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Using Copilot with Microsoft Office Apps | PDF
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Using Copilot with Microsoft Office Apps

This presentation review how to use Copilot with M365 apps to make you workday easier. It covers best practices, prompts that work, limitations and how to use Auto columns in SharePoint.

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USING COPILOT WITH MICROSOFT OFFICE APPS MICROSOFT COLLABDAYS NEW ENGLAND 2025 DEB WALTHER dmwalther@skyterratech.com SKYTERRA TECHNOLOGIES
About Me • Recovering Scientist • Started with SharePoint in 2008 • Co-organizer of the Granite State User Group
TABLE OF CONTENTS • General Prompting Tips • Autofill Columns • One Drive • Word • Outlook • Excel • Power Point • One Note
What is Copilot • An AI-powered productivity tool that coordinates large language models (LLMs), content in Microsoft Graph, and Microsoft 365 apps – This integration provides real-time intelligent assistance, enabling users to enhance their creativity, productivity, and skills • Using Copilot can enhance productivity and efficiency at work – Gets you to 60-80% – Trust but verify
Definitions Large Language Model (LLM): A type of AI model trained on vast amounts of text data to understand and generate human-like text Grounding: the process of providing the AI with specific, relevant information to enhance the accuracy and relevance of its responses: Example: pointing to a file or your SharePoint tenant Model Hallucination: When an AI model generates information that is not based on the input data or reality (Grounding reduces the occurrence of hallucinations)
Copilot Security Copilot searches in-house and external sources Unlike Chat GPT, the queries stay private Data is “Grounded” Microsoft does not use customer data to train the foundation models An end user can only find the content they have access to Security trimmed The Model is improving every day Today is the worst CoPilot will function
Governance • Copilot may pull results from duplicate or earlier version of your files if those versions are saved as full documents (vs using SharePoint’s built-in versioning “single source of truth”) • You may not get a result if you don’t have access to the file containing the information desired • You may have access to content you shouldn’t have access to •“Anyone shares” Making sure your data is “clean” and properly permissioned it important
The Art of Prompt Engineering • Prompt engineering is the process of asking an AI model to generate the desired responses. • Craft the prompt in a way that the model can understand and generate the desired response accurately. • A Language Model isn’t a person: very literal – Need to prompt it differently than search – Need to be super explicit • Need THIS INFORMATION • Output in THIS FORMAT – Be iterative • Use different phrasings – Be detailed/conversational • Tell it what you want and what you don’t want • Advantage vs. a human conversation: you can restart the conversation
The Art of Prompt Engineering • Best Practices: Give Copilot a broad description of the goal or scenario, followed by specific requirements. • Applications: In Microsoft 365 Copilot, prompt engineering can be used to: – Summarize meetings in Teams – Create slide decks, Word docs and Excel tables – Edit text in Word – Catch up on long email threads in Outlook
Types of Copilot • Business Chat (browser) – Best with Edge • Built into Office apps
Uses for Copilot Business Chat • Background information/drafting content – Provides references • Edit existing text – Formal or informal styles – Table or bullet formats – Grammar suggestions – Translate • Summarize content • Translate • Create documents, slides, spreadsheets
Copilot’s Limitations • Document Length: Copilot can effectively summarize documents that are around 80,000 words or less. • Document size: Each file should be under 100 MB • Cannot coauthor • Language Variations: Different languages may have slight variations in these limits, so you might need to adjust the page or word limits based on the language you use • Manual Review: While Copilot provides a detailed summary, it's always a good idea to manually review the summary to ensure accuracy and context, as AI has not yet mastered understanding all nuances • Iterations: no hard limit on how many times you can iterate
Access within M365 apps • Each app has a Copilot icon in the ribbon – Exception: One Drive doesn’t display the icon unless a file is selected • Power Point and Excel have additional options – Analyze – Design PowerPoint Designer polishes the look and feel of a slide Copilot polishes the content of a slide
AUTOFILL COLUMNS
Autofill Columns • Use a prompt to create metadata from a file • Cost: $0.005/page – Need pay as you go billing set up • Can have multiple autfofill columns • Available at the list column level – Available for site columns at the list level
Autofill Column Examples • Summarize the content in this file. (Multiline text) • Find the name of the company. If you can’t find the name, use “Not Available”. (Single Line text) • Find the total amount in this file. (currency column) • Find the type of contract. If the type contains either “Master Service Agreement, Service Agreement, or Master Agreement”, fill the field with “MSA”.
Autofill Columns Demo Summary Column: “Please summarize the content in this document” vs. DocSummary Column: “Extract a summary of the document's main topic in one full sentence. If the summary is not found, return 'Not found’.” Invoices: “What is the total amount in this invoice?”
