Microsoft Copilot @ Pomona College – Getting Started Guide
What is Microsoft Copilot?
Microsoft Copilot is an AI-powered assistant that helps faculty and staff work more efficiently across Microsoft 365. Copilot can assist with:
- Writing and editing documents
- Drafting and summarizing emails
- Summarizing Teams meetings and chats
- Creating presentations
- Analyzing data in Excel
- Research and information gathering
- Meeting preparation
- Administrative productivity
Pomona College provides access to Microsoft Copilot through a centrally managed licensing program administered by ITS.
Accessing Copilot
- Request a Microsoft Copilot license through the ITS Service Catalog.
- Navigate to https://m365copilot.com.
- Sign in with your Pomona College account.
- Authenticate using your College credentials and Duo MFA.
- Begin using Copilot through the web experience or supported Microsoft 365 applications.
Copilot is also available directly within:
- Outlook
- Teams
- Word
- Excel
- PowerPoint
- OneDrive
- SharePoint
- Microsoft Edge
User Licenses
Copilot Premium License
$360/user/year
Recommended for:
- Faculty and staff seeking AI-assisted productivity
- Document creation and editing
- Meeting and email summarization
- Data analysis and reporting
- Presentation development
- Research and administrative work
License costs are charged back annually to the requesting department's designated Workday worktag/cost center.
Getting the Most from Copilot
Start with Clear Prompts
Copilot works best when given specific instructions and context.
Example
Instead of:
Summarize this document.
Try:
Summarize this document for department managers, identify key action items, and create a bulleted list of deadlines.
Refine the Results
Copilot can improve its responses when you ask follow-up questions such as:
- Make this shorter.
- Rewrite this for a non-technical audience.
- Turn this into an email draft.
- Create a presentation outline.
- Identify risks or missing information.
Copilot in Microsoft 365
Outlook
- Draft emails
- Summarize email threads
- Rewrite messages for tone and clarity
Teams
- Summarize meetings
- Generate meeting notes
- Identify action items
- Catch up on missed chats and conversations
Word
- Create first drafts
- Summarize long documents
- Edit and improve writing
Excel
- Analyze data
- Identify trends and patterns
- Generate formulas and summaries
PowerPoint
- Create presentations from existing content
- Generate speaker notes
- Improve slide content and structure
Data Privacy & Security
- Copilot operates within Pomona College's Microsoft 365 environment.
- Copilot respects existing Microsoft 365 permissions and security controls.
- Users can only access information they already have permission to view.
- Copilot may use information from files, emails, chats, and meetings that you can already access.
- All users are expected to comply with Pomona College policies regarding appropriate use, privacy, and data handling.
If you are unsure whether information is appropriate to use with Copilot, contact ITS before proceeding.
Learning Resources
Recommended for New Users
Microsoft Copilot Prompt Gallery
Browse example prompts and use cases for writing, research, meetings, presentations, and analysis.
https://copilot.cloud.microsoft/prompts
Microsoft Learn: Microsoft 365 Copilot Learning Path
Learn how Copilot works and how to use it effectively across Microsoft 365.
https://learn.microsoft.com/training/paths/explore-microsoft-365-copilot/
Microsoft 365 Copilot Adoption Center
Best practices, training resources, and real-world use cases.
https://adoption.microsoft.com/microsoft-copilot/
Application-Specific Training
FAQs
Can other users see my Copilot conversations?
No. Copilot chats are private to your account unless content is intentionally shared through Microsoft 365 collaboration features.
Who pays for my Copilot license?
License costs are charged back annually to the requesting department's designated Workday worktag/cost center.
How do I request a Copilot license?
Requests can be submitted through the ITS Service Catalog. Manager approval may be required before a license is assigned.
Can Copilot access all of Pomona College's data?
No. Copilot only returns information that you already have permission to access within Microsoft 365.
Why can't Copilot find a document or email?
Copilot can only access content that:
- Exists within Microsoft 365
- Has been indexed by Microsoft
- You already have permission to access
Can I use Copilot with confidential College information?
Users should follow College policies and applicable privacy requirements when using Copilot.
What should I do if Copilot gives me incorrect information?
Like all AI tools, Copilot can occasionally generate incorrect or incomplete responses. Always review AI-generated content before using it for College business, communications, reporting, or decision-making.
How do I get help with Copilot?
Consult Microsoft's learning resources above or contact the ITS Service Desk for assistance.