Working with Copilot Chat

Copilot Chat is Microsoft's AI-powered chat assistant, available to University staff through Microsoft 365. Think of it as a place where you can ask questions, explore ideas and get a helping hand with everyday tasks.

Unlike a traditional search engine that gives you a list of websites to explore, Copilot uses generative AI to create responses based on what you ask. Whether you're drafting an email, making sense of a complicated topic, planning an activity or looking for fresh ideas, Copilot can help you get started and work towards something useful.

You don't need to be an AI expert to use it. Simply explain what you need in your own words, just as you would in a conversation. You can ask questions and build on Copilot's responses as you go.

What information can Copilot use?

Copilot Chat mainly uses information from the web and anything you choose to provide, such as text or uploaded files.

It doesn't automatically search your University emails, Teams conversations or files in OneDrive and SharePoint. You'll need to provide the relevant information yourself, where it's appropriate to share.

How does it work?

You ask, Copilot responds, You review and refine.

The question or instruction you give Copilot is called a prompt. You can then ask follow-up questions, make changes and build on its responses until you have something useful for your task.

You can use Copilot Chat through the Microsoft Copilot app or in a web browser. The user experience will be the same in both places.

On your University-managed computer

1. Open the Start menu.

2. Search for Copilot.

3. Open the Microsoft Copilot app.

Your University-managed device uses Single Sign-On, so you should already be signed in with your University account.

In a web browser

1. Go to office.com.

2. If not done so already, sign in with your University Microsoft account.

3. Check the account shown in Copilot.

4. Look for the green shield before entering University information.

Important: Your browser may already be signed in with a personal Microsoft account. Before using Copilot Chat, check that your University account is displayed and look for the green shield with a tick in the top right corner. This confirms that Enterprise Data Protection (EDP) is active.

Can't see the green shield? Switch to your University account before entering or uploading any University information.

Find out more about Enterprise Data Protection

Copilot Chat lets you have conversations about different tasks and topics, with each chat keeping track of what you've discussed so far. This means you can ask follow-up questions and build on previous responses without having to explain everything again.

When you're ready to work on something different, starting a new chat gives you a clean slate. It helps Copilot focus on your new task without being influenced by information from an earlier conversation.

1. Open Copilot Chat.

2. Select New chat in the top left of the navigation menu.

3. Enter your prompt to begin a new conversation.

Need to pick up where you left off? Copilot saves your previous conversations, so you can easily return to something you've been working on without starting from scratch.

When you reopen a chat, you'll be able to see your earlier questions and Copilot's responses. You can also continue the conversation, ask follow-up questions or build on the work you've already done.

Browse your chats

1. Open Copilot Chat.

2. Find the Chats section in the left-hand navigation menu.

3. Scroll through your conversations and select the one you want to reopen.

Search your chats

1. Hover over the Chats heading in the left-hand navigation menu.

2. Select the magnifying glass icon that appears.

3. On the Search chats page, enter a keyword or phrase to find a previous conversation.

4. Select the conversation you want to open.

Once you've found your chat, you can review your earlier messages, ask follow-up questions or carry on where you left off.

Renaming your chats makes it easier to recognise and find conversations later, especially as your chat history grows. A clear, descriptive name helps you quickly identify what each conversation is about.

1. In Copilot Chat, find the Chats section in the left-hand navigation menu.

2. Find the conversation you want to rename, then select the three dots (...) beside it.

3. Select Rename.

4. Enter a new name for the conversation and save your changes.

For example, you could rename a chat to Project update draft or Team away day ideas.

If you no longer need a conversation, you can delete it to keep your Chats list tidy and easier to navigate.

1. In Copilot Chat, find the Chats section in the left-hand navigation menu.

2. Find the conversation you want to delete and select the three dots (...) beside it.

3. Select Delete.

4. Confirm the deletion if prompted.

Not sure where Copilot could fit into your day? Whether you're preparing something, working through information or looking for a fresh approach, there are plenty of ways Copilot Chat could give you a helping hand.

Here are some examples of how you could use it in your everyday work at the University.

Not sure where to begin?

Think about a task that takes longer than it should, something you do regularly or a piece of work you find difficult to get started with. That could be a great place to try Copilot!