USING COPILOT WITH ONE DRIVE
Copilot for One Drive • Business Copilot does not pull results from One Drives • Copilot for One Drive is only available in the web version of One Drive • Select a file: – The Copilot icon in the command bar gives you 4 options: • Summarize • Create an FAQ • Ask a Question
Ask Questions of a File • Open One Drive • Select up to 5 files • Click “Ask a Question” • Right Hand window opens • Ask Copilot a question about the document – Iterate as needed – Look at the attached reference (proof the query was grounded to your file)
Summarize Files with CoPilot • Select a file, open Copilot and select “Summarize” • Word Documents: Copilot can summarize content from Word documents, helping you quickly grasp the key points without reading the entire document. • Excel Spreadsheets: It can analyze data in Excel files, generate summaries, and even create charts or pivot tables based on the data. • PowerPoint Presentations: Copilot can summarize slides, making it easier to understand the main ideas of a presentation. • PDFs: You can use Copilot to summarize the content of PDF files, which is particularly useful for lengthy reports or articles.
Comparing Files • Select up to 5 files to summarize and click on Copilot > Compare files. – Enables quick and efficient identification of differences and similarities across multiple documents. • Copy the summary for use in a report/slide deck • Follow up by asking questions
Use Compared Data • Copy results to Power Point and use Designer to dress up the data ASPECT SHARING CONTENT.DOCX HOW TO SET AND CHANGE A DATA GOVERNANCE LABEL.DOCX MSFT GOVERNANCE TEMPLATE.DOCX Title Sharing Content How to Set and Change a Data Governance Label MSFT Governance Template Author Deb Walther Deb Walther Deb Walther Last Modified November 7th May 22nd October 18th, 2023 Purpose FAQ on sharing Microsoft 365 apps and files Guide on setting and changing data governance labels Governance guidelines for SharePoint and Office 365 Content Overview Methods for sharing files and folders, options for sharing SharePoint sites, Teams channels, and secure sharing practices1 Introduction to data loss prevention, data classification, and detailed procedure for setting or changing labels2 Governance policies for SharePoint, OneDrive, Teams, and other Office 365 apps, including permissions, external access, and data classifications3 Key Sections - Sharing via Link, Email, Specific People - Internal and External Sharing - Teams Channels - Secure Sharing Practices - Introduction - Data Classification and Handling - Procedure for setting/changing labels - References - Overview - Scope - Sharing Policy - Site Permissions - External Access - Teams Policies - Data Governance References None Data Management Policy Multiple Microsoft documentation links
COPILOT WITH WORD
Enhancing Word with Copilot • Summarize Content: Summarize long documents, focusing on the sections most relevant to you. • Generate Content: If you're struggling with the blank page, generate ideas, • Edit Content: Improve the flow, enhance the content, change the tone/style.
What Won’t Copilot Do in Word? • One Drive: Summarize from a file stored in One Drive • Complex Formatting: While Copilot can handle basic formatting tasks, it may struggle with more complex formatting requirements or specific design elements. • Edit Content in place: Copilot provides solutions on the side; you need to copy/paste to replace • Executing Macros: Copilot cannot run or create macros within Word documents. This task requires manual intervention. • Advanced Editing: Copilot in Word may not be able to perform advanced editing tasks such as detailed image manipulation or creating intricate tables and charts. • File Management: Copilot cannot manage files directly, such as moving, renaming, or deleting files within your file system.
Drafting • Draft from – The web – Another document • Limited to files in SharePoint you have permission to view • Tell Copilot what you want and enter "/" as part of your prompt. • Choose up to 10 items that Copilot should look at when creating your new document. – An email
Live Demos • Demonstrate using Copilot for Business to create a Word doc: – Ask Copilot to create a word doc summarize a topic from Bing.com • “ Make a word document describing the history if the NY Rangers”
COPILOT IN OUTLOOK
Enhancing Outlook with Copilot • Compose emails with coaching tips and data from other sources – You can specify the tone and length of your response, and Copilot will generate a draft for you. • Summarize long and complex email threads – Highlight key points and suggesting actions like scheduling meetings. • Draft emails with notes and action items from meetings • Translate messages to communicate internationally • Revise content to turn rough drafts into usable text • Book meetings – Suggests times, attendees, and even drafting agendas based on the context of your emails
Copilot Streamlines Your Workflow • Meeting Preparation: Helps you prepare for meetings by summarizing relevant emails and documents. • Identify Tasks: Copilot can analyze the content of your emails, extract actionable items, and suggest them as tasks. – However, you will need to manually confirm and add these tasks to your Outlook tasks list. • Follow-Up Actions: After meetings, Copilot can notify you of any follow-up actions or summaries.
Demo Outlook • Must use the “New Outlook” • Create an email summarizing this deck • Summarize an email chain • Ask for help generating an email
Suggested Prompts • Show me my meetings for this week in table. Table should contain following details. Date, Time, Meeting Details, Initiated by, List of invitees, RSVP Status. • Identify an available time for a meeting with [User] tomorrow that aligns with their working hours in their time zone and does not conflict with either my or their existing meetings.
