The Complete Guide to Setting Up Microsoft 365 Copilot: Enhance Your Productivity and Collaboration

29 Sep The Complete Guide to Setting Up Microsoft 365 Copilot: Enhance Your Productivity and Collaboration

The Complete Guide to Setting Up Microsoft 365 Copilot: Enhance Your Productivity and Collaboration

Microsoft 365 Copilot is on the horizon and poised to revolutionize the way we interact with workplace applications. As it leverages large language models to interact with your organization’s data via the Microsoft Graph, you get a personalized, context-driven experience. But before you can leverage these innovations, there are crucial preparatory steps to take. In this blog post, we’ll explore how to ready your organization by focusing on information readiness for search, meeting key prerequisites, pricing, Copilot setup and license assignment.

Microsoft 365 Copilot is a game-changer when it comes to workplace efficiency and collaboration. This feature-rich tool makes extensive use of large language models and integrates seamlessly with Microsoft 365 applications such as Word, Excel, PowerPoint, Outlook, and Teams. In this comprehensive guide, we’ll cover everything you need to know about Microsoft 365 Copilot, its prerequisites, and how to enable it in each application to unlock its full potential.

What is Microsoft 365 Copilot?

Microsoft 365 Copilot is an AI-powered productivity tool that aims to transform the way you work. Whether you’re crafting an email, preparing a presentation, or coordinating with team members, Copilot is designed to make these tasks more efficient. It leverages large language models (LLMs) and app-specific data to help users with:

• Writing and editing content
• Summarizing information
• Creating data visualizations
• Managing inboxes

Get Your Information Ready for Search

Why It’s Important? The essence of Microsoft 365 Copilot lies in its backend orchestration engine, linking large language models, Microsoft Graph, and Microsoft 365 apps. The Microsoft Graph includes essential data about your organization and combines this with the Semantic Index for Copilot, facilitating information retrieval via search. Importantly, Copilot adheres to your organization’s access controls and policies, ensuring that it only interacts with data a user has explicit permission to access.

Steps to Take

• Review Current Access Controls: If you already have robust information access controls, especially in SharePoint, you’re one step ahead.
• Use Tools for Visibility: Tools like Microsoft Purview offer features that can automatically identify shared information and place controls on them.
• Just Enough Access (JEA): Aim to achieve JEA for each user to restrict information access only to what’s necessary for their work.

License Requirement: ‎Microsoft 365 Copilot‎ Users

Make sure your users have the correct licenses assigned to them. Your users must have a ‎Microsoft 365‎ E3 or E5 license assigned before you can assign them a license for ‎Microsoft 365 Copilot.

Preparing Your Organization for Microsoft 365 Copilot

Before you can harness the capabilities of Copilot, there are some prerequisites that your organization must meet. Figure 1 shows the Microsoft 365 Copilot setup overview.

Figure 1: Shows M365 Copilot setup Overview

When click Next and the get ready for Microsoft 365 Copilot in each applications shows in below figure 2.

Figure 2: M365 Copilot Readiness

Microsoft 365 Apps for Enterprise: These applications must be deployed across your user base as they integrate flawlessly with Microsoft 365 Copilot. You can use the Microsoft 365 Apps setup guide to aid in this process. Use this URL and enable Copilot for Apps: https://admin.microsoft.com/Adminportal/Home?Q=learndocs#/modernonboarding/microsoft365appssetup

This ‎Microsoft 365 Apps‎ includes ‎Microsoft‎ ‎Word‎, ‎Excel‎, ‎PowerPoint‎, ‎Outlook‎, ‎OneNote‎, ‎Access‎, ‎Teams‎, and online file storage and sharing. ‎Microsoft‎ ‎Project‎ and ‎Visio‎ are also available as add-ins and can be deployed using the method provided in this guide. Apps in ‎Microsoft 365‎ are connected to the cloud and enable you to roam between your devices as a part of the ‎Microsoft 365‎ experience. Figure 3 shows M365 Apps setup guide.

