copilot see all files? 

Copilot can only access files and data that the user themselves has access to. 

Can Copilot also use documents shared by other colleagues? 

Only if you have access to the respective file (shared with you with "view" or "edit" permissions). 

Does Copilot work on mobile? 

It mostly works only on the web and desktop versions. 

What are the recommendations for effective usage? 

Use specific and goal-oriented command prompts. Example: "Create an action plan based on this memo." 

Support and Contact 

If you need assistance with using Microsoft 365 Copilot, contact IT support: 

• Email: arvutiabi@ut.ee 

• Web: https://it.ut.ee 

References 

Microsoft 365 Copilot – official webpage 

Microsoft Learn: Copilot introduction 

Keywords 

Microsoft Copilot, Word, Excel, Outlook, PowerPoint, Teams, AI, Researcher, Analyst, Notebooks, artificial intelligence, Microsoft 365, document creation, data analysis, emails, meetings, IT service