Looking for more ideas?

There's plenty more you can do with Copilot Chat. Explore Microsoft's examples to discover different ways to create content, develop ideas and get a head start on everyday tasks.

The GCSE framework is a simple way to structure your prompts so Copilot has the information it needs to give you a useful response. It stands for Goal, Context, Source and Expectation, helping you explain what you want Copilot to do, what it needs to know and how you'd like the result presented.

You don't need to include every element in every prompt. GCSE is a useful guide for making your instructions clearer and more specific.

Example: Summarising University guidance

Imagine you need to summarise some University guidance to share with your colleagues. Start with a simple prompt. You might attach the guidance, then ask Copilot:

Summarise this guidance.

Copilot can respond, but it doesn't know who the summary is for, what information matters most or how you'd like it presented.

Improve your prompt using GCSE. By adding a little more detail, you can give Copilot clearer instructions:

Using the attached University guidance, create a short summary for colleagues who need to understand the changes. Highlight the key points, any actions they need to take and important dates. Use clear headings and plain UK English. Only include information from the attached document.

This prompt tells Copilot what to do (Goal), who the information is for (Context), what information to use (Source) and how to present the result (Expectation).

An effective prompt doesn't need to be long or complicated. Focus on giving Copilot the right information, and remember that you can always refine the response with follow-up prompts.

GCSE provides a useful starting point, but there are a few other ways to give Copilot more direction. These techniques can be particularly helpful when you need a response that is more focused on your role, task or the information you're working with.

Give Copilot a role or perspective

You can ask Copilot to approach a task from a particular professional role or point of view. This can help it focus on the areas most relevant to what you're trying to achieve. For example, instead of asking:

Review this spreadsheet and identify any issues.

You could try:

Approach this as a data engineer. Review the attached spreadsheet and identify potential data quality issues, missing values or inconsistencies. Explain why each issue matters and suggest how it could be addressed.

You could also ask Copilot to review something from the perspective of a project manager, researcher, communications specialist or someone new to the University.

Remember: Giving Copilot a perspective helps shape its response, but doesn't make it a qualified professional or replace specialist advice.

Set clear boundaries

You can also tell Copilot what information it should use, what to avoid and how to handle anything that is unclear. For example:

Keep to a specific source

Only use information from the attached document. If something isn't covered, let me know rather than adding information from elsewhere.

Avoid assumptions

Don't make assumptions about any missing information. Ask me for clarification before continuing.

Identify missing information

Before starting, identify anything you need to know to complete this task accurately.

These instructions are particularly useful when working with University documents or information where accuracy and context are important.

Note: You can combine perspectives and boundaries in the same prompt. For example, ask Copilot to review something from a particular professional perspective while using only the information you've provided.

Tell Copilot how you want the answer presented

You can tell Copilot how you'd like its response structured, including the format, tone and level of detail. This can help you get information in a format that's easier to use, without having to reorganise it yourself.

For example:

• Format: "Present the information in a table with columns for the task, person responsible and deadline."

• Length: "Summarise the main points in no more than 200 words."

• Tone: "Use a friendly but professional tone, suitable for University staff."

• Level of detail: "Provide step-by-step instructions suitable for someone using the system for the first time."

You can combine these instructions in a single prompt to make your expectations clear.

Copilot Chat can use different types of information to help answer your questions and complete tasks. Understanding where this information comes from can help you write more effective prompts and get responses that are relevant to what you're working on.

Depending on your task, you can ask Copilot to use its existing knowledge, find information from the web or work with content you've provided.

Ask Copilot to explain something

You don't always need to provide a document or source. Copilot can use its existing knowledge to explain concepts, answer general questions or help you understand an unfamiliar topic.

Example prompt:

Explain what a risk register is and how it might be used when managing a project at a university. Use plain English and include a practical example.

Ask Copilot to find information from the web

When you need information about a particular topic, especially something that may have changed recently, Copilot can use publicly available web information to support its response.

Example prompt:

Find the latest guidance on creating accessible digital documents. Summarise the key recommendations and provide links to the original sources.

Remember: Check the sources Copilot provides, particularly when the information needs to be accurate or up to date.

