The Ultimate Guide to Using Microsoft Copilot For Your Business Workflow

Microsoft Copilot is designed to enhance productivity by integrating artificial intelligence (AI) into your work environment. Although integrating AI tools into business processes is a hot topic, many executives are still uncertain about how they can use Copilot for business.


“Most business leaders are interested in leveraging AI in their operations, but many are still unsure exactly how.”Mario Arjona, Chief of Staff, Outsource Solutions Group


That’s why this article is designed to show you the benefits of AI in this sense. We’ll demonstrate what Microsoft Copilot is, how to set it up, and innovative ways that you can use to enhance your daily workflow.



What is Microsoft Copilot?

Microsoft Copilot is an AI-powered tool designed to increase productivity by incorporating artificial intelligence into everyday, repetitive tasks. By automating routine tasks, Copilot enables your team to spend more time focusing on creative work, raise the quality of their output, and increase overall job satisfaction.

Today, 65% of employees use business process automation tools in their daily activities, while an additional 68% plan to do so in the future. With that in mind, learning how to use Microsoft Copilot to automate your work tasks now could be an excellent way to keep you ahead of the curve.

Technical Requirements

To get started, your organization must ensure that it meets the necessary technical requirements. These include having the right licenses, software versions, and network settings. It’s also recommended to enable plugins in Teams for cross-app intelligence experiences if you plan to use it with the Teams admin center.

Here’s an overview of some of Copilot’s technical requirements.


Tool Versions/Details Requirement
Microsoft 365 Apps Word, Excel, PowerPoint, Outlook, Microsoft Teams, OneDrive, SharePoint, Exchange Required for basic Copilot functionality across Microsoft 365
License Microsoft 365 E3/E5, Office 365 E3/E5, Microsoft 365 A3/A5 for faculty, Microsoft 365 Business Standard/Premium One or more of these licenses are necessary to access Microsoft Copilot services
Microsoft Entra ID Accounts required to add/sync via Microsoft 365 admin center Needed for user authentication and access
OneDrive Account required for file restore and management Required for specific features related to file management
Outlook New Outlook (Windows & Mac) in preview, Classic Outlook support yet to be released Recommended for enhanced functionality but not mandatory for basic Copilot use
Teams Setup via Microsoft 365 admin center Necessary for collaboration features and meeting content reference
Teams Phone Supports VoIP and PSTN calls, but transcription or recording is required Only needed if you’re using Copilot for VoIP and PSTN calls
Microsoft Loop & Whiteboard Enabled for tenant Required only if you’re using Copilot features related to Loop and Whiteboard
Update Channels Available in Current Channel and Monthly Enterprise Channel, excluding Semi-Annual Enterprise Channel Required to receive the latest Copilot updates and features, but not for basic functionality
Network  WebSocket connections must be allowed from user endpoints to Microsoft service endpoints Required for connectivity and proper functionality for all end users across your network


How to Setup Microsoft Copilot For Your Business

1. Identify Tools & Usage

Start by evaluating how your team currently utilizes Microsoft apps. Identify which apps are essential to your workflow and where Copilot could add the most value. This step will help you focus on integrating Copilot in areas that will benefit your business the most.

2. Verify License & Software Requirements

Check that your organization has the necessary Microsoft 365 licenses and that your apps are up to date. Depending on your organization’s size and needs, license and software requirements might vary. So, be careful to select the right ones to ensure you have access to needed Copilot features without exceeding your budget.

3. Setup Microsoft Entra ID for End-Users

Create or sync Microsoft Entra ID (formerly Azure Active Directory) accounts for your users. This step is crucial for user authentication and access. Customize user access based on role and department to ensure employees have the necessary permissions for their work without compromising security.

4. Assign Licenses & Manage User Access

Decide which features of Copilot will be most beneficial for your team. Then, use the Microsoft 365 admin center to distribute Copilot licenses. Consider which teams or departments will benefit most from which features and allocate licenses accordingly.


Learn More About Microsoft Copilot


5. Align Network Requirements if Needed

If needed, modify your network settings to allow the necessary connections for Copilot. This ensures that Copilot services can operate smoothly within your organization’s IT infrastructure.

6. Customize Privacy & Security Settings

Adjust the privacy and security settings within your Microsoft 365 environment to ensure they align with your organization’s policies while using Copilot. This includes managing data access and handling to maintain compliance and protect sensitive information.

7. Train Your Team on Copilot Use

Organize training sessions for your staff to get familiar with Copilot. Focus on how it can be used in their daily tasks to boost productivity and creativity. Highlight specific features that align with their workflows for a smoother adoption process.

8. Monitor Use & Adjust as Needed

After implementation, keep an eye on how Copilot is being used and the impact it has. Gather feedback from your team to make any necessary adjustments, whether it’s expanding its use to other areas or tweaking settings to better suit your operations.


How to Use Microsoft Copilot in Your Day-to-Day Workflow

Streamline Email Communication

On average, employees send 126 business emails per workday. Given this high volume, finding a way to streamline this task can be incredibly helpful. Use Copilot to draft emails quickly using natural language commands. It can also summarize long email threads into concise points. These functions save time and enhance clarity in communication.

Enhance Meeting Efficiency

Leverage Microsoft Teams Copilot for real-time meeting transcriptions and summaries. It can highlight action items and key decisions, ensuring no detail is missed, which improves post-meeting follow-ups.

Intelligent Document Management

Use Copilot for intelligent document management by leveraging its capabilities to organize, search, and summarize large volumes of documents. It can also suggest relevant files for your projects, streamlining access to critical information.

Improve Customer Service

Utilize Copilot with your customer service tools to analyze customer feedback and inquiries in real-time. It can generate responses or recommend solutions based on past interactions. This ability enhances customer satisfaction by making it easier for your team to deliver timely and relevant support.

Enhanced Data Analysis

Use Copilot for enhanced data analysis in Excel. It can interpret complex datasets and generate summaries, charts, and insights. As a result, making data-driven decisions is more accessible and less time-consuming.

Optimize Talent Management Processes

Leverage Copilot for talent management. It can help screen resumes and draft job descriptions. This streamlines HR workflows by automating routine tasks and providing insights on candidates, thus improving the recruitment process.

Develop & Debug Code Faster

Copilot can suggest code snippets, debug existing code, and explain code blocks in simple terms. This makes programming more efficient and allows developers to code faster and with fewer errors. Copilot can work with a wide variety of programming languages to perform this task.


Looking For Strategic Advice on Implementing AI in The Workplace?

While this guide showed you general practices to bring Copilot to your workplace, different businesses have different needs. As such, it’s a good idea to tailor these practices to your specific business processes.

If you aren’t sure how to do that, you can seek IT consulting from technology experts at Outsource Solutions Group. Our team is well-versed in a wide range of technologies and has a sharp business acumen. We can help you implement generative AI in a way that truly helps your organization.

Reach out today to get started.

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