Introduction
NEOMED has chosen Copilot as a Generative AI platform because it can make informed responses with contextually relevant responses based on the user’s data and activities within the Microsoft 365 environment. Additionally and importantly, Microsoft Copilot includes Enterprise Data Protection when using your NEOMED account, and does not feed information to large language models (LLMs). For more on the architecture and Microsoft ecosystem: Copilot extensibility in the Microsoft 365 ecosystem
What is Copilot?
Microsoft has released several versions of Microsoft 365 Copilot. Two versions are available at the university:
Copilot Chat
Copilot Chat (Basic) is available to all NEOMED users. By logging into Copilot Chat using your NEOMED credentials, your data is provided enterprise level protection, and your data is not used to train Microsoft’s AI. The Chat AI bases its information on public content and information. Information can be uploaded to the chat from your computer or your OneDrive account. Agents have been created for Microsoft Word, Excel and PowerPoint that can be used in Copilot Chat to enhance document generation. You can learn more about its capabilities on Microsoft’s site to see if you can perform the same task in Copilot Chat before you decide you need Microsoft 365 Copilot for an extra cost.
Microsoft 365 Copilot
Microsoft 365 Copilot is a paid, add-on license that is available to NEOMED faculty and staff at an additional cost to the department or unit. Microsoft 365 Copilot unlocks the full power of AI in the Microsoft 365 environment and has direct access to your work content. Microsoft 365 Copilot bases its answers on public web-based content but also has access to any Microsoft 365 data like emails, meetings, chats and shared documents. Microsoft 365 Copilot has extensive app integration such as Teams, Outlook, Word, PowerPoint and Excel. Microsoft 365 Copilot can summarize entire meetings that were attended and even those that were missed. Custom and prebuilt agents can be used to extend the capabilities of the Chat AI tool.
Before You Begin
- License required (Microsoft 365 Copilot only): The premium features described in this article require a Microsoft 365 Copilot license assigned by NEOMED IT.
- Microsoft 365 Copilot is currently under a pilot program at NEOMED for specific users.
- Allow time for activation: After a license is assigned, some Copilot features may take up to 72 hours to appear across all applications.
- Use your NEOMED account: Copilot Chat and Microsoft 365 Copilot includes data protection when you are signed in with your NEOMED account. You can confirm this by checking for the green Protected shield in the top-right corner. If the shield is not visible, click Sign in and complete the Microsoft login process with your NEOMEDcredentials. When the green shield appears, Copilot searches are de-identified and your data is protected!
In this article, “Copilot” refers to the licensed add-on Microsoft 365 Copilot experience unless otherwise noted.
Using Copilot Responsibly & Securely
- Follow NEOMED requirements: Use Copilot in accordance with applicable university policies, standards, and approved procedures to avoid sharing highly sensitive or personal data through Copilot, such as passwords or confidential student information.
- Apply data classification rules: Consider whether information is classified as L1, L2, L3, or L4 before entering it into Copilot or referencing it in a prompt. Copilot is not HIPAA-compliant.
- Protect sensitive information: Use extra caution with student, employee, patient, research, legal, contractual, security, and regulated data. If you are unsure whether a use is permitted, stop and seek guidance with IT.
- Verify the output: Check facts, calculations, names, dates, citations, and conclusions against reliable sources.
- Use human judgment: Do not allow Copilot to make final decisions. Edit generated content so it is accurate, appropriate for the audience, and consistent with university expectations.
- Respect permissions: Copilot may surface content that you can access. Existing access does not automatically make every use or redistribution appropriate.
Copilot Chat
Microsoft Copilot Chat is an AI-powered chat for the web that gives you access to more robust answers, greater efficiency and new ways to be creative.
Currently, Copilot Chat is available as part of the Educational Licensing through NEOMED for faculty, staff and students and can be accessing on the web and within the Microsoft Edge browser. By logging into Copilot Chat using your NEOMED account, your data will be protected. To learn more about protection, please see Enterprise data protection in Microsoft 365 Copilot Chat.
Access Copilot Chat
- Go to https://m365.cloud.microsoft/chat in a web browser.
- Sign in with your NEOMED account.
- Enter a prompt and review any cited or referenced information before using the response.
Common Tasks
- Brainstorm ideas, outlines, or questions.
- Draft or revise content for a specific audience and purpose.
- When supported by your license and permissions, reference Microsoft 365 content that you are already authorized to access.
Available capabilities and model options may change as Microsoft updates the service and NEOMED configures approved features.
Microsoft Resources
Microsoft 365 Copilot
Using Copilot in Word
Copilot in Word can help create, revise, summarize, and reorganize document content.
Open Copilot
- Open a Word document.
