When our employees look for content internally here at Microsoft, they go to Business Chat in Microsoft 365 Copilot first. With Business Chat, they can easily get answers to questions, catch up on missed work, generate new ideas, and more by tapping into the work data that they have access to via Microsoft Graph.

An employee might ask, “Can you tell me how I can learn more about AI in Healthcare and who the experts are in the company?”

Whether they ask in Microsoft Teams or another Microsoft 365 app, or right in their browser, they likely will get a helpful, accurate response very specific to the healthcare sector. The answer could refer to an AI industry PowerPoint presentation, articles on responsible AI strategies, Microsoft Research publications, or a list of employees who are experts on the topic.

But how does Copilot know how to reference the AI industry PowerPoint presentation for Healthcare? How does it know which versions of the responsible AI strategies for Healthcare articles to use? How does it identify experts in the company?

It’s because Copilot connects to all the content on the topic available through Microsoft Graph.

“Our internal Microsoft content is the content Copilot uses to generate its results,” says Dodd Willingham, a principal program manager and internal search administrator in Microsoft Digital, the IT organization at Microsoft. “How Copilot consumes and uses our content determines the success—or failure—of Copilot for our employees.”

{Learn how AI is already changing work—including here at Microsoft. Check out how we’re reimagining content management at Microsoft with SharePoint Premium.}

Enabling useful results

When it comes to returning the right content with Copilot, context is key.

Copilot uses the capabilities of Microsoft Graph to power its AI-generated results. For Microsoft Digital—like most organizations—that includes the content our users store and work with in our Microsoft 365 tenant. Results from Copilot directly depend on the quality of the content it uses. There’s an enormous opportunity to increase the capabilities of Copilot-based solutions because the underlying content is of such high quality. We’re seizing that opportunity to get this right internally at Microsoft.

“You hear a lot of people talking about Copilot, but few address the importance of improving content quality,” says Stan Liu, a senior product manager and knowledge management lead with Microsoft Digital. “The quality of an organization’s content management must be considered in every implementation of Copilot, and we’re doing some great things at Microsoft Digital to ensure Copilot returns accurate, relevant, and up-to-date responses.”

It’s an exciting time to be in content management, and we’re excited to share how our team in Microsoft Digital has met and addressed the challenges of preparing our content for a bright future with Microsoft 365 Copilot.

Curating enterprise content for Microsoft 365 Copilot

There’s an urgency for organizations to bring advanced AI tools to their employees, but it must be done thoughtfully and with good intentions. One of the fundamental challenges in implementing generative AI technologies like Copilot is balancing the desire to move quickly with the need for caution with technology possessing potential risks that haven’t been fully revealed.

“A lot of what we do lies in managing our content in a way that aligns with company strategy, and Copilot isn’t different in that respect,” says David Johnson, a tenant and compliance architect in Microsoft Digital who ensures that the company’s content is well governed. “It’s important that Microsoft employees understand why content management is important and how they can help do it well.”

To be effective, we must lean into our ongoing culture shift to embrace knowledge sharing. We’ve been fostering a knowledge-sharing culture at Microsoft for years, and our adoption of Copilot has magnified the importance of that culture and the need to continue driving awareness and education for Microsoft employees.

Liu and his team are prioritizing this culture transformation.

“You need to build and encourage a culture that embraces user-driven content management,” Liu says. “Teams that document their knowledge, follow a content lifecycle in their workflows, and manage content consistently across the company are contributing hugely to what we’re trying to accomplish.”

It’s a two-fold challenge that involves encouraging and supporting our employees in collaboration and sharing and ensuring that the tools they use—including Copilot—provide results they can trust and use confidently.

“We’ve set goals within our organization to make Copilot a daily habit,” Liu says. “Community engagement and participation is a significant part of Copilot adoption, and we’ve been identifying use cases and success stories across Microsoft to share as success stories to inspire our employees and encourage adoption and innovation.”

Next generation content management with SharePoint Premium

Microsoft SharePoint Premium (formerly known as Syntex) is a critical part of our content management strategy to get the most out of Copilot. We’re using the AI capabilities in SharePoint Premium to give employees access to simple and capable content management tools.

SharePoint Premium helps our Microsoft Digital enterprise content team ensure the right capabilities are in place to help people manage content. Missing metadata is a common issue with information stored in SharePoint, and SharePoint Premium makes it easier for users and administrators to add metadata, classify and organize content.

SharePoint Premium brings AI, automation, and added security to our content experiences, processing, and governance. SharePoint Premium delivers new ways to engage with our most critical content and prepare it for Copilot, helping us manage and protect it throughout its lifecycle.

Automating metadata extraction with document processing

The document processing capabilities in SharePoint Premium simplify and automate the process of extracting important information from existing content. Liu’s team helped deploy the document processing capabilities across Microsoft to enable teams to automate processing of important content, such as contracts, invoices, and statements of work.

Document processing uses machine learning models to recognize documents and the structured information within them. Using optical character recognition (OCR) combined with deep learning models, it identifies and extracts predefined text and data fields common to specific document types, including contracts, invoices, and receipts. It also supports the detection and extraction of sensitive data such as personal and financial identification. Liu’s team is using prebuilt and custom document processing models to automatically populate metadata columns in SharePoint for many different document types. The metadata this processing provides improves search and creates a more complete understanding of what the files contain, so Copilot can recognize and return relevant information that was previously incomplete or unavailable.

“We’re capturing information across a plethora of documents automatically and almost none of it was recorded previously,” Liu says. “Some of our business groups were entering the metadata manually, but it was a time-consuming and expensive process. For most documents, it just wasn’t done. It’s a massive difference-maker in finding information about a specific contract or invoice that would have been close to impossible. Now with SharePoint Premium and Copilot, it’s a simple question away.”

Standardizing content creation with content assembly

Liu’s team enabled the content assembly feature of SharePoint Premium across the company to simplify document creation and ensure that new documents follow metadata and structure guidelines.

Content assembly creates modern templates that can be easily maintained and used to generate repetitive documents quickly. This feature is particularly useful for departments like finance, where templates for partner letters or contracts are frequently needed. By using content assembly, teams can reduce the time spent on template management and document generation, as it allows for the creation of documents with just the key parts needing changes.

While the time-saving benefits of content assembly don’t directly affect Copilot results, they do encourage users to create better documents, eliminating the need to rewrite entire documents or repeatedly upload the same document. These documents—created using modern templates—are significantly more discoverable and classifiable and lead to more authoritative answers in Copilot.

Taxonomy tagging

Liu oversees a team that has been managing the company’s corporate taxonomy in the SharePoint term store for many years, maintaining a hierarchy of terms that can be reused throughout the SharePoint environment. The term store helps ensure that SharePoint metadata is consistent across the organization, and it provides employees with a standard set of choices when populating commonly used metadata such as products, job roles, or departments.

Taxonomy tagging in SharePoint Premium automatically tags documents in SharePoint libraries with terms configured in the term store using AI. As at other companies, we face the ongoing challenge of getting employees to tag content. Most times, even when you have managed metadata set up in your document library, employees often don’t use it. This means the content is never further enriched with that metadata.

With taxonomy tagging, you set it and forget it. Uploaded content is automatically tagged, which does the job that a person would typically do, but often never does. This automated process ensures that documents get one or more metadata columns populated with standard terms from the term store based on the document content. This leads to more complete metadata for documents and more authoritative results for Copilot results when referencing data in those documents.

Using generative AI to help generative AI with autofill columns

Autofill columns in SharePoint Premium takes content management to the next level by harnessing AI LLMs to automatically extract, summarize, and generate content from files uploaded to your SharePoint document library. This feature allows users to set up a simple natural language prompt on a column in SharePoint that extracts specific information or generates content from files. The extracted information is then displayed in the columns of the library, making it easier to manage and analyze data.

