Using Copilot in Word: turning it on and first steps

You open Word and would like some help writing or reviewing a text. Copilot can do this directly in the document, as long as you have access to it. This guide shows you how to check that, open it, and try your first requests.

Know the difference between free Copilot and Copilot in Word

These are two different things. The name is the same, but the access is not.

• Copilot on the web or in an app is free. To install it, see Copilot on the web or Copilot app.
• Copilot in Word is a feature of Word. It requires an eligible Microsoft 365 subscription or a Microsoft Copilot license. It is therefore not free.

If you use free Copilot on the web, this does not give you access to Copilot in Word.

Check that your subscription includes Copilot

Microsoft states that Copilot is available in the Microsoft 365 Personal, Family, Premium, and Pro subscriptions. It works in Word, Excel, PowerPoint, OneNote, and Outlook.

Here is what you need to know:

• Personal or family subscription: these plans include AI credits. To understand how they work, read Microsoft’s article titled “Understanding AI credits.”
• Family or Premium subscription: AI features are reserved for the subscription holder. They cannot be shared with other members.
• Work or school account: Copilot depends on a Microsoft Copilot license provided by your organization.
• Age: AI features in Microsoft 365 apps are turned off below a minimum age. This age may vary by region. The list is on Microsoft’s help site.

For plans and prices, check the official Microsoft website.

If you don’t have Copilot, you can still write with another AI. See the dedicated section below.

Find the Copilot button in Word

The Copilot dynamic action button (French name: Bouton d’action Copilot) is in a corner of the document, at the bottom. It is in the same place in Word, Excel, and PowerPoint.

It only appears if your account has access to Copilot. One click opens Copilot in the chat pane, on the right side of the screen. You can also move this button to the ribbon or dock it to the side.

Depending on your version of Word, you may access it through the Copilot icon on the Home tab of the ribbon. Follow what appears on your screen.

If you don’t see Copilot, it may not be included in your subscription. It may also be turned off by your organization’s settings. In a work or school account, ask your IT department. In a personal account, check your plan on Microsoft’s website.

Have a first draft written

Start with a simple request. The more precise it is, the better the result. To learn how to phrase requests better, see writing a good prompt.

Example request Write a letter to [recipient’s name] to request [purpose of the request]. The tone should be [polite and formal]. Leave personal information in brackets, for example [my address].

Copilot can also write from an outline, notes, or a file you point it to. Always reread the text before adding it to your document.

Rewrite a selected passage

Select a paragraph, then ask Copilot to rewrite it. You can change the tone or make the text more concise. The “Rewrite” preset is made for this.

Example request Rewrite the selected passage in a more courteous tone, keeping the same information and staying under [number of sentences] sentences.

In a shared document, Copilot first shows a preview of the changes in the conversation. You then decide whether to add them or not.

The “Chat only” mode gives you an answer without changing your document. It is useful for asking for an opinion before you touch the text.

Summarize or ask questions about a document

Copilot can summarize a long document or answer a question about its content. Before asking for a summary, replace personal information with [brackets]. The CNIL recommends avoiding entering personal data into a generative AI.

Example request Summarize this document in five short points. Don’t keep names and numbers: replace them with [name] or [number].

A microphone button also lets you ask your questions out loud.

No Copilot in Word? Copy and paste with another AI

If your subscription does not include Copilot, you can use another AI. Copy your text, ask for a rewrite or a summary, then paste the result back into Word.

The method is detailed in writing a letter in Word with AI. To choose the right tool for your needs, see which AI to choose when you are starting out.

For Excel and Outlook, see Copilot in Excel and Outlook. To hide or turn it off, see turn off or hide Copilot in Windows and Office.

Good habits

• Check every piece of information, date, and figure Copilot produces. An AI can make mistakes or invent things.
• Reread the text before sending it. The tone and phrasing should sound like you.
• Protect your data: do not enter confidential or sensitive information. Replace it with [brackets].
• Stay in control: accept changes only after reading the preview.