Generative AI has exploded in popularity over the last 20 months. Two months after its launch in November 2022, ChatGPT, the AI chatbot developed by OpenAI, had clocked up 100 million monthly active users.
For context, it took Instagram two and a half years to reach that milestone, while TikTok got there in nine months. The astonishing rise of ChatGPT has propelled generative AI into the public consciousness, leaving many wondering how they can actually use it at work.
The good news for Microsoft license holders is the tech giant has invested heavily in generative AI technology, launching its tool Copilot for Microsoft 365 for individual licenses at the beginning of this year.
So, it’s no surprise to find the adoption of generative AI in the workplace has seen significant growth. In fact, according to a survey by Microsoft, 75% of global knowledge workers are now using generative AI tools, nearly doubling the adoption rate in the last six months alone.
In another recent survey McKinsey Global Survey reported similar findings. Its research found that 65% of organizations are regularly using generative AI, nearly double the percentage from a survey they did from ten months ago.
With this surge in use of generative AI, how can you get in on the action? It’s supposed to make you more productive, but how? Read on to learn more about this technology, what it can do, and how you can put into practice in your working day.
What is Generative AI and what can it do?
Generative AI is the term used to describe Large Language Models (LLMs) capable of generating new content (text, images etc) when given a command via prompts.
Generative AI is particularly good at solving tasks where speed and volume matter, and where context is largely captured in data, for example:
Text summarization: It can summarize complex text, with ability to define format or force referencing (the deliberate inclusion of specific information or sources within the output generated by the AI model).
Retrieval of information: Using natural language queries, it can extract meaning from vast amounts of data, quickly.
Text classification: It can categorize documents (or parts of documents) based on a topic or sentiment etc.
Structuring data: It can generate structured insights from unstructured data.
Text generation: Speeding up content generation, it can create text from a prompt to be reviewed by an expert review, who can check for inaccuracies or ‘hallucinations’.
Text translation: It can translate between languages with high fidelity.
Intuitive user interface: Operating as a ‘chatbot’, it enables users to query information or engage with a service.
Code generation: It can generate functional code or translate between languages based on plain English prompts.
How can I use Generative AI at work?
There are hundreds of Generative AI tools cropping up in the marketplace, so which one you select will depend on your role is and what you would like it to help you do. Some services are free, others you’ll have to pay for.
For example, if you’re a writer, researcher, marketer or in a comms role OpenAI has a range of tools you can use. Some are free like ChatGPT (but it’s not trained on the latest data) and some like GPT-4o (trained on the latest models) you’ll need to pay for.
The same applies if you’re a developer. There are different Generative AI tools and which to choose will depend on your specific needs, programming languages, and the development environment you’re working in.
GitHub Copilot is a popular tool. Created in collaboration with OpenAI, it provides real-time code suggestions directly within your IDE for a small monthly fee ($10 per user). Alternatively, there’s Tabnine, with Java, JavaScript, Python, and more, which has a free tier.
However, if you are a Microsoft 365 license holder, you can access the Copilot suite of generative AI tools. Again, some are free such as such as Copilot (formerly Bing Chat) that runs in an Edge browser. And confusingly, Copilot for Microsoft 365, which people shorten and refer to as ‘Copilot’, a paid-for service available to all license holders, which we will cover in more detail for the rest of this blog.
What is Copilot for Microsoft 365 and how can I use it?
Copilot for Microsoft 365 is Microsoft’s generative AI tool designed to integrate with your everyday work apps in Microsoft 365 to help improve productivity.
It works by using sophisticated AI algorithms called LLMs, including models like GPT-4, to understand, summarize, predict, and generate content. It coordinates with Microsoft Graph, which includes emails, chats, and documents you have permission to access.
Copilot works alongside all your Microsoft 365 apps such as Word, Excel, PowerPoint, Outlook, and Teams.
Here’s a brief overview of what it can do in each:
Word: Generate text, create content, and even pull from existing documents.
Chat: Summarize, ask questions, and provide light commands.
PowerPoint: Create presentations, add slides, and make formatting changes.
Excel: Get suggestions for formulas, chart types, and data insights.
Outlook: Receive coaching tips, summarize email threads, and draft messages.
Teams: Invoke Copilot in any chat and summarize chat content or recorded Teams meetings.
How are organizations using Copilot for Microsoft 365?
Many organizations are starting to experiment with using Copilot for Microsoft 365. They are in the early days of working out use cases. The tool promises to streamline various tasks and enhance productivity across different applications.
We suggest you take a look at our most recent blog ‘Preparing for Copilot for Microsoft 365‘ as there’s more to using it that simply turning it on!
First, you’ll have to do the groundwork by cleaning up your data, which is where SharePoint Premium comes in.
Then you’ll have to conduct some impact and feasibility studies about where it will add most value in your business (the blog we mentioned outlines how you can do this, but we can help too of course!).
