How to Use Microsoft Copilot in 2026 (Beginner's Guide)

Microsoft Copilot is Microsoft's AI assistant, built into Windows 11, Microsoft 365 apps, and the Edge browser. It can draft emails, summarize documents, write code, create images, and answer questions — all in plain language. If you are new to Copilot, this beginner's guide will show you how to use Microsoft Copilot in 2026, step by step, on Windows, in Office apps, and on your phone.

What Is Microsoft Copilot?

Copilot is an AI assistant powered by large language models, including GPT technology from OpenAI. Unlike a basic chatbot, Copilot is deeply integrated with Microsoft products: it can read your Word documents, pull numbers from Excel, summarize your Outlook emails, and even take notes in Teams meetings. There are two main versions — the free Copilot built into Windows and Edge, and Microsoft 365 Copilot, the paid version that works inside Word, Excel, PowerPoint, Outlook, and Teams with access to your work files.

How to Open Copilot on Windows 11

Copilot is built into Windows 11. To open it, press Windows key + C, or click the Copilot icon on the taskbar. If you do not see the icon, right-click the taskbar, choose Taskbar settings, and turn Copilot on. Sign in with your Microsoft account to unlock personalization, conversation history, and longer chats. You can type your question or click the microphone to speak it.

How to Use Copilot in Microsoft 365 Apps

Copilot in Word

Open a Word document and click the Copilot button on the ribbon. Ask it to draft a report, rewrite a paragraph in a friendlier tone, or summarize a long document into bullet points. Copilot can also create a first draft from a short prompt, such as "Write a one-page project proposal for a new coffee shop."

Copilot in Excel

In Excel, Copilot can analyze your data, create formulas, and build charts from a plain-language request. Try "Show me total sales by month as a bar chart" or "Highlight the top 10 products by revenue." It can also explain complex formulas and find trends you might miss.

Copilot in PowerPoint

Copilot can turn a Word document or a few bullet points into a full presentation, complete with a design theme and speaker notes. Type "Create a 10-slide presentation about electric vehicles" and it will draft the deck in seconds.

Copilot in Outlook

In Outlook, Copilot summarizes long email threads, drafts replies in your tone, and helps you catch up on what you missed. The "Summarize" button at the top of an email thread is one of its most useful features.

Copilot in Teams

During a Teams meeting, Copilot can take live notes, list action items, and answer questions like "What did we decide about the launch date?" After the meeting, it generates a recap you can share.

How to Use Copilot in Edge Browser

Microsoft Edge has Copilot built into the sidebar. Open Edge, click the Copilot icon at the top right, and you can ask questions about the page you are reading, summarize a long article, or compare products across tabs. It is the fastest way to research online without switching apps.

How to Use Copilot on Your Phone

Download the free Microsoft Copilot app for Android or iPhone. Sign in with your Microsoft account and you can chat, generate images, and use voice mode on the go. The app also syncs with your Windows Copilot history, so conversations carry across devices.

Best Copilot Prompts for Beginners

Good prompts get good results. Try these: "Summarize this article in five bullet points." "Write a professional email asking for a deadline extension." "Create a weekly meal plan with a grocery list." "Explain quantum computing like I am 12 years old." "Make a table comparing iPhone and Android features." The more specific your prompt, the better the answer — add context, the format you want, and who the answer is for.

Copilot Free vs Microsoft 365 Copilot

The free Copilot handles general questions, image generation, web search, and basic document help. Microsoft 365 Copilot (a paid subscription) adds access to your work data: it can search your emails and files, draft documents using your company content, and automate tasks across Office apps. For personal use, the free version is usually enough. For business users who live in Office apps, the paid version saves hours every week.

Tips to Get Better Results from Copilot

First, be specific — "Write a 200-word product description for a waterproof hiking backpack" beats "Write something about backpacks." Second, give Copilot a role: "Act as a marketing expert and suggest five slogans." Third, ask it to revise: "Make it shorter and more formal." Fourth, check important facts — Copilot can make mistakes, so verify dates, numbers, and quotes before you publish or send anything.

Privacy and Safety

Copilot follows Microsoft's privacy rules: your chats are not used to train public models by default in business accounts, and you can delete your conversation history anytime. Avoid pasting passwords, bank details, or highly sensitive personal information into any AI chatbot, including Copilot.

FAQ

Is Microsoft Copilot free?

Yes, the basic Copilot is free on Windows 11, Edge, and mobile apps with a Microsoft account. Microsoft 365 Copilot is a paid add-on for business and personal Microsoft 365 subscribers.

Can Copilot generate images?

Yes. Type "Create an image of a sunset over mountains in watercolour style" and Copilot will generate it using DALL-E technology. Image generation is free, with daily limits.

Does Copilot work on Mac?

Copilot works in the Edge browser and the Microsoft 365 web apps on Mac, and the Copilot mobile app is available on iPhone. There is no native Copilot app for macOS, but the web version works well.

Is Copilot better than ChatGPT?

They share similar technology, but Copilot's advantage is integration: it works inside Windows, Office, and Edge and can access your files and emails (with permission). ChatGPT offers more third-party tools and plugins. The best choice depends on whether you already use Microsoft products.

Conclusion

Microsoft Copilot is one of the easiest AI assistants to start using, because it is already on your Windows PC and inside the apps you use every day. Start with the free version, try it in Word and Edge, and learn to write clear, specific prompts. Once you see how much time it saves, you will wonder how you worked without it. Try one of the prompts above today and see what Copilot can do for you.