Use Copilot Chat with your work data

- [Instructor] Let's go over how to get started chatting with Copilot to get questions answered about your business data. Go to microsoft365.com and sign in with your Microsoft 365 account. If you do have a particular URL or a portal that your company wants you to use, you can absolutely use that method. You'll be brought to a screen that most likely looks like this one here. Though I should mention that Microsoft updates this landing page often, so I'd become familiar with this Copilot icon here on the top left hand side of the screen so that you can identify it and find it easily. Later, I'll show you how to chat with Copilot directly in Teams and in the desktop apps, and we'll be looking for this icon frequently. Now, there is this large chat field here at the bottom where you can ask your questions. But before we use that, I want to show you how to identify if you have a Copilot license or not. Every Microsoft 365 subscriber can use Copilot. However, if you have a paid extra Copilot license, you can also ask Copilot questions about your business and your coworkers in your meetings, emails, and Teams chats. Let's look at this account here, which has a paid Copilot license. In the top center of the screen, there's a switch where you can switch between Work or Web. If you switch to the Web tab, this is a similar experience as the free version of Copilot, and now the version of Copilot that is included with every Microsoft 365 account. This is a web-grounded chat that will use publicly information available from the web to answer your questions and your requests. This is not going to include any of your confidential work data in its answers. I can see the sample questions that I could ask Copilot here and Copilot will answer that prompt using information from the internet. Let's take a look at a Microsoft 365 account that does not have a paid Copilot license. I'm logged in as somebody completely different, and as you can see, the screens look almost identical. However, there is no tab here in the top center of the screen. That is because we only have the one option to use a web-grounded chat. Now I can click the plus sign and add some work content and ask questions about those files, but these are only files that I have on my OneDrive account. And even though I don't have a Copilot license here, I still get something called enterprise data protection. That's what this little green shield means here on the top right hand side of the screen. My requests will not be saved and will not be used to train the AI language models. So the fastest way to identify if you have a paid Copilot license or not is to see if you have the Work and Web tabs here. This one is missing, so this is my regular Microsoft 365 account. I'll go back to my account that has the paid Copilot license. If we switch back to Work mode, then questions you ask or requests you make in the chat will be answered using information from your organization. This time, I'll ask a question that can only be answered using information from my organization. And it can be something as simple as: When is my next meeting? This uses secure information from my calendar to answer that question. I can even click this link and go directly to the meeting, but you can also ask questions or make requests related to specific people in your organization or documents that have been shared with you. This time I'll ask: Which executives are mentioned in the... and then to refer to a specific document. You can either type the / key followed by the name of that person or document, or you can click the plus sign to add content. I'll choose Add work content. And now you'll notice that instead of only things for my OneDrive, I also have tabs for people, files, meetings, and emails. This is another designation between the paid Copilot license and the free one. I can either search for a file here or click on it if I can see a recent file that I've accessed. I'll send the prompt and Copilot gives me an answer, which refers to a secure document that was shared with me by somebody in my organization. I can now ask follow-up questions. I'll ask if I've ever been in any meetings with any of them. Copilot remembers the context of the previous question and gives me the answer. So now I'm getting information about that shared document along with information about coworkers and my organization and my own email or Teams communications. Now, in these responses, I can click on any of these links to go to those people or files. These are citations. It's telling me where Copilot found that information. Now you'll notice that it's not pulling up any information on public webpages. It found these directly in my emails and calendar appointments. So, of course, if I click on any of these sources or if I click the Sources button here, it's going to take me to the email message or calendar appointment where it found it. Now, sometimes you'll ask Copilot something and the answer can be found in an email and from the web and it will differentiate those responses. This is because of a toggle that may or may not be turned on depending on how your administrator set up your environment. If I click this three dots on the top right hand side of the screen, I can see here that the toggle for Copilot response includes web search is turned on. So this may or may not be turned on for you, but let's try this again. Let's put in a new prompt: What can you tell me about the Mariner restaurant? So here it's telling me that it's drawing from both internal and public records. It's also clearly labeling them. This is an internal reference and we have a specific file, and I can click on that link and go directly to that file. It's telling me that it's listed as a partnered restaurant and it's even giving me some details, but it's also telling me about external links that it got from the web. So it's going to make these very clear, but it's an important distinction that I needed to mention. Now I can keep typing here. I can refine my search. I can use any of these smart questions to further refine some information that I might be looking for, or I can start an entirely new search. I can clear that context. If I click this Start a new chat button at the top, it will open up a brand new chat. This is going to be clear of any context from our previous chats. However, on the left hand side of the screen, I can see all of my conversations here. So I can select one of these. I can see all of the questions and answers from my previous chats, and I can continue that conversation from here. With Business Chat, everything is protected by the security and privacy safeguards in Microsoft 365. You will never be able to access another person's messages, calendar or other private information. Copilot will only search and show you information that you already have permission to access.