- Select the Copilot icon on the Home ribbon or in the available side panel.
- Enter a prompt or select a suggested action.
Common Tasks
- Draft content: Create a first draft from instructions, notes, an outline, or a referenced file.
- Revise text: Select existing content and ask Copilot to shorten it, expand it, clarify it, or change its tone.
- Understand a document: Request a summary, key themes, unanswered questions, or information contained in the document.
Example prompt: “Write a one-page project update intended for leadership that summarizes progress, risks, and next steps.”
Microsoft Resources
Use Copilot in Outlook
Copilot in Outlook can assist with drafting messages, reviewing conversations, and improving communication.
Open Copilot
Look for the Copilot icon while composing a message or viewing an email thread. Available actions may include Draft, Summarize, or Coaching.
Common Tasks
- Draft an email: Describe the audience, purpose, key points, and desired tone. Review and revise the result before sending.
- Summarize a thread: Produce a concise overview of a lengthy email conversation.
- Improve a message: Ask for suggestions that strengthen clarity, tone, or readability.
- Prioritize messages: When available, use Copilot to help identify messages that may need attention first.
Microsoft Resources
Use Copilot in Excel
Copilot in Excel can help explore, organize, and explain data by using plain-language prompts.
Prepare the Workbook
- Save the workbook to OneDrive or SharePoint.
- Turn on AutoSave.
- Format the data as a supported Excel table when needed.
Common Tasks
- Identify insights: Ask for trends, patterns, summaries, or possible outliers.
- Work with formulas: Request a suggested formula or an explanation of an existing formula.
- Visualize data: Ask Copilot to suggest or create a chart or PivotTable that you can review and refine.
Important: Verify all formulas, calculations, interpretations, and visualizations. Do not rely on AI-generated results as the sole basis for financial, legal, compliance, clinical, or other high-impact decisions.
Microsoft Resources
Use Copilot in PowerPoint
Copilot in PowerPoint can help create, refine, organize, and summarize presentations.
Common Tasks
- Create a presentation: Describe the topic or reference an existing Word document to generate a starting deck.
- Add or reorganize slides: Request a slide about a specific topic or ask Copilot to improve the presentation flow.
- Summarize a presentation: Identify key messages or slides that need closer review.
When a NEOMED-approved template is required, begin with that template and then use Copilot to develop the content.
Microsoft Resources
Use Copilot in Teams
Copilot in Teams can help summarize conversations, identify action items, and draft clearer messages.
Common Tasks
- Catch up on a chat or channel: Request a summary, decisions, open questions, or assigned actions.
- Review a meeting: Ask for key topics, decisions, and follow-up items when a transcript is available.
- Refine a message: Adjust the tone, length, or clarity of a chat message before sending it.
Meeting transcription must be enabled for Copilot to work with meeting content. Follow NEOMED requirements for notice, recording, transcription, privacy, and appropriate use.
Microsoft Resources
Use Copilot in OneNote
Copilot in OneNote can turn notes into structured, usable information.
- Summarize and organize: Condense a page, identify action items, or restructure notes.
- Create content: Draft an agenda, plan, outline, or talking points based on your notes.
- Ask questions: Request answers grounded in the content of the current page or notebook context available to Copilot.
Microsoft Resources
Copilot Agents
Because Microsoft 365 Copilot has access to your applications and data, you can use two built-in agents for this version of Copilot: Researcher and Analyst. They are designed to extend the value of Copilot by supporting more advanced tasks. Both agents are pre-pinned in the Microsoft 365 Copilot app and allow up to 25 combined queries per month.
- Researcher acts like a research assistant, designed to support complex, multi-step projects.
- Analyst functions more like a data scientist, using chain-of-thought reasoning to explore and analyze data.
Writing Effective Prompts
Clear prompts produce more useful results. Include the following details when appropriate:
- Goal: State what you want Copilot to produce or accomplish.
- Audience: Identify who will read or use the result.
- Context: Provide relevant background, source material, constraints, or examples.
- Format: Specify the desired structure, length, tone, or level of detail.
Example: “Create a concise project update for departmental leadership. Use headings for accomplishments, risks, decisions needed, and next steps. Keep the tone professional and limit each section to three bullets.”
Additional Training & Resources
General
Prompts
Training
Need More Assistance?
Contact the NEOMED Help Desk if:
- You were assigned a license but Copilot features do not appear after 72 hours.
- You cannot sign in to Copilot with your NEOMED account.
- A Copilot feature produces an unexpected or concerning result.
- You need guidance about using university or regulated data with Copilot.
When requesting assistance, include the application, device type, approximate time of the issue, and a screenshot that does not expose sensitive information.