Get ready for Microsoft 365 Copilot
- 5 minutes
Microsoft 365 Copilot is an AI-powered productivity tool that uses large language models (LLMs) and integrates your data with the Microsoft Graph and Microsoft 365 Apps. It works alongside popular Microsoft 365 Apps such as Word, Excel, PowerPoint, Outlook, and Teams. Microsoft 365 Copilot provides real-time intelligent assistance, enabling users to enhance their creativity, productivity, and skills.
Prerequisites for Microsoft 365 Copilot
Before you can access Microsoft 365 Copilot, you must meet the following requirements:
Microsoft 365 Apps for enterprise. Microsoft 365 Copilot integration requires the core Office productivity apps like Word, Excel, PowerPoint, and Outlook. Organizations should deploy the latest cloud-connected enterprise versions to all employee devices. They should keep apps updated to enable Microsoft 365 Copilot's full capabilities as they evolve. For example, Microsoft 365 Copilot can suggest content edits directly within Word documents. Having Office apps locally installed ensures tight integration. To get started with the implementation process, see Deployment guide for Microsoft 365 Apps.
Note
Users must be assigned one of the following base licenses to get Microsoft 365 Copilot as an add-on license: Microsoft 365 E3 or E5 for Enterprise, A3 or A5 faculty, or Microsoft 365 Business Standard or Business Premium.
Microsoft Entra-based account. Every employee using Microsoft 365 Copilot must have a Microsoft Entra account to authenticate. This design ensures that all users sign in using Microsoft Entra credentials. Legacy local accounts that can't authenticate to the cloud limit Microsoft 365 Copilot functionality. To learn more, see Microsoft Entra ID.
Note
Azure Active Directory (Azure AD) is now Microsoft Entra ID. Learn more.
OneDrive accounts. Microsoft 365 Copilot's integration with enterprise OneDrive accounts enables it to collaborate on content. You should consider provisioning 1-TB OneDrive to every user. For more information, see Sign in or create an account for OneDrive.
New Outlook for Windows. To get Microsoft 365 Copilot's interactive suggestions within Outlook email, install the latest preview version of Outlook desktop. The new version enables Microsoft 365 Copilot integration as it evolves. For more information, see Getting started with the new Outlook for Windows.
Microsoft Teams. Use the Teams desktop or web app to enable Microsoft 365 Copilot within Teams chats, meetings, and channels. Mobile-only users have limited functionality. You can download the desktop client here or sign into the web app. Microsoft 365 Copilot supports both the current and the new version of Teams. For more information, see Microsoft 365 Copilot in Teams.
Microsoft Loop. Activate Loop in your tenant to bring Microsoft 365 Copilot into Loop collaborative canvases. Doing so powers next-generation group productivity scenarios. For more information on enabling Loop, see Microsoft 365 Copilot in Loop.
Update channels. User devices must be on either Current Channel or Monthly Enterprise Channel to access Microsoft 365 Copilot features. To learn more about update channels, see update channels for Microsoft 365 Apps.
Network requirements. The services in Microsoft 365 Copilot connect to endpoints contained within the Microsoft 365 endpoint taxonomy. As with all Microsoft 365 services, Microsoft recommends that customers align their network with the Microsoft 365 network connectivity principles. Doing so helps provide the best experience with Microsoft 365 Copilot through minimization of latency and increased network quality of service for critical network flows. There are many experiences in Microsoft 365 Copilot, including some core experiences like Excel, Word, PowerPoint, Teams, and Loop that use WebSocket connections (wss://) from the device running the Microsoft 365 app to a Microsoft service. To use these experiences, you must allow WebSocket connections from user endpoints to the endpoints listed in Microsoft's endpoint taxonomy, specifically in ID number 46 in the section for Microsoft 365 Common and Office Online.
To fully implement Microsoft 365 Copilot's capabilities, an organization's IT team should ensure the company meets the following key prerequisites prior to broader rollout:
Cloud-based Microsoft 365 licenses. Microsoft 365 Copilot integrates deeply with Microsoft 365 cloud services. As such, organizations should ensure that all users have cloud-based Microsoft 365 licenses rather than legacy on-premises licenses. Cloud-connected licenses provide access to the company's latest features.
