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Microsoft Copilot works differently in each Microsoft 365 app. In Word it can draft, rewrite, summarize, and answer questions about a document. In Excel it can analyze workbook data, plan multistep work, and make edits. In PowerPoint it can create a presentation from a topic or supported source file, summarize a deck, answer questions, and rewrite slide text.
Open the Copilot control or pane, describe the outcome you want, and add context such as audience, source material, tone, length, columns, ranges, or slide count. Treat every response as a draft: check facts, formulas, layout, and meaning before sharing or relying on it. Availability depends on your account, license, app version, platform, network, privacy settings, and organization configuration.
What Copilot can do in each app
| App | Best uses | Typical interaction | Main review risk |
|---|---|---|---|
| Word | Drafting, rewriting, summarizing, extracting action items, explaining sections, comparing ideas, and document questions | Chat for explanations or a document-editing workflow for proposed changes | Generated wording can change meaning or introduce unsupported details |
| Excel | Finding patterns, explaining data, planning analysis, formatting, creating or changing workbook content, and answering questions about selected data | Chat, plan, or edit modes, depending on the rollout and account | Formulas, calculations, interpretations, or edits can be inaccurate; accepted changes affect the workbook |
| PowerPoint | Creating a deck from a topic or supported source, summarizing a presentation, answering questions, generating text, and rewriting slide text | Copilot chat plus rewrite controls such as Auto-rewrite, Condense, and Make professional | Text, images, layout, and design suggestions need human review |
Copilot does not automatically know every file in your personal or organizational storage. Ground a request in the open file or explicitly provide the source material that the feature supports.
Check access before troubleshooting
Microsoft lists several independent conditions that can affect whether Copilot appears or whether a particular feature works:
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- An eligible Microsoft 365 subscription or Copilot license
- The current app version and a supported platform
- An internet connection and functioning network access
- Privacy settings that allow connected experiences
- Organization or tenant policies for work and school accounts
- File type and workbook or presentation state
- Gradual feature rollout, which can make the same control appear on one account or device before another
Entitlements are not identical across apps. Microsoft’s Excel guidance lists Microsoft 365 Personal or Family with an AI credits plan, Microsoft 365 Premium, a commercial Microsoft Copilot subscription, and certain business or enterprise subscriptions that are eligible for Copilot Chat. PowerPoint features can have their own license requirements, and Word requires an eligible subscription or Copilot license for the documented workflow. Check the plan and feature-specific support information shown for your account instead of assuming that one subscription unlocks every capability.
Use Copilot in Word
Open the Copilot pane
- Open the document in Word.
- Select the Copilot Dynamic Action Button to open the Copilot pane. The exact control can vary with the Word version and rollout.
- If the control is missing, complete the access checks in the previous section before changing document content.
Draft a document from a clear brief
State the deliverable first, then add the audience, contents, tone, length, and source material. A useful structure is:
Draft a [length] [document type] for [audience] about [topic]. Include [sections]. Use a [tone] tone and rely on [source material].For example, ask for a customer brief that includes background, benefits, risks, and next steps. You can also request an outline organized around status, milestones, risks, and decisions needed. The first prompt does not have to be perfect. Start with the outcome and refine the result in follow-up messages.
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Rewrite selected or broader content
- Select the passage you want to change when you need a quick rewrite.
- Ask for a specific transformation, such as making a section more concise and customer-ready without changing its meaning.
- For a broader change, describe the desired edit in the Copilot chat rather than selecting only one sentence.
- Compare the proposed wording with the original, especially names, numbers, commitments, and legal or technical terms.
Specific constraints produce more useful revisions than a vague request to “improve” the writing. Name the intended reader and the change you want, such as shorter sentences, a neutral tone, or a clearer explanation for a nontechnical audience.
Ask questions without changing the document
Word can help you understand an existing document. Ask for a summary, key takeaways, open questions, action items, an explanation of a section, or a comparison of ideas. For example:
Summarize this document in five bullets. List decisions needed, open questions, and action items separately.Use a chat-only response when you want an explanation or summary but do not want text inserted into the document. This separates comprehension from editing and reduces accidental changes to the file.