USING COPILOT WITH EXCEL
Introduction to Copilot in Excel • Copilot in Excel helps users analyze, visualize, and understand data more efficiently. • Ask questions in plain English, and Copilot will return answers using Excel functions and data – Understanding natural language queries – Suggesting appropriate Excel functions – Automatically inserting formulas into cells – Reducing the need for manual formula creation – Enhancing productivity and accuracy in data analysis • Start with simple prompts, explore Copilot's suggestions, and refine your queries for better results • Only works on files with Auto-Save turned on
Prompts Matter Successful prompts Unsuccessful prompts
Automated Formula Generation • Copilot can generate complex Excel formulas based on natural language prompts, saving time and reducing errors. – Combine with formatting
Data Cleaning and Transformation • Remove duplicates • Filling missing values • Standardizing formats (e.g., dates, text case) • Detecting and correcting errors • Filtering and sorting data • Provide a visual comparison • Splitting and merging columns • Creating calculated columns • Pivoting and unpivoting data • Aggregating and summarizing data • Reshaping data for analysis
How Copilot Analyzes Data • Copilot can analyze large datasets, identify trends, and provide summaries or insights automatically. – Summarizes large datasets automatically – Identifies trends across time, categories, and metrics – Extracts actionable insights from raw data – Generates visualizations and summaries on request
Data Summarization Example • Summarize Sales trends by region • Count how many rows have “X”
Look for Trends Example • Show me a trend in monthly sales for the past year • Show me the trend for the widget over the past 6 months • Compare to 2 years ago
Provide Insights Example • Provide insights on this sales data including key trends and anomalies
Creating Charts with Ease • Copilot can suggest and create charts based on the data. – Quickly generate charts from raw data – Use natural language to specify chart types and data ranges – Improve data visualization and insights • Prompt Examples: – Create a bar chart showing sales for Product A, Product B, and Product C. Color Product A medium blue, Product B red and Product C dark purple
Example: Cleaning Sales Data Scenario: A sales dataset contains duplicate rows, inconsistent date formats, and missing values. Using Copilot: 'Remove duplicate rows from the sales table' 'Convert all dates to YYYY-MM-DD format' 'Fill missing sales values with the average of the column' Date Product Sales Jan 2, 2023 Widget 100 Feb 2, 23 Widget 100 Feb 02, 2023 Gadget 200 Jan 02, 2023 Widget 100 Original Data Date Product Sales 2023-01-02 Widget 100 2023-02-01 Widget 100 2023-02-01 Gadget 200 Cleaned Data (Standardized Dates & Removed Duplicates)
Scenario Analysis • Copilot can help perform what-if analysis and generate scenarios to support decision-making. • Highlight cells and rows based on the result of a query • Copilot can create pivot tables and summaries to help users explore and understand their data. – Group sales by region and month – Create a pivot table showing total sales per region per month – Add a column calculating year-over-year growth
Look up Related Data • Copilot can pull related data from another sheet into your sheet – Example: from a job title, Copilot can pull the department from a list containing the job title and department
COPILOT IN POWERPOINT
Power Point • Creating and Designing Slides – Generate slide content: Provide bullet points, summaries, or full text for slides based on your topic. – Design suggestions: Recommend layouts, themes, and visual styles. – Slide structure: Help outline your presentation logically (e.g., intro, body, conclusion). • Data and Visuals (Design) – Create charts and graphs: Turn your data into visuals like bar charts, pie charts, or timelines. – Insert visuals: Generate or suggest images, icons, or infographics. – SmartArt and diagrams: Help you choose and populate diagrams for processes, hierarchies, etc. • Writing and Editing – Polish slide text: Improve clarity, grammar, and tone. – Speaker notes: Draft or refine what you’ll say during each slide. – Summarize documents: Turn reports or articles into slide-ready summaries. • Collaboration and Customization – Tailor for your audience: Adjust tone and content for executives, engineers, clients, etc. – Practice questions: Generate potential Q&A based on your content. – Feedback: Review your slides and suggest improvements.
Power Point: Using Design Creating and Designing Slides Generate slide content: Provide bullet points, summaries, or full text for slides based on your topic. Design suggestions: Recommend layouts, themes, and visual styles. Slide structure: Help outline your presentation logically (e.g., intro, body, conclusion). Data and Visuals Create charts and graphs: Turn your data into visuals like bar charts, pie charts, or timelines. Insert visuals: Generate or suggest images, icons, or infographics. SmartArt and diagrams: Help you choose and populate diagrams for processes, hierarchies, etc. Writing and Editing Polish slide text: Improve clarity, grammar, and tone. Speaker notes: Draft or refine what you’ll say during each slide. Summarize documents: Turn reports or articles into slide- ready summaries. Collaboration and Customization Tailor for your audience: Adjust tone and content for executives, engineers, clients, etc. Practice questions: Generate potential Q&A based on your content. Feedback: Review your slides and suggest improvements.