Liu has a lot to say about how his team is transforming document processing with autofill columns in SharePoint Premium, “autofill columns are a game-changer for enhancing productivity in Copilot and ensuring that our documents have the necessary context for efficient retrieval and use. Autofill’s impact on our metadata within SharePoint document libraries is huge.”

Teams within Microsoft have started setting up new and existing columns with prompts to identify the types of information to extract from a file. These prompts can be customized and tested to ensure that they provide the desired results. After the autofill columns are set up, any new files uploaded to the library are automatically processed (and existing documents can be manually processed), and the result of the prompt is saved to the corresponding columns.

This approach not only streamlines document processing workflows but also enhances the overall efficiency and accuracy of their data management practices, making Copilot even more powerful and effective.

Continuing to grow with SharePoint Premium

Liu’s team continues to drive SharePoint Premium as a crucial part of their content management toolkit. “We’re seeing immediate and significant benefits from using SharePoint Premium and its AI features to manage our content,” Liu says. “In the first half of 2024, we estimated that our employees saved more than 120,000 hours in processing documents, pages, and images across the company for over 1,000,000 content items in our environment. It’s a great start, and we’re targeting even greater improvements across more content soon.”

Protecting content with Microsoft Purview Information Protection

Microsoft Purview Information Protection provides a wide range of content governance capabilities that help us discover, classify, and protect sensitive information wherever it stays or moves in the Microsoft tenant.

We use Purview Information Protection tools to identify sensitive content using expressions, functions, and trainable classifiers. With these tools, our enterprise data teams and employees can use corroborative evidence like keywords, confidence levels, and proximity to identify sensitive information types. They can also use examples of sensitive content to train recognition engines on expected patterns. All of this helps to better inform Copilot regarding the relevance of our Microsoft 365 content.

We use sensitivity labels in Purview to apply flexible protection actions that include encryption, access restrictions, and visual markings. This capability ties in nicely with SharePoint Premium, which also uses and applies sensitivity labels.

Purview sensitivity labels provide a single labeling solution across apps, services, and devices to protect content as it travels inside and outside our organization. Purview sensitivity labels can be applied to Microsoft Office documents, third-party document types, meetings, chats, and the broader Microsoft 365 environment.

The sensitivity labels that we use to protect our content are recognized and used by Copilot to provide an extra layer of protection. For example, in Business Chat conversations, which can reference content from different types of items, the sensitivity label with the highest priority (typically, the most restrictive label) is visible to users. If the labels apply encryption from Microsoft Purview Information Protection, Copilot checks the usage rights for the user and only returns content that the user has access rights to.

Looking forward

Our enterprise content management transformation is ongoing.

Our teams are looking at new content management capabilities across the company to ensure Copilot continues to provide current, accurate, and relevant results for our employees.

We’re continually evaluating our enterprise content management to identify new ways to create a Copilot-assisted workday for Microsoft employees. We’re also evaluating new technology, organizational practices, and industry standards as we strive to set the standard for how an organization can capture maximum value from its content using Copilot.

We’re currently working with the SharePoint Premium product team to grow the AI-based capabilities for content management and classification. We’re experimenting with our own solutions and capabilities in SharePoint that will lead to the next generation of AI-supporting features that drive innovation and creativity here at Microsoft and for our customers.

Are you looking to prepare your enterprise content for Copilot and AI? Here are a few suggestions:

• Pursue content quality. Ensure that the content is current, accurate, and relevant. This is crucial for Copilot to provide authoritative answers and maintain user trust.
• Promote knowledge sharing. Foster a culture of knowledge sharing within the organization. Encourage teams to document their knowledge, follow a content lifecycle in their workflows, and manage content consistently across the company.
• Use SharePoint Premium. Use the AI capabilities in SharePoint Premium to simplify and automate content management processes.
• Implement Purview Information Protection Use Purview Information Protection tools to apply sensitivity labels to ensure content is protected as it travels inside and outside the organization.
• Prepare for future enhancements. Stay updated with ongoing transformations in enterprise content management and Copilot capabilities.

Try Microsoft 365 Copilot.

• Learn how AI is already changing work—including here at Microsoft.
• Here’s how you can get started with Microsoft SharePoint Premium.
• Learn more about Microsoft Purview.
• Check out how we’re reimagining content management at Microsoft with SharePoint Premium.
• Discover getting to ‘search completeness’ internally at Microsoft.
• Find information faster: How Microsoft is transforming internal search.
• Explore how Microsoft redefines the digitally assisted workday.
• Unpack internal search bookmarks and how it boosts productivity at Microsoft.

• Want more information? Email us and include a link to this story and we’ll get back to you.
• Please share your feedback with us—take our survey and let us know what kind of content is most useful to you.

The post Boosting Business Chat in Microsoft 365 Copilot with smart enterprise content management appeared first on Inside Track Blog.

Deploying Microsoft 365 Copilot at Microsoft

Welcome to the new era of productivity

Generative AI has captured the world’s attention, and businesses are taking notice. According to our Work Trends Annual Report, 70% of people would delegate as much work as possible to AI to lessen their workloads.

Capitalizing on this trend will mean the difference between surging ahead or getting left behind, including here at Microsoft, where we’re the first enterprise to fully deploy Microsoft 365 Copilot.

“I’m inspired by the transformative power of AI,” says Nathalie D’Hers, corporate vice president of Microsoft Digital, the company’s IT organization. “I’ve been impressed with how quickly our employees have put it to work for them.”

She would know—her team just finished deploying Microsoft 365 Copilot to more than 300,000 employees and vendors across the world.

“Customers are looking to us to share what we’ve learned as the first enterprise to deploy Copilot,” D’Hers says. “Our team has a unique opportunity to help them deploy and get to value as quickly as possible.”

Meet Microsoft 365 Copilot

Microsoft 365 Copilot combines the power of large language models (LLMs) with your organization’s data to turn your employees’ words into some of the most powerful productivity tools on the planet—all within the flow of work. It works alongside the Microsoft 365 apps people use every day, including Word, Excel, PowerPoint, Outlook, Teams, and more, to provide real-time intelligent assistance.

According to our Work Trends annual report, our employees and external customers who got early access found Copilot very useful:

Organizations like ours that are unlocking AI assistance within employees’ everyday workflow are poised to gain a distinct advantage in terms of productivity, engagement, and innovation.

“We’re using it to reduce our IT expenses and to enhance our productivity,” D’Hers says. “We’re also excited by its potential to create a lasting competitive advantage for us here at Microsoft and for our customers.”

Our mission in Microsoft Digital is to empower, enable, and transform the company’s digital employee experience across devices, applications, and infrastructure. We also provide a blueprint for our customers to follow, and as such, have created this guide for deploying and adopting Microsoft 365 Copilot.

“The contents of this guide are based on the lessons we’ve learned deploying Microsoft 365 Copilot,” D’Hers says. “The tips and ideas you’ll read here will help you accelerate your own time to value with Copilot so you can realize the same benefits as our employees.”

Are you an executive?

View our condensed, CIO version of the guide here.

Download your own copy of our CIO version here.

Chapter 1: Getting governance right

Maintaining privacy, security, and compliance while respecting regulatory frameworks

Before you begin your Microsoft 365 Copilot implementation, you’ll want to consider how this tool impacts your data. Copilot uses LLMs that interact with data and content across your organization and uses information your employees can access to transform user prompts into personalized, relevant, and actionable responses throughout Microsoft 365 apps.

