Artificial intelligence is no longer a futuristic concept—it’s a core part of today’s digital workplace. Microsoft Copilot represents a major step forward in how we work, automate tasks, and collaborate within Microsoft 365. But what exactly is Microsoft Copilot? How does it compare to other AI productivity tools? And most importantly, how can your business benefit?
This in-depth guide explores all aspects of Microsoft Copilot: its features, use cases, benefits, and alternatives—giving you a clear view of how this AI tool can support your organisation.
Microsoft Copilot is an AI-powered assistant embedded within Microsoft 365 applications, including Word, Excel, Outlook, Teams, and PowerPoint. It uses large language models (LLMs), such as OpenAI’s GPT-4, in combination with the Microsoft Graph to offer intelligent, context-aware suggestions and automations within familiar business software.
From writing documents to summarising meetings, analysing data, and generating visual presentations, Microsoft Copilot helps streamline tasks and improve productivity without leaving the app you’re working in.
Microsoft Copilot pulls data from your documents, calendars, emails, meetings, chats, and more using Microsoft Graph. It then uses AI to offer helpful prompts and complete actions within Microsoft 365 applications. For example:
Copilot’s real strength lies in its deep integration into your day-to-day tools, acting like a personal digital assistant trained on your business content.
1. Contextual Content Creation
Copilot understands the context of your documents and communications. Whether you’re drafting a report or composing an email, it offers smart suggestions based on existing files, past conversations, and calendar events.
2. Natural Language Prompts
You don’t need to be a developer to use Microsoft Copilot. Simply ask it a question or give it a prompt in natural language, like “Summarise this meeting” or “Create a presentation based on this report,” and it gets to work.
3. Embedded in Microsoft 365
Rather than switching between tools, Copilot is available directly within Microsoft 365 apps, reducing the need for multiple platforms or standalone tools.
4. Secure and Compliant
Built with Microsoft’s enterprise-grade security, Copilot adheres to data compliance standards including GDPR, ensuring your sensitive information stays protected.
Boosts Productivity
Microsoft Copilot reduces manual work across departments. Marketing teams can draft content faster, sales teams can summarise emails and meetings, and finance teams can analyse complex datasets in minutes.
Improves Accuracy
By providing data-driven insights and grammar-checked content, Copilot helps ensure higher levels of accuracy in communication and reporting.
Enhances Collaboration
With features in Teams and Outlook, Copilot keeps your team aligned by summarising threads, suggesting action points, and managing meeting follow-ups automatically.
Saves Time
Time-consuming admin tasks—like writing, researching, and formatting—are dramatically shortened, giving staff more time to focus on strategic and creative work.
To evaluate Microsoft Copilot’s value, it’s important to see how it stacks up against other AI tools in the productivity space.
Feature | Microsoft Copilot | ChatGPT |
Integration | Built into Microsoft 365 | Web-based, third-party |
Data Access | Uses Microsoft Graph & secure business data | No access to proprietary business data |
Use Case | Document creation, meetings, spreadsheets | General-purpose chatbot |
Security | Enterprise-grade, Microsoft-compliant | Not tailored to organisational compliance |
Best For | Businesses using Microsoft 365 | Broader AI experimentation and ideation |
While ChatGPT is incredibly powerful for generating text, Microsoft Copilot is more task-oriented within your workflow. It’s designed for business efficiency, not general-purpose creativity.
Feature | Microsoft Copilot | Google Duet AI |
Platform | Microsoft 365 | Google Workspace |
Document Integration | Word, Excel, Outlook, Teams, PowerPoint | Docs, Sheets, Gmail, Meet, Slides |
Data Context | Microsoft Graph | Google Cloud & Workspace data |
Availability | Rolling out in enterprise tiers | Also available in Workspace Business tiers |
Collaboration Tools | Strong with Teams & Loop | Integrated with Google Meet & Chat |
Google Duet AI offers similar features within Google’s ecosystem, but Copilot excels in organisations already embedded in the Microsoft environment.
Feature | Microsoft Copilot | Notion AI |
Scope | Productivity assistant within 365 | Productivity + knowledge management |
Use Case | Content generation, task automation | Brainstorming, summarising, note-taking |
Collaboration | Microsoft Teams, Outlook | Native to Notion platform |
Pricing | Enterprise subscription required | Lower-cost plans available |
Notion AI is great for startups or individuals looking for note-taking and idea generation, but lacks the robust enterprise integrations and compliance standards of Copilot.
1. Licensing Requirements
Microsoft Copilot is available as an add-on to eligible Microsoft 365 plans, particularly for enterprise and business users. It’s being rolled out in phases, so availability may depend on your Microsoft 365 licence.
2. Enabling Copilot
Your IT team (or provider like Alcom IT) can help with configuration, user access, and permissions. Businesses should also ensure their data environment is well organised so Copilot can retrieve useful and relevant information.
3. Training and Change Management
To make the most of Microsoft Copilot, employees should receive training and support. Many organisations partner with IT experts like Alcom IT to deliver tailored rollout plans and user workshops.
Is Microsoft Copilot available to all users?
Not yet. As of 2025, Copilot is primarily available to enterprise and business users with select Microsoft 365 licences.
Does Copilot replace employees?
No—Copilot supports and enhances human work rather than replacing it. It automates repetitive tasks so staff can focus on higher-value work.
Is my data safe with Copilot?
Yes. Microsoft uses strong data protection protocols, and Copilot only accesses content you already have permission to view.
Can Copilot work with third-party apps?
At the moment, Copilot is focused on Microsoft 365 integration, but future developments may broaden its ecosystem.
Alcom IT is a trusted IT services provider specialising in helping businesses across the UK make the most of Microsoft technologies. As a Microsoft partner, Alcom IT can:
Whether you’re just starting to explore AI tools or ready to roll out Copilot across your teams, Alcom IT delivers expert guidance tailored to your goals.
Microsoft Copilot represents the future of work—intelligent, streamlined, and deeply integrated into the software you already use. With its ability to automate routine tasks, deliver insights in seconds, and support team collaboration, it’s no longer a luxury—it’s a competitive advantage.
Let Alcom IT help you take full advantage of this powerful tool. From setup and staff training to long-term support, we’ll make sure Copilot becomes a seamless part of your workplace.
Book a free consultation with Alcom IT today to discover how Microsoft Copilot can revolutionise the way you work.