Creating a Presentation from a File • Create files within Power Point or using Business Copilot • Files must be stored in SharePoint – Copilot cannot use One Drive as a source. • Copilot can make slides from an email • In Teams I can ask Copilot to make slides from a chat – Slides are made in the chat and need to be transferred to Teams (see Teams Training for details)
Using Copilot in Power Point • Copilot can provide you the content from the web: • First demo: generate a slide using Copilot in Power Point – My prompt: “Add a slide about prompt engineering. Add suggestions for improving” • Second demo: create from content via www.bing.com – Select Web – “what is prompt engineering in copilot” – Copied the result into the slide • Remove the reference #’s – Used Power Point’s “Designer” to polish the slides – Iterate: “Please create 2 downloadable slides”
COPILOT WITH ONE NOTE
Use Copilot in OneNote With: Data & Visuals – Create tables, charts, or diagrams – Generate visual summaries – Insert math equations or solve problems – Format and align content Collaboration & Sharing – Draft collaborative notes – Suggest edits or improvements – Track changes and summarize contributions – Prepare notes for export Integration & Automation – Sync notes with Microsoft To Do or Outlook – Set reminders or follow-ups – Automate note-taking tasks – Integrate with Microsoft 365 apps Organization & Note-Taking – Create, edit, and organize notebooks, sections, and pages – Generate structured outlines – Summarize long notes – Convert unstructured text into organized formats – Suggest tags or categories Content Creation & Enhancement – Draft and rewrite content – Translate notes – Add creative elements – Generate to-do lists and study guides Search & Insights – Find specific notes or keywords – Extract action items and key points – Identify recurring themes – Provide definitions and context
Copilot with One Note Notebooks • Copilot Notebooks integrate with One Note Notebooks – 20 One Note page limit – One Note Notebooks cannot be copied – M365 Copilot license required
Summarizing Content • The canvas icon gives a basic summary • The Copilot from the ribbon allows for deeper prompt engineering – Be more specific in what you are looking for from the content and how you want it presented • Present in table format • Present in bulleted format • Present in chronological order • Present in alphabetical order
Tasks Lists • Task lists are a great way to identify and organize action items in your notes • Native One Note allows you to pull all tasks (any tags) from today, yesterday, this week, a section or a notebook and summarizes on a separate page • Tasks are identified by a label that can be checked if the task is complete – Tasks can also be sent to Outlook Tasks, which makes them show up in the Planner app in Teams • Use Copilot to review tasks
Exercise: Create a Task List • Select the content again • Right click and select “Create a task list” • Review the list of items with a check box. • Select the thumbs up • Select Keep it • Bonus: Select the new tasks and click the Outlook Tasks, select “Today”. – Open Tasks in Outlook to confirm they are there – Open Planner in Teams, confirm the Tasks are under Outlook Tasks and Private Tasks
Understand Your Notes • Sometimes you need to take a lot of notes quickly, which can make your notes difficult to understand later. – Summarize can help make sense of what you wrote • Copilot can help you rewrite your notes – Great for making sense of your notes – You can ask Copilot to rewrite your content to be Formal, professional or informal. – It can give you multiple options for comparison
Create Notes • Use Copilot to – “Give me ideas on…” – “Draft a plan for…” – Rewrite text (just like Edit…ask to make the text more casual, more formal etc.) – Summarize “this” section • Openly chat with Copilot – Ask Copilot questions about topics
Tips for Summarizing/Polishing • Dictate allows you to compose content via speech to text, then use Copilot (Edit) to polish the text – Great for capturing notes on the run via the One Note mobile app • Use the Record/Transcribe function in One Note to – Dictate new content on the page – Transcribe audio from a meeting, then use Copilot to generate tasks or Edit content
Copilot with One Note References • https://support.microsoft.com/en-us/office/welcome-to- copilot-in-onenote-34b30802-02ae-4676-a88c- 82f8d5e586dd • https://support.microsoft.com/en-us/office/summarize- your-onenote-notes-with-microsoft-365-copilot-89e1f3cd- 9cbc-4b34-84da-40d52b39aff5 • Prompts to try: https://copilot.cloud.microsoft/en- US/prompts/all?products%2Fname=OneNote
SKYTERRA TECHNOLOGIES 6 TRAFALGAR SQUARE | SUITE 100 NASHUA, NH 03063 603-769-3172 WWW. SKYTERRATECH.COM NEXT STEPS/FOLLOW-UP Deb Walther https://www.linkedin.com/in/debwalther/

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Using Copilot with Microsoft Office Apps

  • 1.
    USING COPILOT WITHMICROSOFT OFFICE APPS MICROSOFT COLLABDAYS NEW ENGLAND 2025 DEB WALTHER dmwalther@skyterratech.com SKYTERRA TECHNOLOGIES
  • 2.