Giving your employees this level of access means proper data hygiene is a priority. At Microsoft Digital, we use sensitivity labeling to empower our employees with access while also protecting our data. Our colleagues on the product side designed Microsoft 365 Copilot to respect labels, permissions, and rights management service (RMS) protections that block content extraction on relevant file labels. By implementing effective sensitivity labeling practices, you can rest assured that anything you intend to remain private or confidential will stay that way.

Pick the governance path that’s right for you
This chapter outlines the highly robust, best-case scenario we created at Microsoft, but we know not every organization has a fully deployed data governance system and strategy. If you’re in that position, don’t worry! You can use techniques like Restricted SharePoint Search that provide value and protection without exposing Copilot to your internal resources.

Laying the groundwork with proper labeling

Throughout our internal governance efforts within Microsoft Digital, we’ve developed four labeling practices that make up our foundation for appropriate policies and settings.

Responsible self-service

Support and enable your employees to create new workspaces like SharePoint sites, ensuring your company data is on your Microsoft 365 tenant and employees don’t simply reuse and overload existing spaces with mismatching permissions. That enables your employees to take full advantage of Copilot in ways that align with your organizational data hygiene while you keep your company’s information safe.

Top-down defaults

Label containers for data segmentation by default to ensure your information isn’t overexposed. At Microsoft, we default our container labels to “Confidential\Internal Only.” That ensures alignment with our policies and settings that limit external sharing. We use Microsoft Purview to manage this process.

Consistency within containers

Derive file labels from their parent containers. Being consistent here boosts security across every layer and reduces the administrative burden on your employees to label every file they create. Copilot will reflect file labels in chat responses, so employees know the level of confidentiality of each portion of AI-created responses.

Employee awareness

We train our employees to understand how to handle and label sensitive data. By making your workers active participants in your data hygiene strategy, you increase accuracy and your overall security posture.

Self-service with guardrails

The data hygiene practices we outlined above form a foundation for compliance and security, but backstopping those efforts through Microsoft 365 features adds an extra layer of protection. That’s a core principle of Zero Trust.

Trust, but verify

Empower self-service with sensitivity labels, but verify them by checking against data loss prevention standards, then use auto-labeling and quarantining when necessary. Internally, we’ve configured Microsoft Purview Data Loss Prevention to detect and control sensitive content automatically.

Expiry and attestation

Put strong lifecycle management protocols in place that require your employees to attest containers to keep them from expiring. We don’t keep items that don’t have an accountable employee, or that might not be necessary for our work.

Controlling the flow

Limit oversharing at the source by enabling company-shareable links instead of forcing employees to grant access to large groups. At Microsoft, we add an extra layer of highly confidential items users can only share with specific people on a need-to-know basis. To enforce these behaviors, you can set default link types based on labels through Purview.

Oversharing detection

Even under the best circumstances, accidents happen. When one of our employees does overshare sensitive data, we use Microsoft Graph Data Connect extraction in conjunction with Microsoft Purview to catch and report oversharing.

International compliance: No size fits all

Europe has extra requirements in the form of EU Data Boundary regulations and works councils—internal organizations that provide employee co-determination on workers’ rights or regulatory issues, including performance management or monitoring. Our Microsoft 365 Copilot deployment meant we needed to partner closely with our Microsoft works councils when launching an AI technology with complex data and privacy implications.

Your experience will vary depending on your industry and where you operate, but we’ve learned that it’s best to work closely with local subsidiaries to ensure you have a complete picture of a region’s regulatory situation. Local insiders are poised to liaise with their works councils (here’s how we do so internally at Microsoft) or other bodies through direct relationships. Start the process early so you can manage feedback cycles effectively, make adjustments, synthesize any answers works councils need, and resolve any concerns through configurations that work for your employees.

Learning from Microsoft’s governance, security, and compliance practices

Bring the right people into the conversation

Don’t keep this conversation in the IT sphere alone. Bring in all the relevant security, legal, and compliance professionals.

Build a foundation for automation

Microsoft Purview Data Loss Prevention has powerful intelligent detection, but it relies on establishing good defaults.

Think about how your employees will use Copilot

Determine the primary use cases for Copilot. The kinds of collaboration and access employees need will affect your default labeling architecture.

Take this opportunity to train employees

If you’ve been looking for an excuse to refresh employee knowledge around data privacy, let this moment be your milestone. It will be far easier to start with a clean data estate.

Don’t overwhelm your employees

Make labeling simple and intuitive, and ensure it isn’t overwhelming. Employees should have a limited set of choices to keep things comprehensible. It’s also valid for different employees to see different choices.

Balance good governance with time to value

Because of the scope and complexity of Microsoft’s deployment, we took a very thorough approach to governance. If speed is your priority, you might consider a faster deployment with a less comprehensive governance approach, for example, using Restricted SharePoint Search to restrict both Enterprise Search and Copilot experiences to a curated set of SharePoint sites of your choice.

Deployment checklist: Governance

We put this checklist together based on what we learned while tackling governance, security, and compliance.

Labeling

• ❏ Develop a labeling taxonomy. Include:
  • ❏ Classification levels, not exceeding five primary labels and five sub-labels
  • ❏ Descriptions clearly outlining the label meaning for employees
  • ❏ Examples to clarify usage for employees
• ❏ Determine policies and settings that correspond with labels. Consider the following:
  • ❏ Storage type and location
  • ❏ External allowance
  • ❏ Encryption
  • ❏ Access control
  • ❏ Data destruction
  • ❏ Data loss prevention
  • ❏ Public disclosure
  • ❏ Logging and tracking access
• ❏ Establish container defaults.
• ❏ Configure container labels to set the default file label in document libraries.
• ❏ Initiate an employee education initiative.

Data loss prevention

• ❏ Configure Microsoft Purview Data Loss prevention standards and quarantining protocols.
• ❏ Establish lifecycle management and attestation protocols.
• ❏ Configure Microsoft Graph Data Connect to discover where you are oversharing.

International compliance

• ❏ Initiate conversations with local subsidiaries.
• ❏ Engage works councils or other advocacy bodies.
• ❏ Address concerns.
• ❏ Determine the feasibility of regional deployment and segment if necessary.

How we did it at Microsoft

Use these assets to guide your own deployment and adoption—they represent how we did things here in Microsoft Digital.

Learn how we’re getting the most out of generative AI internally here at Microsoft with good governance. This story shares what our Microsoft Digital governance team learned deploying Copilot here at Microsoft.

Download your own copy here.

Check out how we’re using sensitivity labels to empower our employees while making Microsoft more secure. This article shows you how having a preestablished plan for labeling helped our Microsoft Digital team quickly deploy Copilot with proper guardrails.

Download your own copy here.

More guidance for you

Here are more assets that we found useful.

Support for governance teams

• Conduct the Microsoft 365 Copilot Optimization Assessment to understand your level of AI adoption and chart your course.
• Access Microsoft Learn documentation to learn about data, privacy, security, and Zero Trust principles.
• Work through this learning path to understand Copilot and how to ensure security and compliance.
• Watch this video to get ready for your Copilot deployment.

Find these resources and more at adoption.microsoft.com.

Downloadable governance assets

We’ve adapted these assets from Microsoft Digital’s deployment material so you can use them within your organization.

• Read our technical readiness guide.
• Take a look at our training content map.

Find further downloadable assets to support your governance efforts in the appendix.

Chapter 2: Implementation with intention

Building a strategy for licensing, administration, and rolling Microsoft 365 Copilot out to different groups within your organization

Implementing Microsoft 365 Copilot isn’t as easy as just turning on licenses and alerting your users. It takes organizational partnerships, early assessments of your concrete business needs, and careful planning.