But broadly speaking, organizations are using Copilot for Microsoft 365 in apps like Word, Excel, PowerPoint, Outlook, and Teams to give them AI-driven assistance.
For example, it can help draft emails, summarize meetings, generate reports, and create presentations. It also supports brainstorming sessions in Whiteboard and data analysis in Excel, making complex tasks more manageable and efficient.
Beyond AI assistance, how can we use Copilot for Microsoft for knowledge sharing and collaboration?
You can use Copilot for Microsoft 365 in Microsoft Teams, OneNote, and Whiteboard to facilitate real-time collaboration. As mentioned before, it can summarize meeting notes, generate ideas, and help to organize information for efficiently.
Additionally, by using it with Microsoft Loop components, you can share and co-create content across different applications, enhancing team collaboration and ensuring that knowledge is easily accessible and well-organized.
How can Copilot for Microsoft 365 be fine-tuned and trained for various uses?
Copilot for Microsoft 365 can be fine-tuned and customized using the Microsoft Copilot Studio with a little help from Microsoft Partners like us.
We can help you use it to create custom plugins and Copilots tailored to your specific business needs, such as expense management or HR onboarding.
By integrating proprietary data and defining specific use cases, Copilot can be trained to deliver more relevant and precise assistance, improving its effectiveness in various contexts (see our blog for more uses on how it can be used).
What can Copilot for Microsoft 365 do to clean and structure large pools of data?
Copilot in Microsoft Excel is particularly useful for cleaning and structuring large datasets. It can automate data formatting, filtering, sorting, and analysis tasks.
Copilot helps you turn your raw data into actionable insights by suggesting formulas, creating visualizations, and summarizing complex datasets.
This functionality ensures that your data is well-organized and easily interpretable, helping you to make better decisions.
How can Copilot for Microsoft 365 improve RFP and proposal efficiency?
Copilot for Microsoft 365 works well for highly repeatable tasks and as such can significantly enhance the efficiency of creating Requests for Proposals (RFPs) and proposals by automating content generation, summarizing lengthy documents, and providing real-time feedback on clarity and tone.
It uses AI to gather relevant data from various sources within your Microsoft 365 environment, ensuring that all necessary information is included. This can significantly reduce the time and effort required to prepare comprehensive proposals. Yet, don’t forget to double check its work as it can be prone to making mistakes called ‘hallucinations‘.
What are the risks associated with using Generative AI and Copilot for Microsoft 365?
The risks associated with using Generative AI and Copilot for Microsoft 365 include data privacy concerns, potential inaccuracies, and the possibility of biased outputs.
That’s why it’s so important to get your data governance and compliance with privacy regulations sorted before unleashing it within your organization.
Then, there is also a risk of over-reliance on AI, which can lead to decreased human oversight and potential errors.
Plan to mitigate against these risks by setting clear guidelines, maintaining human involvement, and continuously monitoring AI outputs for quality and accuracy.
How can we spot Generative AI-generated work and avoid homogeneity in our work?
Look for patterns such as overly consistent language, lack of personalization, or absence of nuanced insights that a human writer might include. Wired wrote a great piece on what to look out for.
However, to avoid homogeneity, encourage your people to oversee all content and always have the final input into latter stages of content creation.
Plus, teach your teams to diversify their prompts and ask the AI tool for sources. Finally, blend AI-generated content with human creativity to maintain originality and authenticity.
When should we consider buying our Copilot for Microsoft 365 licenses?
Consider buying your Copilot for Microsoft 365 licenses when you have assessed your company’s readiness for AI integration, which includes reviewing your data security and governance practices.
We also recommend starting with a pilot phase, giving the licenses to key teams or departments to measure impact and gather feedback before rolling out to the wider teams. Taking a phased approach helps ensure smooth adoption and maximizes the benefits of Copilot.
How many employees should we buy Copilot for Microsoft 365 licenses for?
Initially, it’s advisable to assign Copilot licenses to teams or departments that will benefit most from its capabilities, such as those heavily using Microsoft 365 apps or involved in tasks that can be significantly enhanced by AI (see our Preparing for Copilot blog on deciding who gets the licenses first).
We suggest starting with a smaller group to allow for better management and support during the roll-out phase. Based on the feedback and observed benefits, you can gradually extend licenses to more employees, ensuring that the deployment aligns with your organization’s specific needs and goals.
How much does Copilot for Microsoft 365 cost?
It costs $30 per user per month with an annual commitment. This includes includes enterprise-grade security, privacy, identity, and compliance features, ensuring robust data protection and adherence to regulatory standards. But remember to factor in the cost of doing your feasibility study, training, and any customizations you may require.
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Get started with Copilot for Microsoft 365 today!
Contact Team Cloudwell to discover how to implement Copilot for Microsoft 365 in your organization.