    About Me • RecoveringScientist • Started with SharePoint in 2008 • Co-organizer of the Granite State User Group
  • 3.
    TABLE OF CONTENTS • GeneralPrompting Tips • Autofill Columns • One Drive • Word • Outlook • Excel • Power Point • One Note
  • 4.
    What is Copilot •An AI-powered productivity tool that coordinates large language models (LLMs), content in Microsoft Graph, and Microsoft 365 apps – This integration provides real-time intelligent assistance, enabling users to enhance their creativity, productivity, and skills • Using Copilot can enhance productivity and efficiency at work – Gets you to 60-80% – Trust but verify
  • 5.
    Definitions Large Language Model(LLM): A type of AI model trained on vast amounts of text data to understand and generate human-like text Grounding: the process of providing the AI with specific, relevant information to enhance the accuracy and relevance of its responses: Example: pointing to a file or your SharePoint tenant Model Hallucination: When an AI model generates information that is not based on the input data or reality (Grounding reduces the occurrence of hallucinations)
  • 6.
    Copilot Security Copilot searchesin-house and external sources Unlike Chat GPT, the queries stay private Data is “Grounded” Microsoft does not use customer data to train the foundation models An end user can only find the content they have access to Security trimmed The Model is improving every day Today is the worst CoPilot will function
  • 7.
    Governance • Copilot maypull results from duplicate or earlier version of your files if those versions are saved as full documents (vs using SharePoint’s built-in versioning “single source of truth”) • You may not get a result if you don’t have access to the file containing the information desired • You may have access to content you shouldn’t have access to •“Anyone shares” Making sure your data is “clean” and properly permissioned it important
  • 8.
    The Art ofPrompt Engineering • Prompt engineering is the process of asking an AI model to generate the desired responses. • Craft the prompt in a way that the model can understand and generate the desired response accurately. • A Language Model isn’t a person: very literal – Need to prompt it differently than search – Need to be super explicit • Need THIS INFORMATION • Output in THIS FORMAT – Be iterative • Use different phrasings – Be detailed/conversational • Tell it what you want and what you don’t want • Advantage vs. a human conversation: you can restart the conversation
  • 9.
    The Art ofPrompt Engineering • Best Practices: Give Copilot a broad description of the goal or scenario, followed by specific requirements. • Applications: In Microsoft 365 Copilot, prompt engineering can be used to: – Summarize meetings in Teams – Create slide decks, Word docs and Excel tables – Edit text in Word – Catch up on long email threads in Outlook
  • 10.
    Types of Copilot •Business Chat (browser) – Best with Edge • Built into Office apps
  • 11.
    Uses for CopilotBusiness Chat • Background information/drafting content – Provides references • Edit existing text – Formal or informal styles – Table or bullet formats – Grammar suggestions – Translate • Summarize content • Translate • Create documents, slides, spreadsheets
  • 12.
    Copilot’s Limitations • DocumentLength: Copilot can effectively summarize documents that are around 80,000 words or less. • Document size: Each file should be under 100 MB • Cannot coauthor • Language Variations: Different languages may have slight variations in these limits, so you might need to adjust the page or word limits based on the language you use • Manual Review: While Copilot provides a detailed summary, it's always a good idea to manually review the summary to ensure accuracy and context, as AI has not yet mastered understanding all nuances • Iterations: no hard limit on how many times you can iterate
  • 13.
    Access within M365apps • Each app has a Copilot icon in the ribbon – Exception: One Drive doesn’t display the icon unless a file is selected • Power Point and Excel have additional options – Analyze – Design PowerPoint Designer polishes the look and feel of a slide Copilot polishes the content of a slide
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  • 15.
    Autofill Columns • Usea prompt to create metadata from a file • Cost: $0.005/page – Need pay as you go billing set up • Can have multiple autfofill columns • Available at the list column level – Available for site columns at the list level
  • 16.
    Autofill Column Examples •Summarize the content in this file. (Multiline text) • Find the name of the company. If you can’t find the name, use “Not Available”. (Single Line text) • Find the total amount in this file. (currency column) • Find the type of contract. If the type contains either “Master Service Agreement, Service Agreement, or Master Agreement”, fill the field with “MSA”.
  • 17.
    Autofill Columns Demo SummaryColumn: “Please summarize the content in this document” vs. DocSummary Column: “Extract a summary of the document's main topic in one full sentence. If the summary is not found, return 'Not found’.” Invoices: “What is the total amount in this invoice?”
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  • 19.
    Copilot for OneDrive • Business Copilot does not pull results from One Drives • Copilot for One Drive is only available in the web version of One Drive • Select a file: – The Copilot icon in the command bar gives you 4 options: • Summarize • Create an FAQ • Ask a Question
  • 20.
