How to use Copilot in Daily Work

Watch how we're gonna use Copilot within Word. So I'm actually gonna start a new document here. Now, this will be true of all the Microsoft apps. You'll click on the Home tab, and then you'll see the word Copilot on the right-hand side of the ribbon. I'll click on the word Copilot there. Good. Now, everybody, in Word and Excel, it's gonna have a special feature. This was introduced about a month ago. So when this window is open, you're gonna click on these two lines, and then you should have one that says Agent. If you have the word Agent, then you click on that. But about a month ago, they changed it to say Edit with Copilot. And if you have that one, then choose that one. This way, it's gonna make the changes right within the document, okay? Notice how it gives you some good suggestions that you can use. Or, of course, you can type in what you want here. Notice how this one has the plus sign like I just showed you? Here is where you can speak it in if you want. Now, I'm trying to right-click in this window, but it doesn't let you do that yet. So I'll do Control-V. Control-V for paste. Create a professional draft of a business proposal for, let's say, you're selling copiers for new copiers for the client. Having the value proposition, key deliverables, and so on. Now, remember, you can use the plus sign to upload your drafts or your company logos and things like that. I'm gonna go ahead and send this. Now, you can see it's operating over here on the right, but keep an eye on the document itself and notice how it's actually producing the text right on the document. Now, are we gonna use that text verbatim? Probably not, right? You're gonna read that, rework it towards your needs. I tell people to use Copilot as an assistant, not as a replacement, but it gave us a tremendous head start in making that document. So it can help you write new documents, is really my point here, and it did it right within your existing document. That really changed about a month ago. It's much more efficient. Now, this might take a second. I'll give it about 30 more seconds. You can see it's given us a lot of text here and it's actually continuing. Am I gonna use all of that text? I'm sure, probably not, but that's where you would read it, but that's better than me coming up that from scratch, right? So I'm actually gonna give it 10 more seconds so we can move on. All right. So look, everybody. Usually in real life, you would let that continue, right? But I'm gonna come over here and click on the stop icon. Now, whatever it gives you here, you're gonna pick in the word done where my mouse is, or you can always undo it as well. Good. So it can help us write a new document. Now, what if you would like to add some more text to this paragraph, maybe add some more benefits? So we can have a change in existing document also. So I'm gonna go ahead and highlight the text. Then you're gonna see the Copilot icon where my mouse is. If you don't see that, you can use the Copilot window on the right for the same kind of things. Now it says auto-rewrite, structure and refine, make shorter, make formal, give you some writing suggestions and so on, or you can type in what you want right here. So I'm gonna say add more benefits to this paragraph and keep the same style. Or I could say make it more professional or whatever changes that you're looking for. My point with this one is we can use it to change an existing paragraph or an existing document. Now notice how the original paragraph was maybe five lines long. The new paragraph is about 10 or 12 lines long. Then I'm gonna come down here and I can say keep it, replace it. If you click on the circle, that'll give you a new text. I can trash it or even ask for something different. So I'm gonna say replace. Even Microsoft acknowledges AI generated content may be incorrect. So always read it and rework it like I've said numerous times, right? But that's important. So I'll put in the word replace and you can see it put in the new paragraph. Let's try one more example in Word and then we'll move on to PowerPoint. Once again, everybody, I'm gonna make a new document in Word. Now I'm gonna come over here to the right and I'll use the Copilot icon. Now, once you did the thing where I said edit in Copilot, then it'll be like that from that point forward. As you can see, it still has that icon right there. So let's say every week your boss needs a status report and you wanna set up a template so that you don't have to recreate it every week. Then let me go back to my Copilot prompts and I have a prompt like that. That prompt file should be in the content window of the webinar platform. So there's really some good examples here. Some of them I wanna have time to get to, but here's one we already got to. Turn the meeting notes, remember how we uploaded those meeting notes, right? So we did that one already and let me see if there was one about the status report. Okay, I'll tell you what, I'll just type that one in. So I'm gonna go back to Word now and in the Copilot window, I'm gonna say, make a template for a weekly status report that will show tasks, accomplishments, goals, and upcoming steps. So you pretty much ask for what you want and be very specific and very direct about what you're asking for. Notice how it's starting to produce a document for us over on the left. So I really like the way Copilot has been working for the past month or so since they made that change. So I'll let this have another 30 seconds or so, but you can see it's making some good progress and it's something we can work with, right? Now that one is already finished. I'm gonna come over here and pick in the word done and it's looking good. Certainly that's quicker than I could have done that from scratch, right? And I think that's the whole point. Now with PowerPoint, everybody, it can help us create a whole new PowerPoint presentation or change an existing presentation. So