How to easily use AI

AI in the Microsoft ecosystem can be used easily by starting with a few everyday tools that are already integrated into Microsoft 365 and Copilot.

1. Use AI in Microsoft 365 apps
   • In PowerPoint, use PowerPoint Designer to automatically create professional slide layouts as content is added. Designer suggests design ideas that can be applied with a click.
   • In Excel, use Analyze Data in Excel to ask questions about data in plain language instead of writing formulas. For example, ask for trends or summaries and let the AI generate insights.
   • In Word and across the browser, use Microsoft Editor to check spelling, grammar, and style, helping improve writing quality automatically.
   • In SharePoint, use AI in the rich text editor to auto rewrite or adjust text. After writing a draft in a Text web part, select the AI icon to:
     • Rewrite the text automatically.
     • Change tone (for example, more formal or more casual).
     • Change length (shorter summary or more detailed version).
     • Replace or insert the suggested text, or regenerate until the result fits the need.
2. Use Microsoft Copilot and Bing Chat
   • Use Microsoft Copilot or Bing Chat to:
     • Brainstorm ideas (for example, project names, outlines, or plans).
     • Get explanations of complex topics in simple terms.
     • Draft emails, summaries, or reports from short prompts.
   • For images, use Image Creator in Microsoft Edge to generate pictures from text prompts.
3. Learn basic prompting
   • Think of a prompt as the “input” that tells AI what is wanted. It can be:
     • Short keywords: “budget summary, last quarter, bullet points.”
     • Full sentences: “Summarize this text in three bullet points for a manager.”
   • To get better results:
     • Be specific about the task (summarize, rewrite, explain, list ideas).
     • Mention the audience and tone (for students, for executives, friendly, formal).
     • Iterate: review the result, then refine the prompt to improve it.
4. Use AI for everyday work and learning
   • At work, AI can help with planning, drafting documents, analyzing data, preparing presentations, and practicing presentations using tools like Speaker Coach in PowerPoint.
   • For learning, AI can explain concepts in different ways, generate practice questions, and organize information into outlines or summaries.
5. Understand strengths and limits
   • AI is strong at pattern recognition, generating examples, and organizing information.
   • Always review and verify AI output, especially for important decisions, because AI can make mistakes or reflect biases.

To build confidence, start with small tasks (rewriting a paragraph, summarizing a page of notes, or generating slide designs), then gradually use AI for more complex work as familiarity grows.

References:

• What does AI mean for me?
• Use AI for everyday tasks
• Learn more, think deeper: Using AI as your learning partner
• Artificial intelligence terms
• Write and rewrite with AI