Using Copilot in Excel and Outlook: a how-to guide

Do you have an Excel table that is hard to read, or an inbox to clear quickly? Copilot, Microsoft’s assistant, can help you directly in both apps. Here is what you need, then the first steps to take.

Check what you need for Copilot in Excel

Copilot in Excel requires a specific subscription. Microsoft lists a Microsoft 365 Personal or Family subscription with an AI credits plan, or a Microsoft 365 Premium subscription. Microsoft also mentions eligible business subscriptions that include Copilot Chat.

Two other conditions matter:

• The file must be saved on OneDrive (Microsoft’s online storage), with automatic saving (“AutoSave”) turned on. Without this, Copilot does not work.
• The file must be in .xlsx format (Excel’s modern format). Another format can block Copilot, so save your file as .xlsx.

To check your license, go to the settings of your Microsoft 365 account.

With Family or Premium, AI features are reserved for the subscription holder: they cannot be shared with other people. Age limits may also apply.

Note: the free Copilot on the web or in the app does not give you access to Copilot in Excel. To compare, read Copilot on the web.

Open Copilot in Excel

Open your file, then click the Copilot icon at the bottom right of Excel.

Three modes are offered:

• “Allow editing”: for complex tasks with several steps. Copilot can change the workbook.
• “Plan”: Copilot first suggests a plan. You approve it before any action is taken.
• “Chat only”: Copilot analyzes your data without changing the workbook.

Follow the labels shown on screen, as they may be translated into your language.

The modes change depending on the device. On Windows, Mac and the web, all three modes are available. On iPad, only the chat and planning modes exist. On iPhone and Android, only the “Chat only” mode is available. The editing mode is being rolled out on iPad and iPhone.

Ask a first question about a table

Start with the “Chat only” mode: it does not touch your file. Replace the [brackets] with your column names.

Example request Summarize this table in five sentences. Give the total of the [Amount] column and point out the rows that seem inconsistent.

For a formula, ask for an explanation rather than just a result:

Example request Explain the formula in cell [D2] in plain language, then suggest a formula that adds up the [Amount] column for each [Month].

Never paste personal data (names, numbers, addresses) into your request. To go further, read using AI for Excel formulas.

Use Copilot in Outlook

Copilot in Outlook works with Outlook for Microsoft 365, Outlook for Mac, the new Outlook for Windows, as well as the Outlook apps for Android and iOS. For personal use, you need to be signed in with a Microsoft account, such as a personal email address.

To write a message: go to Home, then New email, and click the Copilot icon in the toolbar. The button is called “Draft” in the new Outlook and “Draft with Copilot” in classic Outlook.

To summarize a thread: in the new Outlook, choose “Summary by Copilot” at the top of the thread. In classic Outlook, choose “Summarize.”

To adjust the draft: in the new Outlook, use “Make it shorter,” “Make it longer” or “Change Tone.” In classic Outlook, use “Adjust.”

Two example requests:

Example request Write a polite reply to this message. I confirm that I will attend the meeting on [date] and I ask for the agenda.

Example request Make this draft shorter, keeping a [polite and professional] tone.

For other cases, see replying to an email with AI.

No Copilot? Use copy and paste

If you cannot see Copilot, it may not be included in your subscription, or it may be turned off. For the settings, see turning off Copilot in Windows and Office.

You can also copy an extract of a table or an email, then paste it into another AI tool with the same request. Remember to anonymize sensitive information before pasting. To choose a tool, read which AI to choose when you are just starting.

Protect your data

Microsoft states that Copilot only uses the content of the file you are working on, or of another file you ask it to look at. Your requests, the answers and the content of your files are not used to train Microsoft’s base models. These apps fall under the Microsoft Services Agreement, and the privacy statement details how personal data is used.

For general guidance, the CNIL publishes questions and answers on using generative AI.

Good habits

• Check every formula and every figure before using it. Microsoft recommends reading, editing and verifying what Copilot produces.
• Reread every email draft before sending it: generated content may contain inaccuracies.
• Protect your data: avoid names, numbers and sensitive information in your requests.
• Start with the “Chat only” mode to ask your questions without changing your file.
• Save your file on OneDrive in .xlsx format so that Copilot works.