Design for the “who”

Microsoft 365 Copilot is a new concept in business software. At the time of our implementation, we were the first company to roll it out anywhere in the world, and our Microsoft Digital implementation team had to choose from countless ways to approach a licensing strategy—different mechanisms of licensing, automation, management, and more. Regardless of your overall approach, we’ve learned from experience that it almost always makes sense to start with pilot groups who can validate the tool and enable the rest of your organization.

For us, that looked like this:

Scaling out your licenses

After you decide on the general shape of your rollout, you can begin building your licensing strategy. Fortunately, if your organization uses Microsoft 365, you’ll already have access to most of the apparatus you need. The inherent flexibility of Microsoft 365 licensing means you can easily adjust your licensing strategy as you progress based on scale, organization changes, or any other factors.

At Microsoft Digital, we started with individual licenses at the single-user level. As our implementation scaled, we tied licensing automation to Microsoft 365 groups to implement targeted licensing changes at scale. Those groups could include tailor-made subsets of employees or entire organizations within Microsoft, and we keyed our automation logic to their expanding and contracting eligibility.

We highly recommend defining a phased rollout strategy and structuring your groups accordingly. That creates accountability and gives your IT admins a crucial point of contact for understanding the licensing needs of different groups within your organization.

From Microsoft Digital’s implementation experience, there are three main benefits to using groups:

Optimize licensing costs

Create groups that reflect your business needs and goals that are aligned with your respective business sponsors. Sync your licensing status changes with your group membership changes. That way, you can assign the right licenses to the right users and adjust easily if you require frequent changes (e.g., in your early initial validation phase) and avoid paying for licenses you don’t need or use.

Refine admin costs

Group-based licensing enables your admins to assign one or more product licenses to a group. This depends on your rollout strategy and progress—your admins will be able to streamline your group setup at scale, reducing your admin overhead, which is helpful considering all the licenses you likely need to manage.

Enhance compliance and security

This ensures that only authorized users are licensed and have access to resources, enhancing your security and compliance. Your admins can use audit logs and other Microsoft Entra services to monitor and manage your group-based licensing activities.

Pre-adoption communications

Given the excitement around AI tools, one of the biggest challenges during our phased implementation was support requests from employees not within our initial pilot groups. Most of our support requests at this stage were essentially asking, “Where’s my license?” It was a key learning for our Microsoft Digital implementation team.

You can easily avoid the issue through clear and honest communication. For example, when you alert your initial implementation groups about their Copilot access, you could simultaneously deploy “Coming soon” emails to the rest of your organization. That will help you avoid any confusion while simultaneously generating excitement and boosting general adoption when the time comes.

In the end, what’s most important is building a strategy around who should have access to Copilot, at what phase, and how you can effectively communicate that information. In addition to leadership sponsorship being especially important in later phases of adoption, it’s also crucial here as a way of identifying who should be part of pilots and subsequent cohorts. Leaders can help communicate those decisions.

The bottom line is that your IT implementation team can’t work in isolation. Communication—especially with organizational leadership—will be a key part of your licensing and implementation strategy.

Learning from our implementation

Design for the “who”

When you determine your initial cohorts, base your decisions on which roles have the largest coverage and will provide the most relevant feedback.

Get your groups in place

Be thoughtful about your Microsoft 365 groups and make sure everyone knows who owns them and who’s responsible.

Engage your support team from the start

This is a new technology, so your support teams will receive requests. Ensure they’re ready by giving them early access.

Manage expectations to minimize blowback

Proactively help users understand why they have licenses or don’t. Note that your rollout strategy might be subject to change.

Bring leadership on board early

Executive sponsorship isn’t just useful for adoption. Leaders will also help you identify the key use cases within their organizations to determine if they belong in early rollout phases.

Product feedback at every level

Encourage feedback for employees in your early implementation phases, because that will guide your wider adoption efforts.

Deployment checklist: Implementation

This checklist reflects Microsoft Digital’s learnings as we worked through Microsoft’s internal implementation and admin process.

Get ready

• ❏ Perform the Microsoft 365 Copilot optimization assessment.
• ❏ Identify key implementation phases and groups.
• ❏ Secure leadership involvement.
• ❏ Build out your implementation plan and map it to a licensing strategy.

Onboard and engage

• ❏ Assemble groups and assign responsibilities.
• ❏ Build an automated Microsoft 365 licensing management workflow.
• ❏ Enable reports roles for Microsoft 365 Copilot reports and the Copilot dashboard.
• ❏ Assign licenses and configure them using the setup guide.
• ❏ Analyze pilot data:
  • ❏ Access in-app feedback.
  • ❏ Facilitate feedback sessions.
  • ❏ Analyze usage reports.
• ❏ Deploy communications: For strategy around this element, see the next section.

How we did it at Microsoft

Use these assets to guide your own deployment and adoption—they represent how we did things here in Microsoft Digital.

Check out our guide for executives looking to deploy and drive adoption of Microsoft 365 Copilot at their companies.

Download your own copy here. 

More guidance for you

Here are more assets that we found useful.

Support for implementation teams

• Conduct the Microsoft 365 Copilot Optimization Assessment to understand your level of AI adoption and chart your course.
• Work through this learning path to understand Copilot and how to ensure security and compliance.
• Check out this learning path to understand Copilot’s licensing and administration implications.
• Watch this video to get ready for your Copilot deployment.
• Access the Copilot scenario library to understand different user needs and licensing scenarios.

Find these resources and more at adoption.microsoft.com.

Downloadable governance assets

We’ve adapted these assets from Microsoft Digital’s deployment material so you can use them within your organization.

• Read our technical readiness guide.
• Take a look at our training content map.

Find further downloadable assets to support your implementation efforts in the appendix.

Chapter 3: Driving adoption to capture value

Effective adoption: From readiness to empowerment

The fact that your employees are excited to try out a powerful new technology platform isn’t enough. We found that you need strategic, coordinated change management efforts to drive Microsoft 365 Copilot adoption.

That way, you can be sure to get your employees onboard at the right time in the ways that you want—the idea is to give them freedom be themselves with proper guardrails.

Consider breaking your company-wide adoption into cohorts, for example, subsidiaries or business groups. We divided our adoption along two vectors: internal organizations like legal or sales and marketing, and regions like North America or Europe. Different cohorts have different focuses, but the strategy is similar.

Effective change management needs careful planning. Our adoption efforts took inspiration from the Microsoft Engagement Framework, which we’ve developed specially for driving adoption of our products. If you’re an adoption specialist or change manager, you might notice similarities with Prosci’s ADKAR model, which progresses through awareness, desire, knowledge, ability, and reinforcement.

Whichever framework you choose, the techniques we use here at Microsoft will apply. Either way, the process starts with your people.

Get ready

Begin by working with your company-wide adoption leads, then identify members of your target cohorts who will support the adoption, including change managers, leadership sponsors, and employee champions.

Champions will be crucial to your adoption by filling several powerful roles:

• Pinpointing key usage scenarios for Copilot based on their cohort’s culture or processes.
• Deciding on the best methods of communication.
• Providing insights that help adoption leaders build out their rollout plans.
• Most importantly, demonstrating the value of Copilot and showing their peers how powerful this tool can be in their day-to-day work.

When champions socialize their tips and tricks, our experience at Microsoft Digital has revealed that it’s best to share specific prompts and the value they provided as a concrete entry point for users. For example, a champion could say, “I saved three hours drafting this sales script in Microsoft Word using this prompt,” then share their Copilot prompt as a place for peers to start.

Works councils also play a key role at this stage. They offer the benefit of local cultural expertise and can help you identify challenges employees face in their jurisdictions. Even something as simple as understanding proper modes of address helps smooth the road to adoption through effective communication.