    Ask Questions ofa File • Open One Drive • Select up to 5 files • Click “Ask a Question” • Right Hand window opens • Ask Copilot a question about the document – Iterate as needed – Look at the attached reference (proof the query was grounded to your file)
  • 21.
    Summarize Files withCoPilot • Select a file, open Copilot and select “Summarize” • Word Documents: Copilot can summarize content from Word documents, helping you quickly grasp the key points without reading the entire document. • Excel Spreadsheets: It can analyze data in Excel files, generate summaries, and even create charts or pivot tables based on the data. • PowerPoint Presentations: Copilot can summarize slides, making it easier to understand the main ideas of a presentation. • PDFs: You can use Copilot to summarize the content of PDF files, which is particularly useful for lengthy reports or articles.
  • 22.
    Comparing Files • Selectup to 5 files to summarize and click on Copilot > Compare files. – Enables quick and efficient identification of differences and similarities across multiple documents. • Copy the summary for use in a report/slide deck • Follow up by asking questions
  • 23.
    Use Compared Data •Copy results to Power Point and use Designer to dress up the data ASPECT SHARING CONTENT.DOCX HOW TO SET AND CHANGE A DATA GOVERNANCE LABEL.DOCX MSFT GOVERNANCE TEMPLATE.DOCX Title Sharing Content How to Set and Change a Data Governance Label MSFT Governance Template Author Deb Walther Deb Walther Deb Walther Last Modified November 7th May 22nd October 18th, 2023 Purpose FAQ on sharing Microsoft 365 apps and files Guide on setting and changing data governance labels Governance guidelines for SharePoint and Office 365 Content Overview Methods for sharing files and folders, options for sharing SharePoint sites, Teams channels, and secure sharing practices1 Introduction to data loss prevention, data classification, and detailed procedure for setting or changing labels2 Governance policies for SharePoint, OneDrive, Teams, and other Office 365 apps, including permissions, external access, and data classifications3 Key Sections - Sharing via Link, Email, Specific People - Internal and External Sharing - Teams Channels - Secure Sharing Practices - Introduction - Data Classification and Handling - Procedure for setting/changing labels - References - Overview - Scope - Sharing Policy - Site Permissions - External Access - Teams Policies - Data Governance References None Data Management Policy Multiple Microsoft documentation links
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    Enhancing Word withCopilot • Summarize Content: Summarize long documents, focusing on the sections most relevant to you. • Generate Content: If you're struggling with the blank page, generate ideas, • Edit Content: Improve the flow, enhance the content, change the tone/style.
  • 26.
    What Won’t CopilotDo in Word? • One Drive: Summarize from a file stored in One Drive • Complex Formatting: While Copilot can handle basic formatting tasks, it may struggle with more complex formatting requirements or specific design elements. • Edit Content in place: Copilot provides solutions on the side; you need to copy/paste to replace • Executing Macros: Copilot cannot run or create macros within Word documents. This task requires manual intervention. • Advanced Editing: Copilot in Word may not be able to perform advanced editing tasks such as detailed image manipulation or creating intricate tables and charts. • File Management: Copilot cannot manage files directly, such as moving, renaming, or deleting files within your file system.
  • 27.
    Drafting • Draft from –The web – Another document • Limited to files in SharePoint you have permission to view • Tell Copilot what you want and enter "/" as part of your prompt. • Choose up to 10 items that Copilot should look at when creating your new document. – An email
  • 28.
    Live Demos • Demonstrateusing Copilot for Business to create a Word doc: – Ask Copilot to create a word doc summarize a topic from Bing.com • “ Make a word document describing the history if the NY Rangers”
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  • 30.
    Enhancing Outlook withCopilot • Compose emails with coaching tips and data from other sources – You can specify the tone and length of your response, and Copilot will generate a draft for you. • Summarize long and complex email threads – Highlight key points and suggesting actions like scheduling meetings. • Draft emails with notes and action items from meetings • Translate messages to communicate internationally • Revise content to turn rough drafts into usable text • Book meetings – Suggests times, attendees, and even drafting agendas based on the context of your emails
  • 31.
    Copilot Streamlines YourWorkflow • Meeting Preparation: Helps you prepare for meetings by summarizing relevant emails and documents. • Identify Tasks: Copilot can analyze the content of your emails, extract actionable items, and suggest them as tasks. – However, you will need to manually confirm and add these tasks to your Outlook tasks list. • Follow-Up Actions: After meetings, Copilot can notify you of any follow-up actions or summaries.
  • 32.
    Demo Outlook • Mustuse the “New Outlook” • Create an email summarizing this deck • Summarize an email chain • Ask for help generating an email
  • 33.
    Suggested Prompts • Showme my meetings for this week in table. Table should contain following details. Date, Time, Meeting Details, Initiated by, List of invitees, RSVP Status. • Identify an available time for a meeting with [User] tomorrow that aligns with their working hours in their time zone and does not conflict with either my or their existing meetings.