Ask Copilot to work with information you provide

You can give Copilot specific information to work from, such as copied text, notes or an attached document. This is particularly useful when you want a response based on existing University information rather than a general answer.

Example prompt:

Using the meeting notes I've provided, create a summary of the key decisions and agreed actions. Present the actions in a table and include the responsible person and deadline where these are mentioned. Don't add information that isn't included in the notes.

Important: Copilot Chat does not automatically search your University emails, Teams conversations or files in OneDrive and SharePoint. You need to provide the relevant information yourself, where appropriate and in line with University guidance.

Be specific about where Copilot should get its information. If you want it to use only an attached document or provide sources for information found online, make this clear in your prompt.

Once Copilot has responded to your prompt, you can continue the conversation by asking questions or requesting more information. This is useful when you want to explore a topic further, clarify something you don't understand or build on an earlier response.

To ask a follow-up question, simply enter your next prompt in the message box of the same chat. Copilot can use the earlier conversation as context when preparing its response.

Explore something in more detail

For example, if Copilot has summarised a University document, you could ask:

Which of these changes will have the greatest impact on staff, and why?

Or, if Copilot has helped you create a project plan:

Break the proposed actions into smaller tasks and suggest a logical order for completing them.

You can continue asking questions until you have the level of detail you need.

Ask Copilot what information it needs

Sometimes you might not be sure what information to include in your request. You can ask Copilot to identify any missing details before it continues. For example:

Before continuing, ask me any questions you need to better understand the task. Don't make assumptions about missing information.

This can be particularly helpful for tasks involving several requirements or where the information you've provided might be incomplete. Keep related questions in the same chat so Copilot can use the context of your conversation. For an unrelated task, start a new chat.

Copilot's first response might not be exactly what you're looking for. You may want more detail, a different format or clearer wording.

Rather than starting again, you can tell Copilot what you'd like to change. You can refine a response several times, making adjustments until it better meets your needs.

Make changes to a response

For example, if Copilot has drafted an update for colleagues but it's too long, you could ask:

Shorten this update to around 150 words. Keep the important information and any actions staff need to take.

If you need something more practical, you could ask:

Turn this explanation into a numbered list of steps that someone unfamiliar with the process could follow.

You can also ask Copilot to change the tone, simplify technical language or provide additional examples.

Improve a specific part of the response

You don't always need Copilot to rewrite everything. If you're happy with most of the response, explain which part needs changing. For example:

Keep the introduction and main points as they are, but make the section on next steps clearer and more specific.

Or:

The second paragraph is difficult to understand. Rewrite just that paragraph in plain English without changing its meaning.

Being specific about what you want to keep or change helps Copilot focus on the areas that need improvement.

If a response isn't quite right, explain why. Instead of simply asking Copilot to "make it better", describe what's missing, unclear or unsuitable for your audience.

Copilot can sometimes misunderstand your instructions, make assumptions or generate information that is incorrect or misleading.

You don't have to accept its first answer. You can correct a misunderstanding, question something that doesn't seem right or ask Copilot to explain its response.

Correct a misunderstanding

If Copilot has misunderstood what you need, explain the issue and provide the correct information. For example:

This information is intended for University staff, not students. Please revise the response so it is appropriate for that audience.

Or:

You've misunderstood the purpose of the document. It's intended to explain an existing process, not recommend changes. Please revise your response.

Providing a clear correction helps Copilot adjust its response without needing to start a new conversation.

Question information you're unsure about

If Copilot includes something you don't recognise or believe may be incorrect, ask it to explain or support the information. For example:

Where did you find this information? Provide a link to the original source so I can check it.

If you're working with an attached document, you could ask:

Review your response against the attached document. Identify any statements that aren't supported by the document and remove any information you've assumed.

You can also ask Copilot to consider whether it has missed anything important or whether there are alternative interpretations.

Check information before using it

Asking Copilot to review its own work can help identify potential issues, but it doesn't guarantee that the response is accurate.

Before relying on or sharing information generated by Copilot:

• Check important facts, figures, dates and references against reliable sources.

• Make sure the response accurately reflects any documents you've provided.

• Check that the information is appropriate for your intended audience and purpose.

• Review the finished content yourself rather than assuming Copilot has identified every issue.