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Approve edits in shared documents
For shared documents, Microsoft says Copilot previews planned changes in chat and does not add them until you review and approve them. Read the proposed changes in context, confirm that the meaning and scope are correct, and approve only the edits you intend to keep. A fluent paragraph is not proof that its claims are accurate.
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Prepare the workbook
Excel capabilities differ across Windows, Mac, web, and mobile, and some modes are still rolling out. Confirm your account, app version, platform, and workbook state before relying on a particular control. Make sure the relevant data is organized clearly enough for you to identify the columns or ranges you want Copilot to use.
Start with a data-specific request
Name the columns or range and state the question. Begin broadly, inspect the response, and then narrow the task with follow-up prompts. A practical pattern is:
Analyze [named columns or range] for [question]. Show the main patterns, explain how you reached the result, and flag assumptions.Referencing “the sales data” is less reliable than naming the actual columns or range. Ask Copilot to explain its reasoning and assumptions so you have a clear checklist for validation, not just a conclusion.
Choose the available mode
Depending on your account and rollout, Excel may offer conversational, planning, and editing experiences:
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- Chat: ask questions or request an explanation while keeping the interaction focused on understanding.
- Plan: have Copilot outline a sequence of analysis or workbook changes before execution.
- Edit: allow Copilot to make changes in the workbook, such as formatting or other supported operations.
Microsoft describes the default Excel experience as able to plan, run, and verify results directly in the workbook, but the exact controls and capabilities can vary. Choose the least invasive mode that meets your goal, and use a plan first when a change could affect many cells.
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Verify formulas, calculations, and interpretations
Microsoft explicitly warns that Excel results may be inaccurate or inappropriate. Check formulas against the source data, inspect the cells used in calculations, and test whether filters, hidden rows, text values, or blank cells changed the interpretation. Confirm that totals and percentages reconcile with independent calculations when the decision is important.
Review generated labels and explanations as well as the numbers themselves. A mathematically valid formula can still answer the wrong business question if the selected range or grouping is wrong.
Control workbook changes and AutoSave
Accepted edits change the workbook and can be visible to coauthors. Excel changes can be undone or reverted using prior versions. Microsoft’s Excel tips also explain that disabling AutoSave can help you experiment without automatically saving changes. Use a copy or version history when testing a substantial edit, particularly in a shared workbook, and tell collaborators when a Copilot-generated change has been applied.
Use Copilot in PowerPoint
Create a presentation
PowerPoint can generate a deck from a topic or create one from a supported source file. Microsoft documents a workflow using a single source file; the source types available to you depend on your license and account. Check the in-product options rather than assuming every document format is accepted.
- Open PowerPoint and start a presentation or the supported Copilot creation flow.
- Describe the audience, topic, desired slide count, key points, and visual or editorial style.
- When appropriate, provide one supported source file and tell Copilot which parts should guide the deck.
- Review the proposed outline, slide text, images, and layout before accepting the presentation.
A prompt can follow this pattern:
Create a [number]-slide presentation for [audience] about [topic]. Organize it around [key points] and use [style].Specify the purpose of the presentation, not just its subject. A sales briefing, training lesson, and executive decision deck need different levels of detail and different slide structures even when they cover the same topic.
Summarize and question an existing deck
Use Copilot chat to summarize a presentation, ask questions about its content, or create additional text. Ask for decisions, unresolved issues, or a slide-by-slide outline when you need to prepare for a meeting. Keep the response in chat when you are gathering information; insert new text only after deciding where it belongs.
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Rewrite slide text
PowerPoint provides rewrite choices including Auto-rewrite, Condense, and Make professional. Rewrite works on the entire text box rather than only selected words and returns one response at a time.
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- Choose the rewrite option that matches the goal: a general rewrite, shorter wording, or a more professional tone.
- Read the complete returned text box, not just the sentence that prompted the change.
- Correct any change in meaning, emphasis, terminology, or factual detail before keeping it.
Because the operation covers the full text box, a small requested change can affect surrounding sentences. Check headings, bullet hierarchy, speaker notes, and references after accepting a rewrite.
Check file and connection requirements
Microsoft specifically states that Copilot in PowerPoint requires an internet connection and a PowerPoint file in .ppt or .pptx format. The button can also be unavailable because of the license, app version, privacy requirements, or other file and account conditions. Suggested content may be labeled as AI-generated; review it before presenting or distributing the deck.