Note
Microsoft 365 Copilot is generally available as an add-on to customers that have one of the following subscription plans: Microsoft 365 E3 or E5, A3 or A5 faculty, Microsoft 365 Business Standard or Business Premium, or Office 365 E3 or E5.
End user training. Organizations must ensure their users understand Microsoft 365 Copilot's capabilities to set proper user expectations. They should develop training materials and FAQs to educate users on how best to work with Microsoft 365 Copilot. They should also collect and develop training resources to educate end users on how to benefit from Microsoft 365 Copilot suggestions. Setting expectations upfront is key to driving user adoption. They should also consider providing incentives for completing Microsoft 365 Copilot training. For more information on using Microsoft 365 Copilot in the various Microsoft 365 apps, see Copilot features in Microsoft 365 apps.
Helpdesk readiness. Prepare helpdesk teams to be familiar with AI. Doing so results in better customer support and instills confidence in the Helpdesk team. Early training of Helpdesk personnel early also helps get them invested in the success of Microsoft 365 Copilot adoption. When Helpdesk teams understand Microsoft 365 Copilot, they can answer questions, troubleshoot issues, and guide customers more effectively, all of which leads to improved customer satisfaction.
Tip
Windows 11 provides the best experience for Microsoft 365 Copilot. While using Windows 11 isn't a Microsoft 365 Copilot prerequisite, organizations should consider upgrading eligible devices to Windows 11 to enable full Microsoft 365 Copilot functionality.
Preparing for the launch of Microsoft 365 Copilot
As an administrator rolling out Microsoft 365 Copilot in your organization, you play a key role in ensuring its successful adoption. Here are some best practices to optimize Microsoft 365 Copilot and help your users get the most value:
- Identify early adopter teams or individuals to pilot Microsoft 365 Copilot and provide feedback. Organizations should consider employing a structured rollout plan that includes good change management practices. For example, when rolling out Microsoft 365 Copilot, you can consider launching it in a limited pilot group first. Doing so allows you to gather feedback, assess value, and optimize configurations before a wider rollout. You can then scale usage and customize it for more teams once the pilot demonstrates results. Recruit IT staff, administrative assistants, customer service reps, and other frequent Office users to be the first to try Microsoft 365 Copilot and share their experience. Their input can help guide the broader organizational rollout. For more information, see Microsoft AI help and learning and Microsoft 365 Copilot adoption.
- Monitor usage and feedback. Keep track of how extensively users are employing Microsoft 365 Copilot across your organization. Look for teams or individuals who are early adopters and can provide useful feedback and can help champion Microsoft 365 Copilot adoption among their coworkers. Solicit input from users on Microsoft 365 Copilot's suggestions. Was it helpful? Did it miss key contexts? Was training adequate? This type of feedback can help you improve user training.
- Evaluate security diligently. It's important that organizations use the permission models available in Microsoft 365 services to help ensure the right users or groups have the right access to the right content. Microsoft provides powerful security tools within its Microsoft 365 and Azure ecosystems to help organizations tighten permissions and implement "just enough access." Microsoft 365, Azure, and Microsoft 365 Copilot all use the policies and settings that administrators define in these tools to prevent data oversharing. Administrators should verify their organization's security practices as they relate to permissions, sensitivity labeling, and data access to help prevent potential oversharing of proprietary and sensitive business data. SharePoint administrators and site owners can also prevent oversharing through tools that are available in SharePoint Advanced Management (SAM), an essential Microsoft 365 add-on that helps organizations address the three pillars of content governance: Manage content sprawl, Prevent content oversharing and control content access, and Manage content lifecycle. SAM is examined in greater detail in the next training unit.
Optimizing Microsoft 365 Copilot requires ongoing supervision, feedback gathering, and configuration as it learns. By taking proactive steps to prepare, organizations can ensure a smooth rollout of Microsoft 365 Copilot. They can also immediately realize productivity gains when they launch Microsoft 365 Copilot.
Knowledge check
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