Copilot training: advanced prompting and Microsoft 365 use cases for your teams

Who gets the most out of Copilot?

Copilot is most useful to companies that work in Microsoft 365: it is already connected to Word, Excel, Outlook and Teams, with nothing extra to install.

For your IT department, two advantages matter: licences are managed centrally from the Microsoft admin centre, and security stays in the same environment as your data. Copilot works within each user's access rights.

The tool changes fast, with new Microsoft features added month after month. That is why we teach a method rather than a list of buttons: it still works when the interface changes.

What are the use cases by role?

In every role, Copilot helps first where the information already lives: in Excel, Outlook and Teams. For HR teams, AI training for HR goes deeper into their cases. Here are examples we work on with teams, always with human review:

• Finance: pull together data from several files to prepare the weekly reporting, analyse budget variances line by line.
• Customer service: sort, prioritise and pre-draft email replies; every reply is reviewed before it is sent.
• HR: present the results of an employee survey, make an Excel report more reliable, answer internal questions based on agreements and procedures.
• Sales: qualify incoming requests, prepare personalised prospecting emails from your standard offers.
• Leadership and managers: extract decisions, blockers and actions from meeting minutes, prepare the agenda for an important meeting.

Copilot or another tool: how to choose?

If your teams spend their days in Microsoft 365, Copilot is the simplest place to start. If their work is mostly about long documents and shared methods, also look at Claude training: several of our clients allocate licences in tiers, with a core tool for everyone and specialist tools for some teams.

One distinction matters above all: Copilot Chat does not draw on all your work data; Microsoft 365 Copilot, a paid licence on top of your subscription, does. No software vendor, Microsoft included, pays Datajuba. To decide, we look at five criteria with you:

• your environment: Microsoft 365 only or mixed;
• the data to connect and how sensitive it is;
• your user groups: everyday use, advanced users, agent builders;
• the annual cost per user group, licences included;
• the constraints set by your group and your IT department.

What do you need in place before the training?

Three points are settled with your IT department before the session: the licence, the usage rules and how your files are organised.

• The licence: a scoping checklist sets out each participant's licence level, the seats available and any restrictions in your group; a list of prerequisites goes out on signature, so that everything is ready on the day.
• The AI Charter: allowed tools, data that can be shared with Copilot, sharing rules. If it is still to be written, the AI Charter workshop sets it up with your management, IT and HR.
• Your files: Copilot is only as good as the data it can see. Up-to-date SharePoint folders and well-set permissions make for better answers and protect sensitive documents.

What happens after the training?

After getting started comes automation: it is the third step of the Microsoft path, after scoping and training. Training is the start; leading the change is what makes it last.

• AI Ambassadors: the training reveals the most engaged people. One AI Ambassador per team acts as the business contact, as an agent builder, or both.
• Copilot Studio: Microsoft's agent-building tool, where your teams assemble agents connected to their data and processes, without writing code. The training on building agents in Copilot Studio covers it over two days.
• Oversight: a Chief AI Officer part-time (CAiO) decides on licences and priorities, leads your AI Ambassadors and measures real adoption with you.