Remember: Copilot is there to support your work, but you're responsible for checking that its responses are accurate, appropriate and suitable for how you intend to use them.

Copilot Chat can help you draft new content or improve something you've already written. The example prompts below can help with emails, announcements, guidance and other written communications.

Copilot Chat can help you work through lengthy information, identify key points or understand unfamiliar topics. These prompts are useful when you need to make information easier to understand or share with others.

Copilot Chat can help you organise your ideas, structure activities and break larger tasks into manageable steps. Use these prompts when you're preparing a project, meeting, event or piece of work.

Copilot Chat can help you explore a topic, find publicly available information and consider different approaches to a task. These prompts provide a starting point for research or generating ideas.

Copilot Chat can provide a different perspective on something you've created. Use these prompts to identify possible improvements, highlight gaps or consider issues you may have overlooked.

You can attach a file directly to a conversation in Copilot Chat, allowing you to ask questions or request help with the information it contains. For example, you could upload a report to summarise its findings, a spreadsheet to identify patterns or a document to help you improve its wording.

Upload images and files from your device

1. Open Copilot Chat and start a new chat or open an existing conversation.

2. Select the + (Add and manage sources) button beside the message box.

3. Hover over the Upload button, then select Upload images and files.

4. Browse your device and select the file you want to upload.

5. Once attached, your file will appear in the message area.

6. Enter a prompt explaining what you'd like Copilot to do with the file.

7. Select Send.

Copilot will use the attached file to help generate its response. You can then ask follow-up questions about the information without uploading the file again in the same conversation.

Attach a file from OneDrive

Using the same instructions above, you can also select + (Add and manage sources), then Upload and choose Attach cloud files to browse for a file stored in OneDrive. This allows you to provide a specific file for Copilot to work with.

Important: Before uploading University information, check that you're signed in with your University account and that the green shield with a tick is displayed. Only provide information that is appropriate to use with Copilot and in line with University guidance.

Copilot Chat supports several common file formats, including documents, spreadsheets, presentations and images. However, there are limits to the size and number of files you can attach.

Supported file types

File upload limits

• 3 files at a time: You can select and upload up to three files in one action.

• 20 files per conversation: Microsoft documents a maximum of 20 files across a single conversation. You can add files in separate batches.

• 50 MB per file: Each individual file must be no larger than 50 MB.

What if my file won't upload?

If you're having difficulty uploading a file:

1. Check that the file is in a supported format.

2. Make sure the file is no larger than 50 MB.

3. If you're trying to upload more than three files at once, split them into smaller batches.

4. If you've reached the conversation's file limit, start a new chat.

For information, see Microsoft's guidance on uploading files to Copilot.

A Copilot Page is an editable workspace where you can develop and organise content with the help of Copilot. Unlike a standard chat response, you can edit the content directly, add your own information and continue improving it with Copilot.

Pages are useful for developing project plans, drafting guidance or preparing information to share with colleagues. They're saved automatically, so you can return to your work whenever you need to.

Create a new Page from the Library

You can create a blank Page without starting a conversation with Copilot.

1. Open Microsoft 365 Copilot.

2. Select Library from the left-hand navigation menu.

3. Select Pages.

4. Select Create in the top-right corner.

5. A new Page will open, ready for you to add your content.

You can type directly into the Page or use Copilot to help develop your content.

Create a Page from a Copilot response

If Copilot has generated content you'd like to continue working on, you can turn that response into a Page.

1. Open Copilot Chat and enter your prompt.

2. Once Copilot has responded, find the Edit in Pages option (pencil icon) beneath the response.

3. Select Edit in Pages to create a Page containing the response.

4. Your Page will open alongside the conversation, allowing you to edit and develop the content.

You can also rename your Page by selecting its title and entering a new name.

Give your Pages clear, descriptive names so they're easier to recognise when you return to them in the Library.

Your Copilot Pages are saved automatically, so you can return to them whenever you need to review or update your work. You can find your Pages in the Library section of Microsoft 365 Copilot.

Find a Page

1. Open Microsoft 365 Copilot.

2. Select Library from the left-hand navigation menu.

3. Select the Pages tab to see your saved Copilot Pages.

4. Find and select the Page you want to open.

Give your Pages clear, descriptive names when creating them. This makes it easier to recognise and find them later.

