Your Ultimate Guide on how to use Copilot in Word

Microsoft Copilot, the AI-powered assistant integrated into Word, is transforming how users create and refine content. From generating drafts to summarizing complex documents, Copilot’s capabilities streamline the writing process while enhancing productivity.

As we have seen before in another blog, Microsoft Copilot can be integrated across all Microsoft platforms and app. However, if you've ever wondered how to use Copilot in Word to maximize your efficiency, this guide covers everything you need to know, including step-by-step instructions, limitations, and tips to make the most of this powerful tool.

What is Microsoft Copilot?

Microsoft Copilot combines the power of large language models (LLMs) with Microsoft Graph and 365 apps to assist with various tasks.

It’s more than just a writing assistant; it offers real-time support for drafting, editing, summarizing, and formatting. If you want to see how powerful Microsoft Copilot is, you can try it with a demo version of the app that is available online. Learn the 5 steps you can take to install it now.

But the question remains: how to use Copilot in Word? In Word, Copilot works alongside you to:

• Generate drafts from prompts.
• Offer tone suggestions to fit your document.
• Summarize lengthy content.
• Rewrite sections for improved clarity and conciseness.

Primary Uses of Microsoft Copilot in Word

Copilot in Word serves a wide range of purposes. In this section, we will see the basics on how to use Copilot in Word. These are the simplest ways for you to use the AI-tool in the Microsoft application. It is also the simplest ways as to how most users use Copilot in Word.

Drafting Content

You can draft content using Copilot in Word by generating drafts using natural language prompts. For instance, a short request like “Write an introduction for a blog about productivity tools” can produce detailed paragraphs.

Editing and Rewriting

Copilot improves clarity by rewriting text, making it concise and professional. It also identifies and corrects grammatical errors. This helps to save time and increase productivity for everyone.

Summarizing Text

Condense lengthy documents into key takeaways, saving time on reviews. This feature can be used by any professionals, be it in the marketing department or sales teams. The summarize text feature is one of the best things if you want to learn how to use Copilot in Word.

Formatting Assistance

Automates tasks like creating tables, bullet points, and adjusting headings for consistency. Gone are the days when you would spend time with the creation of tables or headings. Thanks to Copilot in Word, you can easily format your text in one click.

Language Translation

Translate content for global audiences, ensuring seamless communication across languages. This feature of Copilot in Word is especially important with global teams and international companies that operate worldwide. This allows you to understand clearly the communication, saving time and improving understanding.

How to Activate Copilot in Word: Step-by-Step Guide

Now that you know the basics on why and how to use Copilot in Word, let us dive deeper into the topic with a step-by-step guide on how to activate Copilot in Word.

Method 1: Toolbar Activation

Locate the Copilot button on the ribbon or toolbar in Word.

Click the button to activate Copilot.

Once active, access suggestions and assistance as needed.

Pros:

Simple and intuitive.

Activation takes seconds.

Cons:

Not available on older Word versions.

Method 2: Right-Click Menu

Open a Word document.

Right-click anywhere in the document to open the context menu.

Select “Copilot Suggestions” to activate Copilot.

Pros:

Quick and efficient.

Easy to access from the document interface.

Cons:

Limited functionality on certain versions of Microsoft Office.

Method 3: Keyboard Shortcut

Open a Word document.

Press Win + C to activate Copilot instantly.

Pros:

Fastest method for experienced users.

No need to navigate menus.

Cons:

Requires a compatible Microsoft Office version.

How to write a prompt in Copilot in Word?

When it comes to using Copilot in Word, it is super simple and direct. Just like any other AI-tool, Copilot works based on the prompts that are given to it.

Below are the steps on how to use Copilot in Word when it comes to writing prompts and generating results.

Step 1: Click on the Copilot icon or press ALT + i

Step 2: Write your prompt as concisely as possible. Include as much detail as necessary.

Step 3: Link documents to add more context for Copilot by using the / command. You can add any type of files such as Word, PowerPoint, PDF that are present on your SharePoint or OneDrive.

Step 4: Click on “Generate” to create a draft based on your prompt.

Step 5: Once you have your prompt, you can choose to keep it, regenerate a new one or discard it. You may also fine-tune it and modify the draft with specific instructions to make it more concise.

Important Notes on how to use Copilot in Word

While Copilot can generate at a lightning speed, it is still a robot and an AI software. Copilot provides drafts that require user verification and customization to match tone and accuracy.

If you want better results with Copilot in Word, then make sure that you provide as much details as possible when writing your prompt. You may also want to reference multiple files to get a richer and more customized results.

Keep in mind that all your documents need to exist on SharePoint or OneDrive for the contextual attachments to work. You can also use the “Inspire Me” option to generate new ideas or extend existing content.

If you want to revise, expand or make changes to specific sections in the generated content, then you can highlight specific text, lists or tables for Copilot in Word to work with. Copilot in Word can be used to generate articles, proposals, job offers or even white papers.

Limitations on how to use Copilot in Word

While Copilot offers remarkable features, there are some limitations that you need to keep in mind. However, these limitations are not without solutions. Copilot is still a developing AI-tool, meaning that it will only get better the more it is studied and used.

Some of the limitations that you may have been wondering about when it comes to how to use Copilot in Word include:

• License Dependency: Requires a Microsoft 365 E3/E5 license and Azure Active Directory.
• Data Dependency: Cannot access external documents, unless they are on SharePoint or OneDrive; users must manually input data.
• Handling Complex Documents: Struggles with intricate visuals, graphs, and lengthy reports.
• Language Support: Limited proficiency in some languages.
• Chat History Amnesia: Cannot retain prior interactions, requiring repeated inputs.
• Errors and Load Times: Performance slows with complex tasks, increasing error risks.

Tips to Maximize Efficiency on how to use Copilot in Word

While the challenges above are not to be ignored, they are also very easy and quick to fix. Below are some steps that you can take to maximize your experience of and increase your efficiency when it comes to how to use Copilot in Word.

• Be Specific with Prompts: Clear and detailed instructions yield better results.
• Review Suggestions Carefully: Always verify content for accuracy and relevance.
• Explore Advanced Features: Experiment with tone adjustments, rewriting options, and formatting assistance for customized results.

Gestisoft is your premier partner when it comes to learning how to use Copilot in Word

Microsoft Copilot in Word offers transformative features for drafting, editing, and formatting, making it a must-have for improving productivity. Despite some limitations, its benefits far outweigh its drawbacks. Explore its features today to enhance your writing workflow and create polished, professional documents effortlessly.

Gestisoft has over 25 years of experience in providing tailor-made Microsoft solutions to businesses in North America. With a focus on Copilot and Microsoft Office Word, we are here to help you with any query that you may have and assist you in learning how to use Copilot in Word. Contact out team today and let’s set up a free consultation based on your business needs.