now I'll show you some examples of using in PowerPoint and then we'll get to some in Excel and then in Outlook. So we're gonna have a lot of great content today. Let's go back to the Word document where I have some prompts and then you'll notice there's a PowerPoint section. Create a 10 slide presentation summarizing whatever your topic would be. So you can have Copilot make a whole new presentation for us. Now, when you're making a new presentation, I recommend that you go back to office.com. So I'm gonna go back to office.com here and then I'm back on Copilot. Now we're gonna come over here to the left everybody and notice how there's a section that's called agents and these are things that do specific tasks. Now, if you don't see the word PowerPoint there, then I'll click where it says all agents and then here you'll see, now we just saw the one that's already built right in the Word and in a couple minutes, I'll show you one that's built into Excel but they haven't built it directly in the PowerPoint yet, at least on my computer. So here on office.com, I see the PowerPoint agent. That's gonna help you build or change your PowerPoint presentations. Now, before the class started earlier this morning, this is what I typed in. I said, create a presentation that describes the accounts receivable cycle. So you could describe any kind of topic, right? Now, of course, you can click on the plus sign to add your own logos and your own content. So you don't always have to start from scratch. So let me, I'm not gonna finish it because it takes a few minutes, but we do have the finished product in the content window. So the PowerPoint presentation that's in the content window, I made exactly directly how I'm showing you right now. So I'm gonna go ahead and click on the arrow here and then it'll probably start asking you some questions. It's really interactive. It says, who's the audience? Let's say general business audience. What level of detail would you prefer? How about an overview? And then select a length. Let's go with concise. Select a style. And then notice how it has some themes that you can use. And there's actually more themes you can use here. Now, if you want to use your own theme, that's when you use the plus sign to upload your own documents, right? So I'm gonna click one of these like this one, and then you pick on that scale. Now, if I let that run, it would take maybe a few minutes. But if you look at the content folder of the webinar platform, the PowerPoint presentation that's there, that's called accounts receivable for employee training, this is exactly how I made it. And it looks pretty good. So you can see it's starting to do it and so on. Let's take a look at that final presentation that it made. So now everybody, I'm gonna go into PowerPoint and open up that document. So Copilot made the document that we're looking at using that same exact prompt. And you know what? It's not bad. I can deal with it. Now, let me start to show you some examples of using Copilot to change your PowerPoint presentation. Truly, this is the presentation that was generated when I used that exact same prompt I gave you. So it actually has the life cycle of explaining the accounts receivable, maybe for training purposes or for your employees and so on. I didn't give it any of this content. It just made it for us. I thought that was a good example. Now, in PowerPoint, we can have a change existing presentations. So let's see some examples like that. Maybe I'd like to have, I see this picture is in the background of the slide, but maybe I'd like to have another picture that's on the slide itself. So in PowerPoint, everybody, just like in Word, we'll see the Copilot icon on the right side of the home ribbon. So I'll pick on Copilot right there. Now, so far, if I click on those two lines right there, PowerPoint doesn't have an agent yet here within PowerPoint, but I bet that it will pretty soon. So notice how it gives you some great suggestions. I'm going to click where it says, see more. It really does give you some great ideas. Although you can type in whatever you want beyond that. I can say, create an image for the slide, summarize this presentation. What is the key takeaway from this slide, right? And then there's a bunch more. So since it's right there, I'm going to say, create an image for the slide. So, you know, we can try to do this ourselves. I'm going to go ahead and send it right over here. Now, meanwhile, while Copilot is working, even in Word or even on the website, you know, you can always open up a different window and do something else and come back in a few minutes. You don't have to wait for it. You can always do something else as it's doing it. Now, this one, I'm going to let it complete, and we're going to see what kind of image that it gives us. In real life, I might say, oh, change such and such about this picture. But in the interest of time today, we're going to take the picture that it's going to give us. By the way, even though I'm in PowerPoint, making that image, guess what? It's going to land it in your library that I showed you on office.com. So a great thing about Copilot is that it ties everything together. And it's starting to make an image for us. Just like in Word, you can have it change the wording of a slide, and that would work similar to the way it did in Word. But here we have a nice picture. Now, this slide does talk about the accounts receivable process, right? So you can see the slide is like, there's a paid invoice, some money going in. I can deal with that picture, it's fine. In real life, I might say, oh, change this and that, but I'm actually happy with it. So what you do is you move your mouse to that picture, then you click on the plus sign where my mouse is. Now it's going to add it to the slide. Naturally, we're going to resize that. And now Copilot kicks in again over here on the right. This is actually Copilot giving you some