Each set of stakeholders has a role to play leading your own rollout. We recommend using Microsoft 365 Copilot adoption resources to build out your own adoption plan.

Onboard and engage

At Microsoft, we implemented this phase across each adoption cohort. Because every group will have its own champions and leadership sponsors, it’s important to treat each of them as its own organization, with its own unique adoption needs.

In advance of our general rollout, we deployed jump-start communications with links to learning opportunities:

• Localized training took the form of Power Hours in different languages and time zones. These training sessions demonstrated key Copilot scenarios across Microsoft 365 apps.
• Self-learn assets included user quick-start guides, demo videos, and Microsoft Viva Learning modules to accommodate different learning styles and preferences.

From our experience at Microsoft Digital, pre-rollout communications fulfill two needs. First, this messaging is a great opportunity to launch your champion communities because early access to Copilot licenses and learning material helps peer leaders build their expertise. Second, these communications build your general adoption population’s desire and excitement for their incoming Copilot licenses, then prepare them to hit the ground running when they finally get access. Clear messaging also helps ward off questions from eager employees asking why they don’t have licenses yet.

After your Copilot licenses are live, your launch-day welcome communications are relatively simple. Just invite employees to access Copilot, play with this new tool, and start to experiment with how it can fit into their work. It’s also helpful to include information about where employees can get support. There are many possible vectors for deploying these communications, but a multi-pronged effort that includes Microsoft Viva Amplify will deliver the maximum impact.

For support in building out your own communication plan, our adoption team has created a user onboarding kit for Copilot. These ready-to-send emails and community posts can help you onboard and engage your users.

Deliver impact

After everyone has access, it’s time to promote Copilot usage and ensure your employees are getting the best possible experience and most value. For Microsoft’s cohorts, employee champions and leadership sponsors were essential levers.

It’s important to remember that Copilot isn’t just another tool. It introduces a whole new way of working within employees’ trusted apps. At Microsoft Digital, we took great care to encourage employees to be adventurous and lean into a mindset shift to see it as part of their daily work—not just something they play with when there’s time.

Microsoft Viva Engage or a similar employee communication platform is a helpful forum for peer community support. In our case, it provided an organic space for champions to share their expertise and change managers to provide further recommendations and adoption content. For employees who explore best on their own, Copilot Lab provides in-the-flow learning opportunities to build their prompt skills.

Meanwhile, leadership sponsors diversified our communications strategy by deploying and amplifying messaging through executive channels like org-wide emails or Microsoft Viva Amplify. Because we broke our adoption out by both organization and region, employees benefited from two sets of communications, each focusing on different scenarios.

Extend and optimize

Finally, successful adoption depends on measurement, feedback, and listening.

Understanding overall usage patterns and impact is crucial to optimizing usage. Our Microsoft Digital team used a combination of controlled feature rollout (CFR) technology while tracking usage through Microsoft 365 Admin Center, the Copilot Dashboard, and Viva Insights. Together, these tools gave us the visibility and tracking we needed to establish and communicate adoption patterns. Meanwhile, IT admins and user experience success managers can access simple in-app feedback through Microsoft 365 Admin Center. But to really maximize value, our Microsoft Digital employee experience teams conducted listening sessions and satisfaction surveys.

All these insights are helping us establish a virtuous cycle to drive further value and better adoption for future rollouts, extend usage to new and high-value scenarios, incorporate Copilot into business process transformation, and understand custom line-of-business opportunities.

Driving user enablement with Microsoft Viva

Microsoft Digital used Microsoft Viva to help enable our 300,000+ global users. Microsoft Viva is an Employee Experience Platform that brings together communication and feedback, analytics, goals, and learning in one unified solution. Microsoft Digital used Viva across a range of change management scenarios, including building awareness, communicating with our employees, providing access to readiness and learning resources, and measuring the impact of our deployment.

Accelerating Microsoft 365 Copilot with Viva

Viva Connections

Sharing key news related to deployment and enablement, generating “buzz,” and tying Copilot to Microsoft culture.

Viva Amplify

Producing and efficiently distributing employee communications to build awareness and excitement.

Viva Learning

Courses and training for our employees on how to maximize value from Copilot, inclusive of building effective prompts.

Viva Goals

Establishing and tracking Objectives and Key Results (OKRs) focused on employee Copilot usage and productivity gains.

Viva Engage

Actively engaging employees, providing leader updates, listening to feedback, and enabling Champs community.

Viva Insights

Using the Microsoft 365 Copilot Dashboard beta to identity actionable insights and usage trends.

Viva Pulse

Instant feedback from employees on their Copilot experience to fine-tune our landing and adoption approach.

Viva Glint

Understanding employee sentiment and gauging the overall effectiveness of our Copilot deployment effort.

We’re using Microsoft Viva to power employee adoption of Microsoft 365 Copilot here at Microsoft.

Targeted, tailored adoption efforts

Throughout our adoption and optimization efforts, we discovered two things: certain roles find Copilot especially helpful, and those roles benefit from more tailor-made, scenario-based adoption support.

Consider these examples:

• A human resources professional might use Copilot to create job descriptions by prompting it to suggest essential skills, qualifications, and responsibilities for a prospective role.
• A salesperson could ask Copilot to generate a table comparing their company’s flagship product with a competitor’s to address customer questions more efficiently.
• A finance professional might prompt Copilot to review and summarize a new contract to reduce the time it takes to search for key data.

Any single approach would never be adequate to address every different discipline and use case. So, we built a process that Microsoft’s internal departments and our customers can use to construct their own role-based scenarios based on their individual teams’ unique needs. The result was our Microsoft 365 Copilot Hero Scenario Playbook.

We designed this playbook to help adoption professionals accomplish the following objectives:

1. Understand the top responsibilities, challenges, needs, and wants of prioritized roles.
2. Articulate and communicate hero scenarios by clearly depicting how Copilot can enable them.
3. Share deliverables that include roles, scenarios, and prompts with the wider organization to drive awareness, adoption, engagement, and value.

Through internal testing and scenario crafting, we developed a four-part framework for creating, delivering, and socializing hero scenarios across any organization. These are the steps you can follow to create Copilot support content for adoption efforts tailored to specific roles.

Phase 1: Ready
This phase will help your organization, department, or team prepare for the process. It involves aligning with leadership and sponsors who will be accountable for driving Copilot value within their organization. It’s also where you’ll select the priority roles, draft outlines of those roles so you can clarify your understanding of their needs and wants, and seek out feedback from leaders, managers, and subject matter experts.
 
Phase 2: Engage
Engaging with employees is the key to uncovering Copilot’s core value. In this phase, you’ll identify participants from your priority roles who demonstrate enthusiasm and early aptitude with the tool. From there, you can choose an approach, which might include in-person group sessions, virtual Microsoft Whiteboard sessions, one-on-one interviews, Microsoft 365 Loop collaboration, or whatever modality works best, then communicate the process to participants. Whatever you choose, the final step in this phase is conducting your employee engagements to document existing and aspirational Copilot usage scenarios.
 
Phase 3: Deliver
Ideating hero scenarios is how you discover value. The delivery phase defines that value and organizes it into a useful, consumable format. It starts with reviewing and analyzing the outcomes of your sessions to gain insights and identify themes. Now is the time to document your hero scenarios and the value they add, as well as blockers and accelerators. Finally, you’ll provide your output: a comprehensive deck that includes your priority roles, hero scenarios, next steps, and more.
 
Phase 4: Share
The final phase of this process involves socializing your scenarios across your team or organization to realize value. If you’re part of a large organization, it’s helpful to radiate these outputs beyond the target group as an opportunity for further Copilot momentum. This stage includes diving deeper into blockers and accelerators that can help your organization as a whole speed time to value.