Once you've created a Copilot Page, you can update its contents at any time. You can make changes directly, ask Copilot to edit a specific section or use Copilot Chat to make broader improvements.

Your changes are saved automatically, so there's no need to save the Page manually.

Edit the content yourself

You can make changes to a Page much like you would in a document.

1. Open the Copilot Page you want to edit.

2. Select the area of the Page you'd like to change.

3. Add, remove or rewrite text directly.

4. Use the formatting options to organise your content with headings, lists and other formatting.

Ask Copilot to edit a specific section

If you only want to change part of your Page, you can ask Copilot to help without rewriting everything.

1. Open your Copilot Page.

2. Hover over the section of content you'd like to change.

3. Select Ask Copilot.

4. Enter a prompt explaining what you'd like to change.

5. Review the suggested changes and apply them as appropriate.

For example:

Rewrite this paragraph in plain English, keeping the original meaning and making it easier to understand.

This is particularly useful when you want to improve a specific paragraph or section while keeping the rest of your Page unchanged.

Use Copilot Chat to make broader changes

For larger changes, you can open Copilot Chat alongside your Page and give it instructions about the content as a whole.

1. Open your Copilot Page.

2. Select the Expand button in the top-left corner of the Page.

3. The Copilot Chat panel will appear alongside your content.

4. Enter a prompt explaining the changes you'd like Copilot to make.

5. Review the response and any changes to your Page.

For example:

Review this Page and suggest a clearer structure. Reorganise the content into logical sections with descriptive headings, keeping all the important information.

You can continue the conversation to make further adjustments or explain anything that needs improving.

Important: Always review changes made with Copilot to make sure the information remains accurate and nothing important has been removed or altered.

You can share a Copilot Page with colleagues and work together on the same content in real time, much like collaborating on a Word document.

Everyone with access to the Page can contribute to the content, helping you develop documents, share ideas and make changes without creating multiple copies.

Share a Copilot Page

1. Open the Copilot Page you want to share.

2. Select Share in the top-right corner.

3. Choose how you'd like to share your Page:

   • Copy link: Creates a link you can send to colleagues through Teams, Outlook or another Microsoft 365 app.

   • Copy component: Allows you to add the Page as an editable component within supported Microsoft 365 apps, such as Teams or Outlook.

4. Paste the link or component into your message and share it with your colleagues.

Work together on a Page

Once your colleagues have access, they can open the Page and make changes alongside you. You can collaborate by:

• Editing together: Multiple people can add, remove or update content at the same time, with changes appearing in real time.

• Adding comments: Highlight text and leave comments to ask questions, suggest changes or provide feedback.

• Using Copilot: Colleagues can use Copilot to help develop or improve the content of the shared Page.

Changes are saved automatically, so everyone works from the same up-to-date version.

What information is shared?

Sharing a Copilot Page does not share your Copilot Chat conversation.

Colleagues can see and edit the content of the Page, but they do not automatically receive access to:

• Your chat history: The prompts, questions and responses from your original Copilot conversation.

• Your chat sources: Files or other information you've attached to the Copilot Chat conversation.

Only the content included in the shared Page is made available through the Page itself. If you've copied information from an attached document into the Page, colleagues will be able to see that information.

Important: Before sharing a Page, check that its content is accurate and appropriate for the intended audience. Remember that colleagues with editing access can make changes to the shared content.

Copilot Chat allows you to save prompts you've used so you can easily return to them in the future. This is particularly useful for tasks you complete regularly, such as drafting updates, summarising information or reviewing documents.

Your saved prompts are stored in the Copilot Prompt Gallery, where you can find and reuse them whenever you need to.

Save a prompt from your conversation

1. Open Copilot Chat and enter a prompt.

2. Once Copilot has responded, hover over the prompt you sent.

3. Select Save prompt (bookmark icon) from the options that appear.

4. When prompted, give your prompt a clear, descriptive name.

5. Save your changes.

Your prompt will now be available under Your prompts in the Copilot Prompt Gallery.

