Microsoft 365 Copilot (Paid Version) – Access and Usage Guide

Overview

Microsoft 365 Copilot is an AI-powered assistant integrated into Microsoft 365 applications such as Word, Excel, PowerPoint, Outlook, and Teams. It enhances productivity by enabling users to generate content, analyze data, summarize communications, and streamline workflows using natural language prompts. 

At the University of Missouri (UM) System, Microsoft 365 Copilot is available as a paid add-on license. This guide outlines the process for obtaining access for UMC users, activating the service, and using Copilot effectively within the UM environment. 

Note: All UM users have access to Microsoft 365 Copilot Chat via copilot.microsoft.com using their university credentials. However, full integration within Microsoft 365 desktop and web applications requires a paid Copilot license. 

1. Obtaining a Microsoft 365 Copilot license for UMC campus users. (UMKC, MST, and UMSL users should check with their IT department for their internal process.)

To use the full features of Microsoft 365 Copilot, users must be assigned a Copilot license. The process is as follows: 

Step 1: Submit a TDX Request 

  • Submit the request form, including:  User Information, Billing MoCode, Authorized Signer (Consult your department to identify the TDX fiscal approver for your MoCode) 

Step 2: License Assignment 

  • Once the request receives fiscal approval from the department, the license is assigned to the user’s Microsoft 365 account via Azure Active Directory. Users will be notified when the license is active 

2. Accessing Microsoft 365 Copilot 

After license assignment, users can access Copilot features in Microsoft 365 applications. 

Sign-In Requirements 

  • Ensure you are signed into Microsoft 365 apps with your UM account  

Locating the Copilot Button 

  • Open any supported app (Word, Excel, PowerPoint, Outlook, Teams) 

  • Look for the Copilot icon (✧) in the Home tab or top-right corner 

Troubleshooting Access 

If the Copilot button is not visible: 

  1. Confirm you are signed in with the licensed UM account 

  1. Try accessing via office.com (web versions of apps) 

  1. Clear cache and restart apps or device 

3. Using Microsoft 365 Copilot 

Copilot supports natural language prompts across Microsoft 365 apps. Below are examples of how to use it: 

Word 

  • Draft content: “Write a summary of this document” 

  • Rewrite: “Make this paragraph more concise” 

  • Brainstorm: “Suggest five titles for a newsletter” 

Excel 

  • Analyze data: “What are the top-performing regions this quarter?” 

  • Create charts: “Generate a bar chart of monthly sales” 

  • Build formulas: “Create a formula to calculate year-over-year growth” 

Outlook 

  • Summarize threads: “Summarize this email conversation” 

  • Draft replies: “Reply to confirm the meeting and thank the sender” 

  • Extract tasks: “List all action items from this email” 

PowerPoint 

  • Generate slides: “Create a 5-slide presentation on our Q2 results” 

  • Improve design: “Suggest layout improvements for this slide” 

  • Add speaker notes: “Add talking points for each bullet” 

Teams 

  • During meetings: Use Copilot to summarize discussions, identify action items, and answer questions in real-time 

  • After meetings: Access the Recap tab to review summaries and ask follow-up questions 

For Additional Assistance

Explore Microsoft’s official resources:  

Security Information

Approved Data Classifications: Microsoft 365 Copilot is approved for use with the following data classification levels:

Use of Copilot with data outside these classifications is not permitted.

Copilot Access by Tab: When using Copilot, there are two available tabs: the Work tab and the Web tab. It is important to understand the difference between them.

  • Work Tab: Microsoft 365 Copilot can access and generate content based only on the information the user is already authorized to access within Microsoft 365.
  • Web Tab: Information entered into prompts may be exposed to the Internet. Users must exercise caution and ensure no restricted or sensitive data is included.

Data Restrictions and Prohibited Use: Do not enter, upload, or reference DCL‑4 data in Copilot prompts. This includes, but is not limited to:

  • Protected Health Information (PHI)
  • Social Security numbers
  • Patient names
  • Medical record numbers
  • Dates of birth
  • Dates of procedures or treatments
  • Any other Personally Identifiable Information (PII)

Prompts must never include DCL‑4 data. It is also prohibited to intentionally prompt Copilot to return DCL‑4 data.

Additional Guidance for MU Health Care Workforce: MU Health Care workforce members must review and follow any additional security requirements outlined in the following knowledge base article: https://tdx.umsystem.edu/TDClient/36/DoIT/KB/ArticleDet?ID=1726

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