Beginner FAQs
Q: What is Microsoft 365 Copilot?
A: Microsoft 365 Copilot is an AI-powered assistant that works within Microsoft applications such as Outlook, Teams, Word, Excel, PowerPoint, and Copilot Chat to help users draft content, summarize information, analyze data, and improve productivity.
Q: What can Copilot help me do?
A: Copilot can help you:
- Draft emails and documents
- Summarize meetings and conversations
- Create presentations
- Analyze spreadsheets
- Generate ideas and outlines
- Answer questions using approved organizational data
Q: Do I need special training before using Copilot?
A: No. Basic users can begin using Copilot immediately. However, OIT recommends reviewing available training materials and best practices to improve results.
Q: Does Copilot replace my judgment?
A: No. Copilot generates suggestions that should always be reviewed and validated by the user before being shared, published, or used for decision-making.
Q: Is everything Copilot generates correct?
A: No. AI-generated content may contain inaccuracies, incomplete information, or incorrect conclusions. Users are responsible for verifying outputs before use.
Q: Can students use Copilot?
A: Availability depends on licensing and institutional policy. Consult current OIT guidance for approved student access.
Intermediate FAQs
Q: What types of university data can I use with Copilot?
A: Users should only use data they are authorized to access and share. Sensitive, confidential, regulated, or restricted information must be handled according to university policies and applicable regulations.
Q: Why does Copilot sometimes provide different answers to the same question?
A: AI responses are generated dynamically. Different wording, context, permissions, and available information can affect results.
Q: What is a prompt?
A: A prompt is the question, instruction, or request you provide to Copilot. More specific prompts generally produce more useful results.
Example:
Less Effective: Create a report.
More Effective: Create a one-page executive summary of student retention initiatives using a professional tone and bullet points.
Q: Can Copilot access my emails and documents?
A: Copilot only accesses information that you already have permission to view. It does not automatically grant access to additional university content.
Q: What should I do if Copilot isn't giving me useful results?
A: Try to:
- Be more specific
- Provide context
- Request a particular format
- Break large tasks into smaller tasks
- Ask follow-up questions
Q: Can I use Copilot for administrative work?
A: Yes. Common uses include:
- Meeting preparation
- Procedure documentation
- Policy drafting
- Project planning
- Budget summaries
- Communication development
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Advanced FAQs
Q: How can I improve the quality of Copilot responses?
A: Use structured prompts that include:
- Goal
- Audience
- Desired format
- Relevant context
- Tone requirements
- Length expectations
Example:
Create a one-page executive briefing for Cabinet about student retention technology initiatives. Use a professional tone and include key risks, opportunities, and recommendations.
Q: What is grounding?
A: Grounding occurs when Copilot uses information from approved organizational data sources to provide more relevant and context-specific responses.
Q: How should I verify AI-generated content?
A: Users should:
- Review factual accuracy.
- Validate sources.
- Check calculations.
- Confirm policy references.
- Ensure accessibility requirements are met.
- Remove any information that should not be disclosed.
Q: When should I avoid using AI-generated content without additional review?
A: Additional review is strongly recommended when content involves:
- Legal matters
- Personnel decisions
- Regulatory compliance
- Financial commitments
- Public communications
- Policy interpretation
Q: Can Copilot automate business processes?
A: Copilot can assist with process improvement and workflow development. Complex automation typically requires additional tools such as Power Automate, Microsoft Forms, SharePoint, or other enterprise systems.
Q: How do I report concerns, problems, or unexpected results?
A: Submit a request through the OIT Service Portal or contact the Technology Support Center. Include:
- Description of the issue
- Application used
- Screenshots (if available)
- Steps to reproduce the problem
Best Practices
- Always verify AI-generated content.
- Protect sensitive information.
- Use clear and specific prompts.
- Maintain human oversight.
- Follow university policies regarding privacy, security, and data handling.
Need Additional Help?
If you need assistance with Microsoft 365 Copilot, approved AI tools, training, or troubleshooting, submit a request through the OIT Service Portal.