If you use a prompt for a recurring task, consider making its wording more reusable. For example, use "[topic]" or "[audience]" in place of details that change each time.

Once you've saved a prompt, you can access it through the Copilot Prompt Gallery. This allows you to reuse instructions that have worked well previously, without having to find the original conversation. You can also adapt a saved prompt to suit a new task before sending it to Copilot.

Find your saved prompts

1. Open Copilot Chat.

2. Select the three dots (...) beneath the message box to open the prompt options.

3. Open Your saved prompts from the left navigation menu.

4. Find and select the prompt you want to use.

Reuse a saved prompt

1. Select a prompt from Your saved prompts, as detailed above.

2. The prompt will appear in the Copilot Chat message box.

3. Review the wording and update any details to suit your current task.

4. Attach any relevant files if your prompt refers to a document or other information.

5. Select Send to generate a new response.

You can make changes to the prompt before sending it without needing to start from scratch.

Remove a saved prompt

If you no longer need a prompt, open Your saved prompts, find the prompt, select the three dots next to it and choose the Delete option to remove it from your saved collection.

Remember: Saving a prompt allows you to reuse its instructions. It doesn't save the response Copilot generated or automatically include files from your previous conversation.

Copilot Chat offers different response modes depending on the type of task you're working on. You can let Copilot choose the most suitable approach automatically or select a mode yourself.

What response modes are available?

Change the response mode

1. Open Copilot Chat.

2. Find the model selector near the top of the chat, usually displaying Auto.

3. Select the dropdown menu to view the available modes.

4. Choose Auto, Quick response or Think deeper.

5. Enter your prompt and select Send.

Copilot will use your selected mode to respond to your request.

Note: If you're unsure which mode to choose, leave it on Auto. Copilot will select an approach based on the task. You can always choose a different mode when you need to.

You might notice that Copilot gives you a different response when you ask the same question more than once. This is normal for generative AI, which creates responses rather than simply retrieving a fixed answer.

The response you receive can depend on several factors, including:

• Your prompt: Small changes to your wording or instructions can influence how Copilot interprets your request.

• The response mode: Quick response and Think deeper approach tasks differently, which can affect the detail and structure of the answer.

• Conversation context: Copilot can use information from earlier messages in the same chat, so a question may receive a different response in a new conversation.

• Available information: Changes to web information or the sources you provide can affect the response.

What if the response isn't what I expected?

If you're not getting the result you need, consider whether a different response mode would be more suitable for the task. You can also make your prompt more specific, provide additional information or ask Copilot to reconsider its response.

For guidance on improving an existing response, see the Keep the conversation going section of this guide.

Remember: A more detailed response isn't necessarily a more accurate one. Regardless of which mode you use, always review important information before relying on or sharing it.

Copilot Chat can sometimes produce information that is incorrect, misleading or completely made up, even when the response sounds convincing. This is known as an AI hallucination.

For example, Copilot might provide an incorrect date, misinterpret information in a document or describe a University process that doesn't actually exist.

It's important to check the accuracy of Copilot's responses, particularly when the information will be used to make decisions or shared with others.

What should you look out for?

When reviewing a response, consider the following:

• Facts and figures: Are the names, dates, statistics and other details correct?

• University information: Does the response accurately reflect current University policies, procedures and guidance?

• Assumptions: Has Copilot included information that you didn't provide or made assumptions about something unclear?

• Missing information: Has anything important been overlooked or left out?

• Contradictions: Does anything in the response conflict with other information you know to be correct?

How to check the information

1. Read the response carefully and identify any important facts or claims.

2. Compare the information with a reliable source, such as official University guidance, an original document or an authoritative website.

3. Check for missing or incorrect details, particularly where Copilot has summarised or interpreted information.

4. Correct or remove inaccurate information before using or sharing the response.

You can also ask Copilot to review its answer for potential mistakes. For example:

Review your response and identify any information that may be incorrect, uncertain or based on assumptions. Clearly highlight anything that needs further verification.

Remember: Asking Copilot to check its own response can help identify potential problems, but it doesn't guarantee accuracy. Always verify important information independently.

Copilot Chat can provide links and references to support the information in its responses. These can be useful for understanding where information has come from and checking whether it's reliable.

