AI tools are quickly becoming part of everyday work. Many employees already use them to write emails, summarize information, or analyze data. The challenge for businesses isn’t whether people will use AI, but how they use it. That’s where Microsoft Copilot Chat comes in.
Built directly into Microsoft 365, Copilot Chat gives users access to practical AI tools they can use every day without the risk of copying sensitive information into public AI platforms.
In this post, we’ll walk through what Microsoft Copilot Chat is, what the difference is between this and other tools, and how end users can put it to work across common business tasks.
Don't want to read the article? Watch the webinar recording here.
Microsoft Copilot Chat is an AI-powered chat experience available to Microsoft 365 users. It allows you to interact with AI using natural language and apply it directly to the work you’re already doing.
The free version includes AI chat for research, writing, and idea generation, context-aware assistance inside Microsoft 365 apps, the ability to work with content you currently have open, and enterprise-grade data protection. What it doesn’t include is full access to search across all your files, emails, and SharePoint sites automatically. That broader intelligence across your applications is part of the paid Microsoft 365 Copilot license.
For many end users, the free version included in the latest pricing updates already covers most of your common daily tasks.
Public AI tools or consumer chatbots like ChatGPT are easy to access, which is why many employees turn to them first. But most free, public tools are not designed to be secure enough for businesses.
Information entered into those tools may be stored, reviewed, or used to train public models. Microsoft Copilot Chat was designed specifically for work. Instead of existing outside your environment, it operates right within your Microsoft 365 tenant. That distinction matters because it changes how data is handled, protected, and governed.
For everyday users, this means you can ask questions, generate content, or analyze information without worrying that company data is leaving your organization. The best part? These features are available at no cost to all Microsoft 365 business users.
One of the biggest features of Microsoft Copilot Chat is how it handles data security. Prompts and responses stay within your organization’s Microsoft cloud environment and are protected by enterprise data controls. Your data is not used to train public AI models, prompts are not visible outside your organization, and Copilot respects existing permissions and access controls across Microsoft 365.
For end users, the experience feels seamless. They can use AI directly within familiar applications without needing to think about security settings or compliance requirements. Behind the scenes, IT teams retain visibility and control, which helps organizations enable AI responsibly while reducing the risk of sensitive information being exposed or misused.
It’s easy to confuse Microsoft Copilot Chat with Microsoft 365 Copilot, but they serve slightly different purposes. Microsoft Copilot Chat focuses on assisting with the content you’re actively working on, helping users write, summarize, analyze, and brainstorm, and delivering secure AI capabilities without additional licensing.
Microsoft 365 Copilot adds the ability to analyze data across emails, files, meetings, and SharePoint, deeper cross-application insights, and more advanced automation capabilities.
For many employees, starting with Copilot Chat is a practical way to build familiarity with AI before deciding whether more advanced features are needed.
One of the most impactful changes to Copilot Chat is how deeply it’s integrated into everyday Microsoft 365 applications. With a more seamless workflow, users no longer need to switch tools or copy content into a separate window.
Copilot Chat can summarize long email threads, highlight key decisions, and help draft clear responses. Instead of scrolling through dozens of messages, users can quickly get up to speed and respond efficiently.
Inside Word, Copilot Chat helps draft content, rewrite sections, improve tone, and generate outlines. Users can ask Copilot to refine what’s already on the page, making it easier to move from a rough draft to a polished document.
In Excel, Copilot Chat can analyze data, surface trends, and explain insights in plain language. Users don’t need to rely on advanced formulas to understand what’s happening in a spreadsheet.
In PowerPoint, Copilot Chat can turn documents or notes into slide content, organize key points, and help refine messaging. Instead of starting with a blank deck, users can quickly generate slides that are ready to present.
Teams users can access Copilot Chat directly to ask questions, summarize conversations, or prepare notes without leaving the collaboration of the app they’re already using.
Copilot Chat becomes more helpful as users tailor it to their needs. Personalization features allow users to provide context about their role, preferences, and writing style. Users can also choose between faster responses and deeper analysis, depending on the task.
For quick questions, Copilot responds almost instantly. For more complex research or comparisons, it can take more time to deliver a more detailed result. Over time, these features help Copilot Chat feel less like a generic tool and more like a personal productivity assistant.
For end users, the real value of Microsoft Copilot Chat comes from how it supports everyday work. It helps reduce time spent rewriting emails, makes it easier to understand long conversations or documents, minimizes switching between apps, and provides a safer way to use AI at work. Instead of treating AI as a separate tool, Copilot Chat brings assistance directly into the applications people already use.
Over time, these small improvements add up:
Because Copilot Chat is already built into Microsoft 365, many users already have access to these capabilities. They just may not be using them yet.
Microsoft Copilot Chat makes it easier for everyday users to adopt AI in a way that is practical, secure, and already integrated into the tools they use every day. Instead of experimenting with public AI tools that introduce risk, organizations can enable Copilot Chat to help employees work more efficiently while keeping company data protected.
At Ntiva, we help organizations understand how Microsoft Copilot Chat fits into their broader Microsoft 365 environment, from user adoption and training to security and governance. If you want to make sure your teams are using AI safely and effectively, contact Ntiva to start the conversation.