suggestions of how you can use that picture on the slide. Let's see if there's any good ones. This one's not bad. Let me go with this one right over here. I'm happy with that design. So Copilot helped us design the picture. And then notice what it says where my mouse is. Designer is now part of Copilot. So this is all Copilot kicking in, giving you some ideas of how you can make the slide look better. Now that I'm looking at them, I think this one is looking good. So I'm going to click on this one. And I actually like that slide. Not bad. Here's another thing we do in PowerPoint. Maybe you have to get some data from Excel and make a chart out of the Excel data in PowerPoint. Now there's a specific way on how to do that, but let's see if Copilot can help us. Now this presentation has a chart over here. Well, maybe I want to use my own live data for that from Excel. So watch what we'll do. I'm going to come over here to the right and open up the Copilot window in PowerPoint. Now we're going to jump to Excel, everybody. And this is a file that also came in the content window of the webinar platform. It's called Student File AI. So I'm going to open up that Excel file. After this example in PowerPoint, then we'll do some in Excel. So I'll pick on the charts sheet of that workbook. And again, it's just sample data. So your boss says, you know what would be great? Make a chart of this and put it into our PowerPoint presentation. And you're like, how am I going to do that? Well, maybe some of you know how to do it, but maybe you don't. So I'm going to highlight the data here in Excel and then copy it. Now we're going to switch back over to PowerPoint. I'm going to paste it right into the Copilot window. Now, again, it doesn't let me right click there. So I'll do Control V, the classic way. Control V to paste the data and then make sure you send it here. See, now we can work with that data within PowerPoint. Now it might try to summarize the data in these kinds of things, but I'm going to ask it to make a chart from this data. Now it looks like it's still processing the data. So in the interest of time, oh, it actually is doing something now. I'm going to scroll down. Oh, it actually made a chart, which is what I asked for. In real life, of course, I would ask it to change that chart, but nonetheless, it made a chart for us. Watch what I'll do. I'll click on the copy icon where my mouse is, come over here to the slide and paste it in. Now what I'll do is there's our new chart. Let me see if I can get rid of the other chart. Yeah, I want to get rid of the other chart first. That's better. Then I'll paste in our new chart. There you go. So think about what we did, everybody. We copied the data from Excel, pasted it into Copilot within PowerPoint, asked us to make a chart, and that's exactly what it did. I thought that was a good use of Copilot right there that we can all relate to. So in PowerPoint, it can help us make a presentation. This entire presentation was made by Copilot. I can change text using Copilot. I can add that picture. And then if you follow my mouse, let's go back to the Copilot window on the right side of the home ribbon. I'm actually going to close that window again. Oh no, to refresh it, what I'll do is I'll come over here, I'm picking the lines, and then I'll say the word new chat. And then that's where it starts to give you those different ideas. So make sure you see those and take advantage of those. And that's really how you can use Copilot within PowerPoint. I'm sure even there, you see some great ideas that you can use. Now let's move over to Excel. All of us have to deal with Excel data, I'm sure on a daily basis. So this is the file that comes with the class within the content window. Oh, I'm sure we can all relate to this one. Let's go to the sheet that's called expenses. So we have a big list of data and your boss says, can you summarize each expense type? Well, there's ways to do that in Excel. Maybe you know it, maybe you don't. Let's see if Copilot can do it. Once again, I'm going to come over here and click on the Copilot icon on the right side of the home ribbon. Now Excel is going to have the feature where we can edit within Copilot. So watch my mouse again, everybody. In Excel, you're going to click on those two lines. And now it either says the word agent. If you have the word agent, then you click that. But about a month ago, it changed to where it says edit with Copilot. If you have that, then click that and it'll actually work much better. But agent will still do the things I'm going to show you. And it starts to give you some suggestions. So I'm going to say, sum the US dollar amount for each expense type. So I'm using the column headers of US dollar amount and expense type. I said, sum the US dollar amount for each expense type. Watch these columns where my mouse is. And it just filled it in. Plus it made it look good, right? So if I click on the numbers in column I, it'll actually show the formula in there as well. Then your boss comes back with this one. Your boss says, oh, the accounting department has to review all the hotel items. Can you highlight all the hotel rows in red? Well, in Excel, that's called conditional formatting. But even if you know how to do conditional formatting, to highlight the whole row, there's a little bit of a trick to it. Let's see if Copilot can do that. So I'm going to come to the Copilot window and I'll say, highlight the rows that say hotel in red. That's what your boss asked for. Highlight the rows that say hotel in red. Watch the data on the left. And it really did it. And it did it all the way down. That was a great time-saver right there. Right, so in Excel, that is called conditional formatting. But to highlight the whole row like that, there's a little bit of a trick to it. But Copilot did it very easily. Now, sometimes you'll see the word done over on the right. So go ahead and click that if you have it.