However, a source being included doesn't automatically mean the information is correct. Copilot can sometimes misinterpret a source, reference outdated information or provide a link that doesn't support its claim.

You should check the original sources before relying on information Copilot has provided.

Check information from the web

When Copilot uses web information, it may include links or citations alongside its response. To check these sources:

1. Open the source link provided by Copilot.

2. Check that the source is genuine and reliable. Where possible, prioritise official organisations, recognised institutions and original publications.

3. Find the relevant information and check that it supports what Copilot has said.

4. Check when the information was published or updated, particularly if the topic may have changed.

If Copilot hasn't provided sources, you can ask it to do so. For example:

Provide links to the original sources supporting the main points in your response so I can check the information.

Check information from an uploaded file

If you've asked Copilot to work with an attached document, compare its response with the original file. You can also ask Copilot to identify where specific information appears. For example:

Using the attached document, identify which sections support the key points in your summary. Tell me if any information isn't directly supported by the document.

You should then check those sections yourself to confirm that the information has been interpreted correctly.

Note: If Copilot provides a source that you can't access, doesn't exist or doesn't appear to support its answer, don't rely on the claim until you've verified it elsewhere.

Even when Copilot provides accurate information, the response might not be suitable to use exactly as it was generated. For example, a draft email might be too formal, a set of instructions might be difficult to follow or a document might not be appropriate for its intended audience.

Before using or sharing Copilot-generated content, review the wording, structure and overall quality to make sure it meets your needs.

What should you check?

Ask Copilot to review your content

Copilot can help you identify areas that may need improvement before you finalise your work. For example:

Review this draft for clarity, readability and suitability for University staff. Identify any confusing language, unnecessary jargon or areas that could be improved. Suggest changes without altering the intended meaning.

You can then review its suggestions and decide which changes to make.

Before sharing your work

Once you've finished reviewing the content:

1. Make any necessary changes to the wording, structure or level of detail.

2. Check that the final version is appropriate for its intended audience.

3. Make sure you've independently verified any important information.

4. Review the finished content before sending, publishing or sharing it.

Remember: Copilot can support you in creating and improving content, but you remain responsible for making sure anything you use or share is accurate, appropriate and fit for purpose.

When you use Copilot Chat with your University Microsoft account, Enterprise Data Protection (EDP) helps protect the information you enter and the responses Copilot generates.

This means your prompts, responses and information you provide are covered by Microsoft's enterprise data protection commitments and aren't used to train its underlying AI models.

Check that Enterprise Data Protection is active

1. Open Copilot Chat.

2. Check that you're signed in using your University Microsoft account.

3. Look for the green shield with a tick in the Copilot Chat interface.

4. If the shield isn't displayed, check which account you're using before entering any University information.

This is particularly important when accessing Copilot through a web browser, where you may also be signed in with a personal Microsoft account.

What does Enterprise Data Protection mean?

With EDP:

• Your information is protected: Microsoft's enterprise security and privacy commitments apply to your Copilot Chat prompts and responses.

• Your information isn't used for AI model training: Your conversations aren't used to train the underlying foundation models.

• University security controls apply: Copilot Chat is subject to organisational security, compliance and auditing requirements.

Important: Enterprise Data Protection does not mean that all University information can be entered into Copilot. You must still follow University policies and consider whether the information is appropriate to share.

For more information, see Microsoft's guidance on Enterprise Data Protection.

Before entering information into Copilot Chat or uploading a file, consider what the information contains and whether it's appropriate to share with an AI tool.

Even when Enterprise Data Protection is active, you still need to follow the University's data protection and information security requirements.

What should you consider?

How can you reduce the information you share?

You don't always need to provide an entire document or include real details for Copilot to help with a task.

Where appropriate, you can:

• Use fictional examples: Replace real names, contact details and other personal information with made-up examples.

• Remove unnecessary information: Share only the content relevant to your task, provided you're authorised to use it.

• Use placeholders: For example, use [department], [date] or [project name] instead of sensitive details.

• Check your files: Review documents and spreadsheets before uploading them to make sure they don't contain information you shouldn't share.

Be aware that removing someone's name doesn't necessarily make information anonymous if they could still be identified from other details.

