How to Use Microsoft Copilot (Beginner's Guide)

To use Microsoft Copilot, open copilot.microsoft.com or press the Copilot key/button in Windows, then type a question in plain English. The free version answers questions and generates text and images; the paid Microsoft 365 Copilot adds AI inside Word, Excel, Outlook, and Teams. Here’s what each one does.

Which Copilot do you have?

The name covers three different things — and this confuses almost everyone:

The free one is genuinely capable. The Microsoft 365 one — AI embedded in your Office apps, reading your emails and files — is the expensive, business-focused tier.

Using the free Copilot

1. Go to copilot.microsoft.com, or press the Copilot key on a newer Windows PC (or click the Copilot icon in the taskbar / Edge sidebar).
2. Sign in with a Microsoft account — free, and it keeps your chat history.
3. Type your question or request and press Enter.
4. Choose a conversation style — Quick response, Think Deeper, or Smart — for longer or tighter answers.

You can also use it to generate images (“create an image of…”) and to summarise a web page you’re viewing in Edge.

Using Copilot inside Office (paid)

If you have Microsoft 365 Copilot, the real value is context — it can see the document or spreadsheet you have open:

• Word: “Draft a two-page project brief using the attached notes.”
• Excel: “Highlight the rows where revenue fell more than 10%.”
• Outlook: “Summarise this 40-message thread and list the action items.”
• Teams: “What did I miss in yesterday’s meeting?”
• PowerPoint: “Turn this document into a 10-slide deck.”

That’s the difference: free Copilot is a chatbot you paste things into; paid Copilot works on your actual files.

Writing prompts that work

The same rules apply as any AI tool — specific beats vague. Compare:

• ❌ “Help me with my email.”
• ✅ “Rewrite this email to my supplier to be firmer about the late delivery, but keep it polite. Under 120 words.”

Add role, context, and format:

• Role: “You’re an experienced project manager…”
• Context: “…for a small construction firm…”
• Format: “…give me a bulleted plan.”

For the full method, see how to write a good AI prompt.

What Copilot does well — and badly

Treat it as a fast first draft, not a source of truth. It states wrong things confidently like any AI model.

Privacy — read this before pasting

• Free Copilot: your chats may be used to improve the service. Don’t paste client data, contracts, or personal information.
• Microsoft 365 Copilot: your organisation’s data stays inside your Microsoft 365 tenant and isn’t used to train the underlying models — that’s the main reason businesses pay for it.

If you’re handling anything sensitive on the free tier, strip identifying details first.

Copilot vs ChatGPT vs Gemini

If you live in Microsoft Office, Copilot is the natural fit. If you don’t, a free ChatGPT or Gemini account covers the same ground — see the best AI tools and ChatGPT vs Claude vs Gemini.

FAQ

Is Microsoft Copilot free?

Yes — the version at copilot.microsoft.com and in Windows is free with a Microsoft account. Microsoft 365 Premium (~$19.99/mo) and Microsoft 365 Copilot (business licence) are the paid tiers.

What’s the difference between Copilot and Microsoft 365 Copilot?

Free Copilot is a standalone assistant you chat with. Microsoft 365 Copilot is embedded in Word, Excel, Outlook, and Teams, and can work on your actual documents and emails.

How do I open Copilot in Windows?

Press the Copilot key on a newer PC, click the Copilot icon in the taskbar, or open copilot.microsoft.com in any browser.

Can Copilot write Excel formulas?

Yes — describe your columns and what you want, and it returns a formula. Always check the cell ranges before trusting it; see how to use AI for Excel.

Is it safe to paste company data into Copilot?

Not into the free version — chats may be used to improve the service. Microsoft 365 Copilot keeps data within your organisation, which is why businesses pay for it.