This Microsoft 365 Copilot Hero Scenario Playbook is now available for our customers to help fine-tune their own adoptions. Download the Microsoft 365 Copilot Key Scenario Playbook here.

Learning from Microsoft’s adoption of Copilot

Cascade adoption efforts through localization

Regional differences, priorities, even time zones—they can all block your centralization efforts. Your insider adoption leaders within each adoption cohort can help.

Empower your employee champions with trust

Monitor your user-led adoption communities at the start to provide support. As this community of power users becomes product experts, they’ll take over.

Empower employees as innovators

You’ll be surprised by what your employees dream up. Provide every opportunity for them to share their favorite tips and usage scenarios.

Create excitement, but set expectations

Encourage a healthy mindset around what Copilot can accomplish and where it fits. Don’t overpromise.

Gamify learning to build engagement and experience

Friendly competitions or cooperative challenges like prompt-a-thons generate excitement and invite creativity.

Understand that for many, AI is emotional

Overcome AI hesitancy by encouraging employees to tackle easy tasks with Copilot assistance. That will help minimize reluctance through practice.

Deployment checklist: Adoption

This checklist reflects Microsoft Digital’s learnings while deploying Copilot at Microsoft and can act as a guide while you build out and implement your adoption plan.

Get ready

• ❏ Identify and ramp up the person who will lead adoption for your organization.
• ❏ Create an adoption team and identify who will lead each workstream within each cohort, including:
  • ❏ Change managers
  • ❏ Executive sponsors
  • ❏ Employee champions
• ❏ Conduct a kickoff meeting with your adoption team and set up a meeting cadence and workflow.
• ❏ Create an AI council to guide how you use AI: Here’s how we did it here at Microsoft.
• ❏ Define your responsible AI principles: For inspiration, review Microsoft’s Responsible AI Standards.
• ❏ Identify users and usage within your cohorts:
  • ❏ Pinpoint key usage scenarios, for example CRM-connected email communication for salespeople or customer-facing copy support for marketers.
  • ❏ Identify cohort-specific personas, for example software engineers, customer support specialists, and business operations project managers.
• ❏ Determine communication preferences for each cohort and their personas and optimize messaging for each.
• ❏ Define success criteria with KPIs and a success measurement plan.
• ❏ Examples include usage by app or feature and user sentiment.
• ❏ Complete user enablement strategy training.
• ❏ Define a user experience and feedback strategy.
• ❏ Build deployment communications and an enablement asset library:
  • ❏ Localize for international audiences.

Onboard and engage

• ❏ Deploy readiness communications with onboarding content:
  • ❏ Led by cohort adoption team.
  • ❏ Led and amplified by leadership sponsors.
• ❏ Launch champion communities.
• ❏ Deploy launch communications:
  • ❏ Led by cohort adoption team.
  • ❏ Led and amplified by leadership sponsors.
• ❏ Socialize employee engagement communities.
• ❏ Run live learning sessions.
• ❏ Provide self-learning opportunities.
• ❏ Upscale the working environment with digital banners, posters, and other promotional materials to help employees visualize Copilot.

Deliver impact

• ❏ Promote usage through internal cohort channels:
  • ❏ Follow-up communications
  • ❏ Viva Engage champion posts
• ❏ Report on KPI success at predetermined intervals.
• ❏ Facilitate listening:
  • ❏ Satisfaction surveys
  • ❏ Listening sessions
• ❏ Gather and amplify success stories.
• ❏ Apply learnings to further adoption activities.
• ❏ Nurture existing champions through a technical training track.
• ❏ Develop reinforcement, resistance, and maintenance plans.

Extend and optimize

• ❏ Explore new high-value scenarios.
• ❏ Investigate business process transformation via Copilot Studio, plugins, and connectors.
• ❏ Source custom line-of-business opportunities.

How we did it at Microsoft

Use these assets to guide your own deployment and adoption—they represent how we did things here in Microsoft Digital.

Check out and download our tool kit for communicating with your employees about your Microsoft 365 Copilot deployment. This kit was developed by our internal IT Communications team here in Microsoft Digital and is now being used by the product group to help customers like you.

Download our guide on using Microsoft Viva Amplify to manage your deployment and adoption communications. This is based on learnings from our internal IT Communications team.

Download our “Did you know” campaign guide, which shows you how we are using intriguing Copilot capabilities to drive interest in the product. This guide is based on a campaign run by our internal It Communications team here in Microsoft Digital.

Download our guide for creating a community of champions to help you deploy Copilot. This is based on what we learned from having our internal champions help us deploy Copilot here at Microsoft.

Download the Microsoft 365 Copilot Key Scenario Playbook here.

More guidance for you

Here are more assets that we found useful.

Support for adoption leaders

• Access the Copilot scenario library to understand different user needs and opportunities.
• Gain insights from the Microsoft 365 Copilot dashboard for Microsoft 365.
• Deepen Copilot engagement through Microsoft’s Modern Collaboration Architecture (MOCA).

Resources for business users

We’ve adapted these assets from Microsoft Digital’s deployment material so you can use them within your organization.

• Help users improve their prompts through the Copilot Lab.
• Offer a training opportunity to employees through a Microsoft Learn module.
• Provide a link to Microsoft 365 Copilot user help and training.
• Give your employees a leg up on creating AI prompts with this blog post and this downloadable resource.
• Share this video to explain Copilot experiences to employees.

Find these resources and more at adoption.microsoft.com.

Downloadable adoption assets

• Read our user enablement guide.
• Download our guide on using Microsoft Viva Amplify to manage your deployment and adoption communications.
• Look at our user experience strategy document.
• Download our Copilot training kit.
• Review our Top 10 things to try first in Copilot list.
• Download the Microsoft 365 Copilot Key Scenario Playbook here.

Find further downloadable assets to support your adoption efforts in the appendix.

Chapter 4: Building a foundation for support

Setting support up for success

Empowering employees means making sure they have access to the right support channels—especially if they have concerns with a new technology. The fact that Copilot operates across a wide spectrum of Microsoft 365 apps adds complexity to your support apparatus.

As a result, it’s important to give your support teams early access along with your earliest pilot implementations. For Microsoft Digital, that included members of our internal support teams who help Microsoft employees when they run into technical issues, as well as our Customer Experience and Support team that engages with external customers to troubleshoot problems with new Microsoft products. We also invited subject matter experts for Microsoft 365 apps featuring Copilot experiences, including Teams, Outlook, and more.

A small group of users across both internal and external support teams, as well as our Microsoft 365 subject matter experts, gained access at first, and we encouraged them to experiment and try to break features. This was a crucial learning phase for Microsoft Digital, because it surfaced interesting issues that wouldn’t come up if our teams didn’t have access and an opportunity to experiment.

Building insights and product experience was step one, but we needed to collect that knowledge so it would be actionable in real situations. To accomplish that, we created a special Teams channel where our support team members collaborate with pilot users of Copilot and representatives of the product group. From there, we worked with marketing and communications professionals to start building our support team’s knowledge base, which would also serve as the foundation for our user-facing content.

Eventually, the time came to provide access to our wider support team. At that point, our support pilot members operated as learning leaders. When it came time to share their knowledge, it took the form of informal brown-bag sessions. We also engaged in shadow/reverse-shadow role-playing exercises so our support agents could practice addressing common issues.

Principles of good support

Strategizing for support

Building experience and knowledge is one thing, but coming up with your approach to support requires planning and a strong idea of your users’ ideal experience. At Microsoft Digital, we take a “shift-left” approach. That means we save our human support staff time by attempting to create excellent self-service options for our users. As a result, they won’t need to access a human agent unless they’re at a genuine impasse.

