Copilot 365 presents itself as a revolution in the work landscape and is destined to radically transform the way we can use data within companies. Copilot uses powerful language models that interact intelligently and dynamically with company data, revolutionizing the way people work and collaborate within the Microsoft 365 environment. Its ease of use and collaborative approach make Copilot a valuable ally for those who want to optimize their activities and get more done in less time.

How Copilot 365's language models work

The heart of Microsoft 365 Copilot is represented by its advanced language models, which are trained on vast amounts of public data, including books, articles, and websites, to learn the language, context, and meaning of the various topics on which it is queried. These models can interact with users via prompts, which typically consist of statements or questions formulated in natural language, that is, the one we use every day to communicate.

Let's take some examples.

We can ask Copilot to draft a new company document in Word or compose email responses in Outlook, based on existing content from the organization's files. But not only that, Copilot helps us transform written texts into visually appealing presentations in PowerPoint, or write meeting summaries with follow-up actions in Teams.

The data management process in Copilot 365

A crucial aspect of Microsoft 365 Copilot is its strict respect for the privacy and security of company data. Copilot uses language models hosted in the Microsoft cloud, through the Azure OpenAI service, ensuring that sensitive data remains within the company perimeter. Furthermore, Copilot leverages ingenious orchestration that uses Microsoft Search for information retrieval and Microsoft Graph for access and management of organizational data. This system ensures that Copilot respects user permissions and accesses only the information to which users have explicitly granted access. An example of this is when a user asks Copilot on Microsoft Teams to retrieve information about past company events, Copilot, instead of accessing unauthorized external data, relies on the organization's internal data, such as emails, documents, and presentations, always respecting the user's permissions and ensuring data privacy.

What Copilot 365 can do

Excel

• Create formulas: Copilot can help create complex formulas in Excel and helps you with examples to understand how they work.
• Analyze data: Copilot can provide suggestions on how to analyze your data in spreadsheets: it suggests which charts to use or how to organize your data.

So Smart allows you to use Excel to extract, analyze, and enter data into Business Central: a great advantage for those who are well-versed with Microsoft's famous spreadsheet. Now, thanks to its interface, those who know Excel well can also feel comfortable with the Business Central ERP system.

Outlook

• Manage email: Copilot can help manage email in Outlook, providing suggestions on how to organize your inbox, create rules to best sort it, and manage attachments.
• Manage long email exchanges: Copilot allows generating summaries that gather what has been written, without the need to reread everything. Being able to get a summary of a long email thread with just one click is a great time-saver.
• Plan the calendar: Copilot can help you plan the calendar in Outlook, providing suggestions on how to create appointments, set reminders, and manage scheduling conflicts.

So Smart also allows you to generate quotes, invoices, and purchase or sales orders directly within Outlook. Every operation in the ERP system almost always corresponds to an outgoing or incoming email, So Smart simplifies your work by directly connecting the email client with the management software.

Word

• Draft a document: use Copilot to generate text in a new document, easily overcoming the blank page problem.
• Review a document: Copilot can help you review and improve the document and suggest text changes to improve clarity, grammar, and style.
• Enrich a document: Copilot allows you to retrieve information and useful details to enrich the document content.
• Summarize a document: Copilot allows you to ask questions about the document content to improve your understanding and get useful answers.
• Multilingual: Copilot allows you to create a document in one language starting from a PowerPoint presentation – using the knowledge obtained from the slides and notes – written in another language.

Teams

• Organize meetings: Copilot can help organize meetings in Teams by suggesting how to plan the agenda, invite participants, and manage the meeting.
• Meeting summaries: allows you to get a summary of the topics discussed, suggesting actions and open points.
• Information retrieval: helps you focus on a specific topic. Having Copilot available to ask something like “can you tell me if we talked about this topic?” can be really useful.
• Retrieve information: speeds up retrieving files that might be useful. “Can you tell me in which presentations I talk about this topic?”
• Activity synthesis: support in summarizing what has been done and discussed in different tools and at different times. “Can you give me a summary of chats, emails, and documents about this topic related to the last week?”

So Smart offers you Microsoft Teams as an ideal solution for managing approval workflows and other internal company communications. Teams allows you to reduce the number of internal emails and improve communication with your team members.