How to Use Copilot in Microsoft Word and Excel

How to Use Copilot in Microsoft Word and Excel: A Complete Beginner’s Guide

Microsoft Copilot is transforming how users create, edit, analyze, and collaborate on documents. Whether you work in Microsoft Word or Excel, Copilot can help you write faster, summarize information, generate insights, and automate repetitive tasks. This step-by-step guide explains everything you need to know about how to use Copilot effectively and get the most out of Microsoft 365.

What Is Microsoft Copilot?

Microsoft Copilot is an AI-powered assistant integrated into Microsoft 365 apps such as Word and Excel. It helps users automate writing, formatting, data analysis, and reporting tasks through simple natural-language prompts.

With Copilot, you can:

• Generate text and summaries
• Rewrite or edit existing content
• Analyze spreadsheets
• Create formulas
• Visualize data
• Automate workflows
• Increase productivity with minimal effort

How to Use Copilot in Microsoft Word

Copilot in Word is designed to help you write clearer, faster, and more professionally. Here’s how to use it:

1. Open Copilot in Microsoft Word

To launch Copilot:

1. Open Microsoft Word.
2. Look for the Copilot icon on the right side of the ribbon or sidebar.
3. Click the icon to open the Copilot prompt window.

If you’re using Word online, Copilot appears as a chat panel on the right.

2. Generate a New Document Using Copilot

You can ask Copilot to create an entire document from scratch.

Example prompt:

“Create a two-page report about the impact of AI on small businesses.”

Copilot will generate a structured draft, which you can edit and customize.

3. Rewrite or Improve Existing Content

Copilot can rewrite, expand, shorten, or change the tone of your content.

Example prompts:

• “Rewrite this paragraph in a more professional tone.”
• “Summarize this section into three bullet points.”
• “Expand this introduction with more detail.”

This feature is especially helpful for blogs, business reports, essays, and emails.

4. Summarize a Long Document

If you’re working with long reports, research papers, or meeting notes, Copilot can condense them instantly.

Prompt example:

“Summarize this document in one paragraph.”

You can also request a bullet-point summary or a highlights list.

5. Generate Ideas, Outlines, and Titles

Copilot is great for brainstorming.

Try prompts like:

• “Create an outline for a marketing proposal.”
• “Suggest five title ideas for this article.”
• “Give me a list of alternative introductions.”

This helps when you’re stuck or need creative inspiration.

6. Format Your Document Automatically

Ask Copilot to fix layout and formatting:

• “Format this document in APA style.”
• “Add headings and a conclusion.”
• “Turn this text into a professional business report.”

Copilot applies consistent styles, spacing, and structure.

How to Use Copilot in Microsoft Excel

In Excel, Copilot is a powerful tool for data analysis, formulas, charts, and automation. Even users with limited spreadsheet skills can work like experts.

1. Open Copilot in Microsoft Excel

To start:

1. Open Excel.
2. Click the Copilot icon in the ribbon or right panel.
3. Type your request into the Copilot prompt.

Copilot analyzes your spreadsheet data and suggests insights.

2. Analyze Data with Natural Language

You can ask:

• “Analyze this dataset and show key trends.”
• “Identify the highest and lowest values.”
• “Explain month-to-month changes.”

Copilot provides instant insights, summaries, and recommendations.

3. Generate Excel Formulas Automatically

If you struggle with formulas, Copilot can write them for you.

Example prompts:

• “Write a formula to calculate total revenue.”
• “Create a formula that shows the percentage growth.”
• “Generate an IF statement to categorize values.”

Copilot inserts correct formulas and explains how they work.

4. Create Charts Instantly

Instead of manually selecting chart types, simply tell Copilot:

• “Create a bar chart for sales by month.”
• “Generate a pie chart showing revenue distribution.”
• “Visualize trends for the last 12 months.”

Copilot builds the chart and formats it for clarity.

5. Clean and Organize Data Automatically

Copilot can help with:

• Removing duplicates
• Filling missing values
• Sorting and filtering
• Creating tables
• Highlighting outliers

Prompts like:

“Clean this dataset and highlight errors.”

save hours of manual work.

6. Ask Copilot to Build Dashboards

For advanced users, Copilot can create dashboards:

• “Build a dashboard showing revenue, expenses, and net profit.”
• “Create KPIs for this dataset.”
• “Generate a performance overview for Q1.”

Copilot structures the dashboard, adds charts, and formats the layout.

Best Tips for Getting Better Results with Copilot

To maximize Copilot’s performance:

1. Be Specific with Your Prompts

Clear instructions = better results.

2. Provide Context

Share sample text, data ranges, or goals.

3. Refine the Output

Ask Copilot to edit or improve previous results.

4. Use Step-by-Step Prompts

Break tasks into smaller instructions.

5. Review Outputs Carefully

Treat Copilot as a tool, not a final authority.

Final Thoughts

Microsoft Copilot is a powerful productivity assistant that transforms how you work in Word and Excel. Whether you’re drafting reports, analyzing data, creating formulas, or formatting documents, Copilot saves time and improves quality. By mastering the steps outlined above, you can work faster, smarter, and more efficiently across Microsoft 365.