M365 Copilot - what is it? and how teams use it
M365 Copilot is Microsoft’s AI-powered assistant embedded directly into Microsoft 365 applications such as Word, Excel, PowerPoint, Outlook, and Teams. It uses generative AI to support users in creating content, analysing data, summarising information, and managing everyday work more efficiently.
At a technical level, M365 Copilot combines large language models with organisational data accessed through Microsoft Graph. This allows it to understand context such as documents, emails, meetings, chats, and user relationships, and then produce outputs that are relevant to a specific task and user.
Crucially, M365 Copilot respects existing permissions and security policies. It does not introduce new access to data, and users can only see information they are already authorised to view. This makes it suitable for business environments where governance and compliance are essential.
M365 Copilot is part of the wider Microsoft Copilot ecosystem, but it is focused on productivity and collaboration inside Microsoft 365. It is not a standalone chatbot. Instead, it appears within familiar tools and supports users while they write, calculate, plan, and communicate.
For marketing and business professionals, Microsoft 365 Copilot acts as a practical productivity assistant that enhances human expertise. It helps teams move faster, reduce manual effort, and focus more on strategy, creativity, and meaningful collaboration.
Core components of M365 Copilot
M365 Copilot is built on several interconnected components that work together to deliver secure, contextual AI assistance.
| Component | Role and business value |
|---|---|
| Microsoft 365 applications | Provide context for writing, analysis, communication, and collaboration |
| Microsoft Graph | Connects Copilot to organisational data and relationships |
| Large language models | Interpret prompts and generate natural language outputs |
| Security and compliance | Ensure data access follows existing identity and governance rules |
| Extensibility | Allows integration with business processes and custom data |
The AI services behind M365 Copilot are orchestrated on Microsoft Azure, while custom extensions and workflows can be built using Microsoft Power Platform and Microsoft Copilot Studio.
Why M365 Copilot is important in modern marketing
Marketing teams manage increasing volumes of content, data, and collaboration across multiple channels. M365 Copilot helps reduce this complexity by embedding AI support directly into daily workflows.
One of the most immediate benefits is speed. M365 Copilot can draft briefs, refine copy, summarise meetings, and prepare presentations in a fraction of the time required for manual work. This accelerates campaign execution and reduces bottlenecks.
Consistency is another key advantage. By working with existing documents and brand materials stored in Microsoft SharePoint, M365 Copilot helps maintain tone and structure across marketing outputs.
Data-driven decision-making also becomes more accessible. In Excel, M365 Copilot can analyse datasets, highlight trends, and explain insights in clear language. When combined with analytics tools such as Microsoft Power BI or customer platforms like Dynamics 365 Customer Insights, it helps marketers turn data into action.
- Faster content creation and updates
- Improved use of existing data
- Better alignment across teams
- Reduced manual and repetitive work
M365 Copilot strengthens marketing operations by supporting efficiency, clarity, and collaboration.
Real-world example of M365 Copilot in action
Consider a marketing team preparing a quarterly campaign update for internal stakeholders. Without AI support, this often requires manual input from multiple sources.
- A campaign brief is drafted in Word using previous documents as context.
- Performance data is analysed in Excel with key trends explained automatically.
- A presentation is generated in PowerPoint based on the brief and insights.
- Recent meetings in Teams are summarised into clear action points.
- The final update is shared via Outlook with an executive summary.
If sales alignment is required, insights from Dynamics 365 Sales and recommendations from Microsoft Copilot for Sales can be included to connect marketing activity with pipeline performance.
How to use M365 Copilot effectively
To get meaningful value from M365 Copilot, organisations need to approach adoption thoughtfully.
Data readiness is a key factor. Documents and knowledge should be well organised and stored in accessible locations. Poor data quality limits Copilot’s effectiveness.
Users also need guidance on how to interact with Copilot. Clear prompts and context lead to better outputs, and short training sessions can significantly improve results.
- Start with simple use cases such as summaries and drafts
- Encourage experimentation in low-risk scenarios
- Share effective prompts across teams
- Measure time savings and output quality
Development and IT teams may complement M365 Copilot with tools such as GitHub Copilot, while planning and coordination often rely on Microsoft Project & Planner Premium.
Related terms and synonyms for M365 Copilot
Several related terms are commonly used in discussions about M365 Copilot and workplace AI.
- Microsoft Copilot
- AI productivity assistant
- Generative AI for business
- Workplace AI
- Enterprise AI assistant
These terms overlap, but M365 Copilot specifically refers to AI assistance embedded within Microsoft 365 applications.
Visualising M365 Copilot
Visual elements can make M365 Copilot easier to understand. Diagrams showing Copilot connected to Microsoft 365 apps and organisational data provide helpful context. Tables comparing work completed with and without Copilot clearly highlight efficiency gains.
Summary: key takeaways about M365 Copilot
- M365 Copilot is embedded directly in Microsoft 365 applications
- It uses organisational data securely and contextually
- Marketing teams benefit from faster content and insights
- Effective use depends on data readiness and adoption
- M365 Copilot supports, rather than replaces, human expertise
When adopted thoughtfully, M365 Copilot becomes a practical AI assistant that improves productivity, collaboration, and decision-making across modern organisations.