Remember: If you're unsure whether information is suitable for Copilot, don't enter or upload it until you've checked the relevant University guidance or sought advice.

For further information, see the University's Information Security Acceptable Use Policy.

The University has guidance and policies covering how AI tools should be used in teaching, research and everyday work.

These requirements apply when using Copilot Chat, even when Enterprise Data Protection is active. It's important to understand what is permitted, what information must be protected and when additional guidance is needed.

General responsibilities for staff

When using Copilot Chat for University work:

• Use approved tools: Only use AI services that are approved for your University activities.

• Protect University information: Follow data protection, confidentiality and information security requirements.

• Maintain human oversight: Do not rely on AI to make significant decisions about individuals, such as recruitment, promotion or disciplinary decisions.

• Respect copyright: Make sure any content you provide or produce is used in line with copyright and intellectual property requirements.

For the University's full requirements on responsible, transparent and appropriate use of AI, read the Artificial Intelligence Policy.

Additional guidance for teaching staff

The University has specific requirements for using AI in learning, teaching and assessment. Teaching staff must not:

• Upload student work to AI tools.

• Use AI to mark student work or generate assessment feedback.

• Enter identifiable student information into AI tools.

• Use AI detection tools to assess whether student work was AI-generated.

Staff can use AI to support tasks such as planning, developing ideas and improving their own materials, provided they follow University guidance.

For more information, see the University's AI Guidance for Teaching Staff.

If students ask about their own use of AI, you can direct them to the Using AI at university page on Student MyPort.

Further University guidance

For more information about your responsibilities, refer to:

• Information Security Acceptable Use Policy

• Using Generative AI: Information for UoP Staff

• AI Guidance for Teaching Staff

Remember: Copilot Chat can support your work, but you're responsible for ensuring that the information you provide and the way you use AI comply with University requirements.

Copilot Chat can support many everyday tasks, but there are situations where using AI is not appropriate or permitted.

The University has requirements for responsible AI use, and some activities must remain under human control or be completed using approved University processes.

When should you avoid using Copilot?

Consider whether Copilot is the right tool

Not every task needs AI. Sometimes a simpler approach may be more effective. For example:

• Finding a University policy: Go directly to the official policy rather than asking Copilot to describe what it says.

• Looking up a straightforward fact: A trusted website or search engine may be quicker and easier to verify.

• Making an important decision: Use Copilot to explore general considerations where appropriate, but follow University procedures and seek the relevant professional advice.

Remember: Copilot should support your work, not replace your professional judgement or the University's established processes.

For more information, see the University's Using Generative AI: Information for UoP Staff and Information Security Acceptable Use Policy.

Copyright protects original work such as books, articles, photographs, illustrations, videos and other creative materials. When using Copilot Chat, it's important to respect copyright when providing information to Copilot and when using the content it generates.

The University's guidance requires staff to follow copyright and intellectual property rules when using AI.

Using copyrighted material with Copilot

Before copying text into Copilot or uploading a document, check that you have permission to use the material in this way.

For example:

• Books, articles and published reports: These may be protected by copyright, even if you can access them through the University Library.

• Images and illustrations: Check the licence or permissions before uploading or reusing someone else's work.

• Third-party documents: Consider whether the owner has given permission for the material to be processed by an AI tool.

Having access to a document doesn't automatically mean you have permission to upload it to Copilot.

Using content created by Copilot

Copilot can generate text, images and other content, but you shouldn't assume that everything it produces is free from copyright restrictions.

Before publishing or sharing AI-generated content:

1. Review the content for material that might have been copied or closely reproduced from an existing source.

2. Check any references, quotations or images and confirm that you have the necessary permissions to use them.

3. Acknowledge sources where appropriate and follow the University's requirements for transparency about AI-generated content.

4. Make any necessary changes to ensure the final content is accurate, original where required and suitable for its intended use.

Where can I get further guidance?

The University Library provides guidance on copyright, licences, permissions and using materials created by others. If you're unsure whether you can use a particular document, image or piece of content with Copilot, check the relevant copyright guidance before proceeding.

Remember: Copilot can help you create and develop content, but you're still responsible for making sure the material you provide and anything you publish complies with copyright requirements.