Shift-left principles can apply to many different support contexts, but with Copilot, we’ve found that the most important upfront action is ensuring your employees have accessible self-service support channels and communicating their availability. That might come through in-app support or access to knowledge bases.

Work with your adoption teams to ensure they include those self-service support vectors in their rollout communications. For us, self-service was able to answer many of our users’ questions, and for any extra-tricky issues, we had them access human-led support.

Seven things we learned preparing our Copilot support

Preliminary access

Select your initial support specialists. Include people with different Microsoft 365 app focuses, support tiers, and service audiences.

Communication hub

Establish a community space where your support team can connect and collaborate on issues. Invite non-support professionals as needed.

Knowledge base

Start a collaborative document and add learnings. This will eventually evolve into your knowledge base for internal support.

Widen access

Host information sessions with the wider support team and extend access so all relevant support professionals can ramp up.

Rehearse

Conduct role-playing and shadowing sessions so support teams can build practical knowledge and confidence.

Support go-live

Get your support resources and processes ready and push them live in advance of your Copilot deployment. Consider a dry run.

Track

Determine a tracking cadence and gather data on Copilot issues that arise so support teams can identify trending issues and tickets.

Common questions, issues, and resolutions

As the first enterprise organization to go through the Copilot deployment process, we’ve identified a few challenges and questions you might have. Feel free to add these to your support knowledge base and employee-facing communications.

We’re getting questions about why particular employees don’t have licenses.

• Ideally, your adoption communication waves solve this issue by alerting employees when they will get their licenses. Otherwise, consider having a readily available link answering licensing questions for users or directing them to their relevant managers or admins. You can also automate this process.

Users are coming to us with questions that would be better served by adoption and employee material, and that isn’t our role as support.

• Work with your adoption team to preempt these issues with proactive communications. Update your self-help content and provide your support agents with ready access to different employee education resources, including your user-facing knowledge base, self-help videos, and Viva Engage communities focused on Copilot.

Teams are looking for integration support. Where do I send them?

• Share this list of prebuilt connectors to help your users integrate various data sources into your Microsoft Graph. This list shares the types of content supported.

Can employees put confidential information into Copilot?

• As long as your employees are signed in to Copilot with their Entra ID, they can enter confidential information.

My organization has concerns about who owns the IP that Copilot generates. Does the Microsoft Customer Copyright Commitment apply to Copilot?

• Microsoft does not own the IP generated by Copilot. Our universal terms state “Microsoft does not own customers’ output content.” Those terms also include our Customer Copyright Commitment.

What’s the best way to verify the accuracy of the information Copilot provides?

Where possible, Copilot is transparent about where it sources responses. It answers complex questions by distilling information from multiple web sources into a single response. Copilot provides linked citations to these answers so the user can verify further.

Deployment checklist: Support

This list shares Microsoft Digital’s internal learnings and processes during our internal rollout. Consider incorporating these steps into your own support team preparations.

Onboard and engage your support team

• ❏ Start with a small set of support leaders:
  • ❏ General support
  • ❏ Microsoft 365 product specialists
• ❏ Establish a Teams channel for communication and knowledge sharing.
• ❏ Create a collaborative knowledge base foundation.
• ❏ Widen access to the full Copilot support team.
• ❏ Train your full support team:
  • ❏ Conduct information sessions.
  • ❏ Conduct role-playing exercises.
• ❏ Establish your escalation process.
• ❏ Engage your internal communications team:
  • ❏ Finalize your user-facing knowledge base.
  • ❏ Discuss the inclusion of knowledge base material and the support process in rollout communications.

Deliver impact for your users

• ❏ Signal support availability in user communities on Viva Engage and other platforms.
• ❏ Publish your user-facing knowledge base.
• ❏ Establish self-service automations if applicable.

Extend and optimize your services

• ❏ Review support issues and product feedback.
• ❏ Calibrate the optimization of your support workflows.

How we did it at Microsoft

Use these assets to guide your own deployment and adoption—they represent how we did things here in Microsoft Digital.

Read how we’re using AI to transform our Support business here at Microsoft. This article shares how our Support team in Microsoft Digital is using AI to transform the business from end to end.

Download your own copy here.

More guidance for you

Here are more assets that we found useful.

Resources for support teams

• Explore our Microsoft 365 Copilot documentation.
• Read up on how to enable your users with this Microsoft Learn content.
• Build your knowledge with this Microsoft Learn course.
• Read this blog post to learn more about how Copilot works.
• Review our frequently asked questions about Copilot tips list.
• Read our user experience strategy document.

Find these resources and more at adoption.microsoft.com.

Downloadable support assets

We’ve adapted these assets from Microsoft Digital’s deployment material so you can use them within your organization.

• Review our technical readiness guide.
• Take a look at our training content map.
• Read our user experience strategy document.

Find further downloadable assets in the appendix.

Applying our deployment lessons at your company

You’ve learned from our Copilot deployment—now it’s time to get started on yours

Embarking on your Microsoft 365 Copilot deployment journey might seem daunting, but by capitalizing on the lessons that we have learned from our internal deployment, you can both speed up the process and avoid any pitfalls. By anchoring your work in careful planning and using the steps and resources provided in this guide, you can unleash a new era of productivity through Copilot.

“Deploying Microsoft 365 Copilot internally has inspired us to dive deeper into the power of AI assistance, which is enabling us to enhance our employee experience,” says Claire Sisson, principal group product manager at Microsoft and leader of the team that deployed Microsoft 365 Copilot here at Microsoft. “With the lessons we learned from our deployment, we’re confident that we can support businesses around the world achieve more through the next generation of intelligent experiences.”

 You’re not in this alone. If you’re looking for support or knowledge on any aspect of your deployment, reach out to our customer success team.

For inspiration around ways that Microsoft 365 Copilot can become your employees’ AI assistant at work, read stories about how we’re using AI within Microsoft Digital and Microsoft as a whole.

Powering a generational shift in IT at Microsoft with AI

Transforming Microsoft’s enterprise IT infrastructure with AI

Deploying Microsoft 365 Copilot internally at Microsoft

Was this guide useful to you? Please share your feedback here.

Appendix

Downloadable assets adapted from Microsoft’s internal deployment content

How we did it at Microsoft

The Microsoft Digital team created assets for internal Microsoft use throughout our deployment. We’ve adapted them for your use, so you don’t have to reinvent the wheel.

Learn how we’re getting the most out of generative AI at Microsoft with good governance. | Download your own copy here.

Check out how we’re using sensitivity labels to empower our employees while making Microsoft more secure. | Download your own copy here.

Check out our guide for executives looking to deploy and drive adoption of Microsoft 365 Copilot at their companies. | Download your own copy here. 

Download our guide on using Microsoft Viva Amplify to manage your deployment and adoption communications.  

Download our “Did you know” campaign guide, which shows you how we are using intriguing Copilot capabilities to drive interest in the product.

Download our guide for creating a community of champions to help you deploy Copilot. 

Download the Microsoft 365 Copilot Key Scenario Playbook here.

Read how we’re using AI to transform our Support business here at Microsoft. | Download your copy here.

More guidance for you

Here are more assets that we found useful.

Universal

• Download the Copilot Success Kit.
• Review our technical readiness guide.
• Take a look at our training content map.

Governance

• Conduct the Microsoft 365 Copilot Optimization Assessment to understand your level of AI adoption and chart your course.
• Access Microsoft Learn documentation to learn about data, privacy, security, and Zero Trust principles.
• Work through this learning path to understand Copilot and how to ensure security and compliance.
• Watch this video to get ready for your Copilot deployment.