Figure 3: M365 App Setup

Microsoft Entra ID: Users should have Microsoft Entra-based accounts. For further information on setting up these accounts, you can consult the guide on adding or syncing users to Microsoft Entra ID. You this like to sync users to Entra ID: https://admin.microsoft.com/Adminportal/Home?Q=learndocs#/modernonboarding/identitywizard

Microsoft OneDrive: Certain features like file restore and OneDrive management require users to have a OneDrive account. Follow the OneDrive setup guide for complete configuration. Use this link: https://admin.microsoft.com/Adminportal/Home?Q=learndocs#/modernonboarding/onedrivequickstartguide

Microsoft Outlook: The Copilot is compatible with the new Outlook for Windows, currently in preview. Users can toggle to this version by selecting ‘Try the new Outlook’ within the web interface. Use this link: https://support.microsoft.com/office/getting-started-with-the-new-outlook-for-windows-656bb8d9-5a60-49b2-a98b-ba7822bc7627

Microsoft Teams: To make the most out of Microsoft 365 Copilot within Teams, ensure that you’re using the Teams desktop client. The Teams setup guide can assist you with the configuration, including external and guest access, team creation permissions, and platform-specific installation.

‎Microsoft Teams‎ is an all-encompassing, dedicated hub for collaboration and sharing so users from multiple locations can work together as a seamless, functional unit. Using ‎Teams‎, ‎SharePoint‎, and ‎OneDrive‎ can dramatically enhance collaboration and streamline processes for businesses, increasing efficiency for everyone. To learn more, see Collaborating with ‎Teams‎, ‎SharePoint‎, and ‎OneDrive‎.

https://admin.microsoft.com/Adminportal/Home?Q=learndocs#/modernonboarding/microsoftteamssetupguide

Microsoft Loop: For integration with Microsoft Loop, make sure Loop is enabled for your tenant. Use this link: https://techcommunity.microsoft.com/t5/microsoft-365-blog/learn-how-to-enable-the-microsoft-loop-app-now-in-public-preview/ba-p/3769013

Semantic Index for Copilot: This is a new feature available in Microsoft 365 E3 and E5. The Semantic Index maps user and company data conceptually, facilitating smarter, more relevant prompts and enhanced enterprise search results. Use this link: https://www.youtube.com/watch?v=KtsVRCsdvoU

Next Check Licensing Requirements: Ensure all users have a Microsoft 365 E3 or E5 license assigned to them before you can allocate a license for Microsoft 365 Copilot. License Allocation: Confirm your users have the correct licenses.

Email Announcement: Inform your organization about the new capabilities.

Finish: Complete the setup and enjoy the full range of functionalities that Microsoft 365 Copilot offers.

Pricing and Availability

The feature is currently available for select business clients at a subscription cost of $30 per user per month. It will later be available to users with Business Standard and Premium plans and Microsoft 365 E5 and E3 plans.

Activation and Setup Steps

General Activation in Microsoft Apps

1. Locate Copilot Icon: Find the icon in the app ribbon.
2. Activation: Click on the Copilot icon to activate it.
3. Engage: Utilize the various features that Copilot offers to enhance productivity.

Special Focus: Activating Microsoft Copilot in Teams

1. Access: If you’re in the Microsoft 365 Copilot Early Access program, navigate to the Copilot tab within your Teams meeting.
2. Admin Setup: Admins might need to enable Copilot from the Teams settings page.

Microsoft 365 Copilot serves as a comprehensive tool that fortifies your organization’s productivity and collaboration efforts. Once you’ve taken care of the prerequisites and completed the setup process, you’re well on your way to a more efficient and cohesive work environment.

Rollout and Community Building

Why It’s Important

Once you’ve completed the above steps, it’s crucial to drive awareness and adoption within your organization.

Steps to Take

• Utilize FastTrack Services: Microsoft’s FastTrack Services can offer hands-on support for preparation and deployment.
• Establish a Center of Excellence: This is a forum for your internal users to share experiences and ask questions, serving as a great way to identify and work with internal champions.
• Share Best Practices: Sharing effective prompts and content generation tips can boost adoption and enhance your organization’s internal community.

For inquiries and further information, please refer to the official Microsoft websites or contact Microsoft support.

Thank you for reading this guide. Prepare your organization for a future filled with intelligent collaboration and productivity, powered by Microsoft 365 Copilot.

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