Best Copilot for document and email workflows

Microsoft 365 Copilot Chat (the free one) is getting an extra option to allow you to add your emails to your prompts. The experience for unlicensed users is starting to look fairly similar to that of users with a Microsoft 365 Copilot license, so do you need the license? Several recent updates to Copilot Chat have altered the process of including additional content (first files and now emails) in your prompts. It was previously the case that you could include files, but only via upload, and this created some artificial limitations and downstream problems for other aspects of best practice Microsoft 365 use. What does a prompt with an included file (or email) look like in Copilot Chat? "Review the product suggestions <SALES EMAIL>. Search the web and find 2-3 alternative options in each category. Present them in a table showing the pros and cons". Copilot Chat can take the content of your selected file(s), reason over them, and use other tools like web search to enhance the quality of the information it gives back. Its response will be specifically grounded on the individual files (or emails) you selected, any web-based materials it finds, and its general model knowledge. This is powerful, but with a Microsoft 365 Copilot license, you can take this to a different level: "Review the product suggestions in <SALES EMAIL>. Consider the capabilities highlighted against the needs of the Company A HR system integration project. Summarize in a table showing the project requirement and whether these options offer a fit" Microsoft 365 Copilot will search the data you have access to within your Microsoft 365 tenant (SharePoint, OneDrive, emails, chats etc) to understand what the "HR system integration project" for Company A is. It will surface relevant planning documents for that project. It will then compare the specific email you've added to your prompts to the most relevant resources it found related to that project. In this case you don't have to specifically search out the planning documents for your project, Copilot is able to search based on the context you mention across your data. This is a level of integration that is far greater than that of the free Copilot Chat. Do you need a Microsoft 365 Copilot license? It entirely depends on whether you need those additional integrations that license offers. But remember, it's not just about the chat experience, a Copilot license also significantly upgrades the experience of Copilot across Microsoft 365's apps and services. This new email integration for Copilot Chat will be rolling out in September. If you need help deciding whether Copilot Chat or Microsoft 365 Copilot is the best fit for users in your organization, please drop me a DM. 🖼️ from the Microsoft 365 message center

Some days, the digital overload is real. Between emails, spreadsheets, meeting notes, notifications, it can feel like you need extra arms just to keep up with it all. Copilot has become both a productivity tool and a leadership accelerator for me and my team. By taming the information flow, it helps free up our most valuable resource: focused attention. Some of the ways in which my team use Copilot to protect their focus and create flow include: ✔️ Summarize with Precision: “Summarize this document in five bullet points without losing nuance.” ➡️ This helps leaders quickly absorb complex information and make informed decisions without getting buried in detail. ✔️ Turn Notes into Action: “Summarize this meeting transcript and highlight key action items and responsible parties.” ➡️ Meetings become momentum. Action items are clear, and follow-through becomes easier. ✔️ Create a Presentation: “Turn this document into a 5-slide PowerPoint presentation.” ➡️ Strategic storytelling gets faster. Ideas move from draft to delivery in minutes. ✔️ Data Analysis Made Simple: “Analyze this Excel file and identify cost-saving opportunities.” ➡️ Insights surface faster, helping teams make smarter, data-driven decisions. ✔️ Agenda Creation: “Draft a meeting agenda for our Q3 planning session.” ➡️ Meetings become more focused, with clear goals and better outcomes. ✔️ Tone-Aware Responses: “Draft a response to this email; make it polite but firm.” ➡️ Communication becomes more intentional, helping leaders navigate tough conversations with clarity and care. ✔️ Copilot Kickstart Guide: “Create a simple guide for new team members on how to use Copilot in Word and Outlook to save time on writing tasks.” ➡️ Onboarding becomes smoother, and new team members feel empowered from day one. These are great time-savers because they give you a solid starting point. And, as with any generative AI, your human judgment is the multiplier. Review, refine, and make the work your own. 

Exploring Microsoft Copilot – A Quiet Revolution in Daily Productivity I’ve been experimenting with Microsoft Copilot across Teams, Word, Excel, and PowerPoint over the past few weeks—and I must say, it’s more than just a helpful assistant. It’s becoming a trusted co-pilot in how I manage my time, context-switch, and focus on higher-value tasks. Here’s where I’ve found it most impactful: Teams – Copilot takes meeting productivity to the next level. Whether it’s summarizing discussions, capturing action items, or generating suggested responses, it keeps the flow going—especially when I join a few minutes late (it happens!). Even then, I can catch up on what matters, while still smiling at the opening banter I missed. Word – From drafting outlines to refining tone, Copilot saves time while raising the bar on clarity. I’ve used it to structure key reports and proposals—what used to take hours now takes minutes to shape. Excel – This is where the value really comes alive. Copilot not only analyzes data, but also explains formulas in simple language—something I know many leaders and teams will appreciate. Ask it for a trend view or a variance breakdown, and it responds like a business analyst on demand. PowerPoint – With tight timelines, turning written notes or documents into slides has become seamless. I’ve asked Copilot to build decks from Word files, and it delivers a clean first draft I can easily build on. It’s not just time-saving—it’s sanity-saving. A few reflections for getting the most out of it: • Clarity wins – The more specific your prompt, the better the response. • Prompt. Review. Tweak. – Treat it as a collaborator, not a final authority. • Cross-link through OneDrive – The real power shows up when Copilot can access relevant files across apps. • Experiment freely – I’ve uncovered a few surprising capabilities by just trying things out (drafting emails, building templates, summarizing notes, etc.) I’m sure there are many more features already available—or on the way—that I’ve yet to explore. And that’s the exciting part. Tools like Copilot are not just evolving—they’re evolving with us, as we figure out how to work smarter, not just harder. Would love to hear from others—how are you using Copilot to elevate your day-to-day? #MicrosoftCopilot #FutureOfWork #ProductivityTools #DigitalWorkplace #AIatWork