Implementation

• Conduct the Microsoft 365 Copilot Optimization Assessment to understand your level of AI adoption and chart your course.
• Work through this learning path to understand Copilot and how to ensure security and compliance.
• Check out this learning path to understand Copilot’s licensing and administration implications.
• Watch this video to get ready for your Copilot deployment.
• Access the Copilot scenario library to understand different user needs and licensing scenarios.

Adoption

• Read our user enablement guide.
• Check out our guide on using Microsoft Viva Amplify to manage your deployment and adoption communications.
• Look at our user experience strategy document.
• Read our Copilot training kit.
• Review our Top 10 things to try first in Copilot tips sheet.
• Download our user onboarding toolkit.
• Review our customizable scenario library.

Support readiness

• Explore our Microsoft 365 Copilot documentation.
• Read up on how to enable your users with this Microsoft Learn content.
• Build your knowledge with this Microsoft Learn course.
• Read this blog post to learn more about how Copilot works.
• Review our frequently asked questions about Copilot tips list.
• Read our user experience strategy document.

Learn how to get ready for Microsoft 365 Copilot at your company.

• Want more information? Email us and include a link to this story and we’ll get back to you.
• Please share your feedback with us—take our survey and let us know what kind of content is most useful to you.

The post Deploying Microsoft 365 Copilot in four chapters appeared first on Inside Track Blog.

Robert Gates likens Microsoft 365 Copilot to a “calculator for words.”

Gates, a partner-focused solution architect on the Global Partner Team at Microsoft, explains how to harness the full potential of Copilot through the art of purposeful prompting. He’s been helping partners across the Americas develop best practices around Copilot since its initial launch. His ongoing experience with the tool has revealed that effective use of Copilot goes far beyond simply issuing commands—it’s about crafting prompts with intention and clarity.

Press play to hear Gates share how crafting prompts based on the desired outcome can make Microsoft 365 Copilot a strategic partner.

A calculator for words

Just as a calculator requires the right inputs to produce meaningful results, Copilot needs well-constructed prompts to deliver valuable outputs.

“If the problem isn’t clearly defined, Copilot can’t generate a useful solution,” Gates says.

This is where the power of purposeful prompting comes into play.

To create effective prompts for Copilot, goals must be clearly defined. This sounds easy but can be difficult to get right. One of the key challenges Gates has observed in customer interactions is a disconnect between the data requested and the actual goal. For instance, asking Copilot to retrieve 50,000 rows of data might seem like a reasonable request, but it often misses the mark.

The real question is: What do you want to achieve with that data?

Instead of focusing on volume, Gates advises users to zero in on the outcome they want—whether it’s summarizing key insights or generating a specific report for leadership. This shift in focus can dramatically improve the quality and relevance of the responses.

“A lot of the work is defining your goal and outcome in the prompt. Sometimes you may have to work backward because Copilot doesn’t necessarily have access to the data or the resources. Focus in on the final output,” Gates says.

Crafting purposeful prompts

To get the best results from Copilot, Gates emphasizes the importance of a well-defined prompt structure. A successful prompt should include the following elements:

• Goal definition: Clearly articulate the goal of your request in your prompts. What specific output are you seeking? For example, “I need a summary of key trends from this dataset for my leadership team.”
• Context and source information: Provide relevant context that helps Copilot understand the scope and nature of the task. Mention any specific sources or data points that should be considered in generating the output.
• Expectations: Set clear expectations for the format and depth of the response. This helps Copilot tailor its output to meet your needs more precisely.
• Persona prompting: Consider nudging Copilot with a specific persona or role. For example, “As an expert analyst, summarize the key findings from this data.” This can help refine the tone and depth of the response, making it more aligned with your requirements.

By defining the outcome you want, providing context, and guiding Copilot with clear expectations, you can unlock the full potential of this powerful tool—transforming it from a basic query processor into a strategic partner in their work.

Thank you for watching Gates’s presentation! We hope it helps you get started with your Copilot training and adoption efforts at your company.

Check out Microsoft 365 Copilot.

• Watch the first video in our Copilot Champs series: Showcasing how our product managers are using Microsoft Copilot.
• Watch the second video in our Copilot Champs series: Using Microsoft Copilot as a trusted advisor for your Six Sigma projects.
• Watch the third video in our Copilot Champs series: Getting your Microsoft 365 Copilot training right.
• Watch the fourth video in our Copilot Champs series: How we’re delivering demos in Microsoft 365 Copilot at Microsoft.
• Learn more about how our Copilot Champs Community is helping drive Copilot for Microsoft 365 adoption here at Microsoft.

• Want more information? Email us and include a link to this story and we’ll get back to you.
• Please share your feedback with us—take our survey and let us know what kind of content is most useful to you.

The post Getting more out of Microsoft 365 Copilot with purposeful prompts appeared first on Inside Track Blog.

Editor’s note: This is the fourth video in our ongoing series that showcases our in-house experts using real-world scenarios to explore the transformative capabilities of Microsoft 365 Copilot.

For Robert Epstein, the key to a successful Microsoft 365 Copilot demo is relevance. It’s about showing your audience something that resonates with their daily tasks and makes them think.

He wants them to walk away thinking, “this could really improve my workday,” Epstein says.

Press play to hear Epstein, a partner account manager in the Global Partner Solutions organization, share his tips for getting your employees to start using Copilot at your company.

Epstein says it’s key to research your audience before you begin.

Whether you’re addressing internal teams, partners, or customers, this will allow you to understand their specific needs and pain points is crucial. What are their roles? How familiar are they with Copilot and what it can do?

Tailoring your demo to their level of expertise and interests ensures that your message will have impact. Epstein highlights the importance of setting the right expectations and adjusting your approach based on who you’re presenting to.

Tell an engaging story

Epstein advises keeping your demo focused. Instead of trying to cover every feature, home in on one or two key aspects that will leave your audience with a “wow” moment. This could be a feature that saves them significant time, improves the quality of their work, or helps them accomplish a task they previously found challenging.

In one of Epstein’s demos, he used a real-world scenario about a time he presented Copilot to HP salespeople. He demonstrated how Copilot could quickly summarize a lengthy document from a government website, identify suitable HP products, and draft a formal tender response—all within minutes. This kind of practical, relatable example helps the audience see the immediate benefits of Copilot.

Digging deeper

Epstein’s goal in any demo is to create that one unforgettable moment, using real-world examples, where the audience realizes how transformative Copilot can be. He once showed how Copilot could generate a PowerPoint presentation from a simple Word document in seconds—complete with speaker notes and relevant images.

“It’s important to create a jaw-dropping wow moment for the audience. It can significantly change their perspective or behavior toward a product or solution,” says Epstein.

Epstein also recommends ending your demo with a call to action, encouraging your audience to explore and experiment with Copilot on their own.

Before you demo Copilot

Epstein suggests that anyone preparing a Copilot demo always starts with three key considerations:

• Know your audience. Their familiarity with Copilot, their roles, and their interests
• Focus on one or two aspects, such as a feature that saves your audience time or improves the quality of their work
• Use a real-world scenario to demonstrate the value of Copilot

Thank you for watching Epstein’s presentation! We hope it helps you get started with your Copilot demoes efforts at your company.

• Check out Microsoft 365 Copilot.
• Interested in becoming a Copilot Champ?

• Watch the first video in our Copilot Champs series: Showcasing how our product managers are using Microsoft Copilot.
• Watch the second video in our Copilot Champs series: Using Microsoft Copilot as a trusted advisor for your Six Sigma projects.
• Watch the third video in our Copilot Champs series: Getting your Microsoft 365 Copilot training right
• Learn more about how our Copilot Champs Community is helping drive Copilot for Microsoft 365 adoption here at Microsoft.

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