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  • 35.
    Introduction to Copilotin Excel • Copilot in Excel helps users analyze, visualize, and understand data more efficiently. • Ask questions in plain English, and Copilot will return answers using Excel functions and data – Understanding natural language queries – Suggesting appropriate Excel functions – Automatically inserting formulas into cells – Reducing the need for manual formula creation – Enhancing productivity and accuracy in data analysis • Start with simple prompts, explore Copilot's suggestions, and refine your queries for better results • Only works on files with Auto-Save turned on
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  • 37.
    Automated Formula Generation •Copilot can generate complex Excel formulas based on natural language prompts, saving time and reducing errors. – Combine with formatting
  • 38.
    Data Cleaning andTransformation • Remove duplicates • Filling missing values • Standardizing formats (e.g., dates, text case) • Detecting and correcting errors • Filtering and sorting data • Provide a visual comparison • Splitting and merging columns • Creating calculated columns • Pivoting and unpivoting data • Aggregating and summarizing data • Reshaping data for analysis
  • 39.
    How Copilot AnalyzesData • Copilot can analyze large datasets, identify trends, and provide summaries or insights automatically. – Summarizes large datasets automatically – Identifies trends across time, categories, and metrics – Extracts actionable insights from raw data – Generates visualizations and summaries on request
  • 40.
    Data Summarization Example •Summarize Sales trends by region • Count how many rows have “X”
  • 41.
    Look for TrendsExample • Show me a trend in monthly sales for the past year • Show me the trend for the widget over the past 6 months • Compare to 2 years ago
  • 42.
    Provide Insights Example •Provide insights on this sales data including key trends and anomalies
  • 43.
    Creating Charts withEase • Copilot can suggest and create charts based on the data. – Quickly generate charts from raw data – Use natural language to specify chart types and data ranges – Improve data visualization and insights • Prompt Examples: – Create a bar chart showing sales for Product A, Product B, and Product C. Color Product A medium blue, Product B red and Product C dark purple
  • 44.
    Example: Cleaning SalesData Scenario: A sales dataset contains duplicate rows, inconsistent date formats, and missing values. Using Copilot: 'Remove duplicate rows from the sales table' 'Convert all dates to YYYY-MM-DD format' 'Fill missing sales values with the average of the column' Date Product Sales Jan 2, 2023 Widget 100 Feb 2, 23 Widget 100 Feb 02, 2023 Gadget 200 Jan 02, 2023 Widget 100 Original Data Date Product Sales 2023-01-02 Widget 100 2023-02-01 Widget 100 2023-02-01 Gadget 200 Cleaned Data (Standardized Dates & Removed Duplicates)
  • 45.
    Scenario Analysis • Copilotcan help perform what-if analysis and generate scenarios to support decision-making. • Highlight cells and rows based on the result of a query • Copilot can create pivot tables and summaries to help users explore and understand their data. – Group sales by region and month – Create a pivot table showing total sales per region per month – Add a column calculating year-over-year growth
  • 46.
    Look up RelatedData • Copilot can pull related data from another sheet into your sheet – Example: from a job title, Copilot can pull the department from a list containing the job title and department
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    Power Point • Creatingand Designing Slides – Generate slide content: Provide bullet points, summaries, or full text for slides based on your topic. – Design suggestions: Recommend layouts, themes, and visual styles. – Slide structure: Help outline your presentation logically (e.g., intro, body, conclusion). • Data and Visuals (Design) – Create charts and graphs: Turn your data into visuals like bar charts, pie charts, or timelines. – Insert visuals: Generate or suggest images, icons, or infographics. – SmartArt and diagrams: Help you choose and populate diagrams for processes, hierarchies, etc. • Writing and Editing – Polish slide text: Improve clarity, grammar, and tone. – Speaker notes: Draft or refine what you’ll say during each slide. – Summarize documents: Turn reports or articles into slide-ready summaries. • Collaboration and Customization – Tailor for your audience: Adjust tone and content for executives, engineers, clients, etc. – Practice questions: Generate potential Q&A based on your content. – Feedback: Review your slides and suggest improvements.
  • 49.
    Power Point: UsingDesign Creating and Designing Slides Generate slide content: Provide bullet points, summaries, or full text for slides based on your topic. Design suggestions: Recommend layouts, themes, and visual styles. Slide structure: Help outline your presentation logically (e.g., intro, body, conclusion). Data and Visuals Create charts and graphs: Turn your data into visuals like bar charts, pie charts, or timelines. Insert visuals: Generate or suggest images, icons, or infographics. SmartArt and diagrams: Help you choose and populate diagrams for processes, hierarchies, etc. Writing and Editing Polish slide text: Improve clarity, grammar, and tone. Speaker notes: Draft or refine what you’ll say during each slide. Summarize documents: Turn reports or articles into slide- ready summaries. Collaboration and Customization Tailor for your audience: Adjust tone and content for executives, engineers, clients, etc. Practice questions: Generate potential Q&A based on your content. Feedback: Review your slides and suggest improvements.