Prompt patterns that work across the three apps
| Need | Prompt structure | Useful context to add |
|---|---|---|
| Draft | “Create a [deliverable] for [audience] about [topic].” | Length, sections, tone, source material, deadline, and required terminology |
| Rewrite | “Make this [shorter/clearer/more professional] without changing [meaning or facts].” | Audience, reading level, words to preserve, and whether the whole selection may change |
| Summarize | “Summarize [file or section] in [number] bullets.” | Separate action items, decisions, risks, open questions, and evidence |
| Analyze data | “Analyze [columns or range] for [question].” | Time period, comparison group, desired output, assumptions, and validation checks |
| Create slides | “Create a [number]-slide presentation for [audience] about [topic].” | Key points, narrative order, source file, visual style, and call to action |
Use follow-up prompts to correct scope rather than repeating the entire request. For example, after an Excel response, ask it to limit the analysis to a named period or compare two specified columns. In Word or PowerPoint, ask for a second version with a defined tone or length and then compare both versions with the source.
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The same question can have different consequences depending on how you submit it:
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- Use chat when you need an explanation, summary, list of questions, or draft text to inspect separately.
- Use an edit-capable workflow when you are ready for Copilot to propose or apply changes to the file.
- In Word, chat-only responses avoid document edits; shared-document changes require review and approval.
- In Excel, use a plan before edit mode when the task could change a shared workbook or many cells.
- In PowerPoint, review generated slide text and design before accepting a complete deck.
Ground every request in the file or range you actually want analyzed. Do not assume that Copilot searches all of your personal or organizational content automatically.
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Why the Copilot button is missing
Work through these checks in order:
- Confirm that you are signed in with the account that owns the eligible subscription or license.
- Check whether your organization has enabled Copilot for the account and app.
- Update the Microsoft 365 app and verify that your platform supports the feature.
- Check your internet connection; PowerPoint requires one for Copilot.
- Review privacy settings for connected experiences.
- Confirm the file type and state. PowerPoint requires a .ppt or .pptx file for the documented Copilot workflow.
- Allow for gradual rollout. A feature can be available on one device or account and absent on another even when the app versions look similar.
- If the control appears but a specific action is missing, check that action’s separate license and rollout requirements rather than treating it as an app-wide failure.
For work or school accounts, an administrator may control availability. Contact the organization’s Microsoft 365 administrator after confirming the local app, account, network, and privacy conditions.
Privacy and connected-experience settings
Microsoft’s privacy statement for personal Microsoft accounts using Copilot in Microsoft 365 apps says that prompts, responses, and file contents are not used to train foundation models. It also says Copilot uses the current file or other files that the user specifically asks it to inspect.
That statement is scoped to home accounts. Do not apply it automatically to work or school tenants; consult the organization’s applicable policies and Microsoft guidance for that account type.
On current Windows, Mac, iOS, and Android app versions, turning off either Experiences that analyze content or All connected experiences disables Copilot features in these apps. If Copilot disappears after a privacy change, restore only the setting that your account policy permits and understand what other connected features it enables.
A review checklist before you share Copilot output
- Compare names, dates, numbers, citations, and quotations with the source.
- Check that the response answered the requested question rather than a nearby one.
- Verify formulas, ranges, filters, totals, and assumptions in Excel.
- Read the full rewritten Word passage or PowerPoint text box for meaning changes.
- Inspect slide layout, images, labels, and accessibility before presenting.
- Remove invented details, unsupported claims, and duplicated content.
- Confirm that confidential material was handled according to your account and organization policy.
- Use version history, undo, or a separate copy before accepting consequential workbook or document edits.
- Ask a subject-matter reviewer to check high-stakes legal, financial, medical, compliance, or customer-facing material.
What to expect from feature changes
Microsoft’s support pages describe features that can change labels, modes, plan names, and rollout status. Excel chat-history access, for example, is described as rolling out for commercial subscriptions rather than as a universal control. Treat the controls visible in your current app as authoritative, and verify a feature’s current eligibility before building a process around it.
The reliable workflow is consistent even when the interface changes: define the outcome, provide the narrowest useful context, inspect the response, verify it against the source, and approve or apply edits only after review.
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