  • 50.
    Creating a Presentationfrom a File • Create files within Power Point or using Business Copilot • Files must be stored in SharePoint – Copilot cannot use One Drive as a source. • Copilot can make slides from an email • In Teams I can ask Copilot to make slides from a chat – Slides are made in the chat and need to be transferred to Teams (see Teams Training for details)
  • 51.
    Using Copilot inPower Point • Copilot can provide you the content from the web: • First demo: generate a slide using Copilot in Power Point – My prompt: “Add a slide about prompt engineering. Add suggestions for improving” • Second demo: create from content via www.bing.com – Select Web – “what is prompt engineering in copilot” – Copied the result into the slide • Remove the reference #’s – Used Power Point’s “Designer” to polish the slides – Iterate: “Please create 2 downloadable slides”
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  • 53.
    Use Copilot inOneNote With: Data & Visuals – Create tables, charts, or diagrams – Generate visual summaries – Insert math equations or solve problems – Format and align content Collaboration & Sharing – Draft collaborative notes – Suggest edits or improvements – Track changes and summarize contributions – Prepare notes for export Integration & Automation – Sync notes with Microsoft To Do or Outlook – Set reminders or follow-ups – Automate note-taking tasks – Integrate with Microsoft 365 apps Organization & Note-Taking – Create, edit, and organize notebooks, sections, and pages – Generate structured outlines – Summarize long notes – Convert unstructured text into organized formats – Suggest tags or categories Content Creation & Enhancement – Draft and rewrite content – Translate notes – Add creative elements – Generate to-do lists and study guides Search & Insights – Find specific notes or keywords – Extract action items and key points – Identify recurring themes – Provide definitions and context
  • 54.
    Copilot with OneNote Notebooks • Copilot Notebooks integrate with One Note Notebooks – 20 One Note page limit – One Note Notebooks cannot be copied – M365 Copilot license required
  • 55.
    Summarizing Content • Thecanvas icon gives a basic summary • The Copilot from the ribbon allows for deeper prompt engineering – Be more specific in what you are looking for from the content and how you want it presented • Present in table format • Present in bulleted format • Present in chronological order • Present in alphabetical order
  • 56.
    Tasks Lists • Tasklists are a great way to identify and organize action items in your notes • Native One Note allows you to pull all tasks (any tags) from today, yesterday, this week, a section or a notebook and summarizes on a separate page • Tasks are identified by a label that can be checked if the task is complete – Tasks can also be sent to Outlook Tasks, which makes them show up in the Planner app in Teams • Use Copilot to review tasks
  • 57.
    Exercise: Create aTask List • Select the content again • Right click and select “Create a task list” • Review the list of items with a check box. • Select the thumbs up • Select Keep it • Bonus: Select the new tasks and click the Outlook Tasks, select “Today”. – Open Tasks in Outlook to confirm they are there – Open Planner in Teams, confirm the Tasks are under Outlook Tasks and Private Tasks
  • 58.
    Understand Your Notes •Sometimes you need to take a lot of notes quickly, which can make your notes difficult to understand later. – Summarize can help make sense of what you wrote • Copilot can help you rewrite your notes – Great for making sense of your notes – You can ask Copilot to rewrite your content to be Formal, professional or informal. – It can give you multiple options for comparison
  • 59.
    Create Notes • UseCopilot to – “Give me ideas on…” – “Draft a plan for…” – Rewrite text (just like Edit…ask to make the text more casual, more formal etc.) – Summarize “this” section • Openly chat with Copilot – Ask Copilot questions about topics
  • 60.
    Tips for Summarizing/Polishing •Dictate allows you to compose content via speech to text, then use Copilot (Edit) to polish the text – Great for capturing notes on the run via the One Note mobile app • Use the Record/Transcribe function in One Note to – Dictate new content on the page – Transcribe audio from a meeting, then use Copilot to generate tasks or Edit content
  • 61.
    Copilot with OneNote References • https://support.microsoft.com/en-us/office/welcome-to- copilot-in-onenote-34b30802-02ae-4676-a88c- 82f8d5e586dd • https://support.microsoft.com/en-us/office/summarize- your-onenote-notes-with-microsoft-365-copilot-89e1f3cd- 9cbc-4b34-84da-40d52b39aff5 • Prompts to try: https://copilot.cloud.microsoft/en- US/prompts/all?products%2Fname=OneNote
  • 62.
    SKYTERRA TECHNOLOGIES 6 TRAFALGARSQUARE | SUITE 100 NASHUA, NH 03063 603-769-3172 WWW. SKYTERRATECH.COM NEXT STEPS/FOLLOW-UP Deb Walther https://www.linkedin.com/in/debwalther/