To use Copilot in Word, open a document and select the Copilot button in the corner of the page. The chat pane opens, and you type what you want: a first draft, a rewrite of selected text or a summary. You'll need an eligible Microsoft 365 subscription or Copilot licence for it to appear.
Microsoft describes Copilot in Word as help with three jobs: getting past the blank page, rewriting and refining what you've written, and making sense of long or complex documents. It works in Word for Microsoft 365 on Windows and Mac, and in Word for iPad. Here's how to use each part, plus the settings that make the results better.
Before you start: check you have Copilot
If you can't see the Copilot button, Microsoft says the most likely reason is that it isn't included in your Microsoft 365 subscription, or your organisation has switched it off. Copilot experiences depend on your subscription, your Copilot licence, your organisation's settings and the device you're using. On a work account, your IT admin can tell you which licence you have. Some features are still rolling out gradually, so two people on the same plan can see slightly different menus.
Step 1: Open Copilot
- Open a document in Word.
- Select the Copilot button in the corner of the document. Microsoft calls it the Copilot Dynamic Action Button.
- The chat pane opens with Edit mode switched on.
- Type a prompt, choose one of the suggested actions or ask a question about the file.
Step 2: Create a first draft
Start with a blank document, or put your cursor where you want the new content to go. Then describe what you want in the chat pane, including the topic, audience, tone, format and length.
- Open Copilot and describe the document you need.
- To base the draft on a specific file, type / and choose the file from the list.
- Select Generate.
- Review the draft, then keep it, discard it, regenerate it or refine it with a follow-up prompt.
Here are prompts that follow Microsoft's own examples, adapted for a small business:
Copy this prompt
Draft a one-page proposal for a new bookkeeping client who runs two cafes. Include background, what I'll do each month, risks and next steps. Keep it friendly and under 500 words.
Or try this outline prompt
Create an outline for a quarterly update to my team with sections for status, milestones, risks and decisions needed.
Microsoft's tip is that prompts don't have to be perfect. Start with the outcome you want, then add length, format, tone or source material.
Step 3: Rewrite and improve what you've written
For a quick change to one passage, select the text and choose a preset option such as Rewrite. For anything more specific, describe the change in your own words in the chat pane. It can be a small tweak or a revision of the whole document.
- Make this section more concise and customer-ready without changing the meaning.
- Reorganise this section so the problems, risks and next steps are easier to follow.
- Add a short conclusion with next steps.
- Turn these notes into a table with columns for task, owner and date.
That last one works because Copilot can transform selected text into a table, or into an image, when the information reads better that way. It can also add citations to the sources it drew on, if you ask for them.
Step 4: Summarise and question a long document
This is the feature I'd use most if you get long contracts, reports or tender documents. Ask Copilot for a summary, key takeaways, open questions or action items. Select Chat only if you want the answer in the chat pane rather than changes to the document.
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| Ask Copilot | What you get |
|---|---|
| Summarise this document in five bullets | A short summary in the chat pane |
| What decisions are needed before this is ready to share? | A list of open points |
| What parts may be unclear to a customer? | Sections to tighten before sending |
| Explain section 4 in plain English | A simpler version of a tricky passage |
Depending on your settings and licence, Word may also show a summary at the top of the page when you open a document.
Copilot sits on top of the apps themselves, and my guide to whether Microsoft Office is free explains how people get those.
Settings that change your results
Three settings are worth knowing about:
- Model choice. The Model Selector lets you pick a level of reasoning, choose Auto, or select a supported model provider such as OpenAI or Claude. Custom model selection needs an eligible premium subscription; everyone else can use Auto, Instant and Think deeper.
- Source files. Type / in the chat pane to point Copilot at a document, email or meeting so it works from your material.
- Shared documents. When you're working in a file other people can see, Copilot shows a preview of its suggested changes in the chat first. Nothing goes into the document until you approve it.
One limit to keep in mind: Microsoft says Copilot works within Word and your Microsoft 365 content and doesn't connect to external tools. It also supports fewer languages than the Word interface itself.
Not sure which Word version you have? See whether Microsoft Word is free.
My verdict
Copilot in Word is at its best on documents you already have: summarising them, tightening them and turning notes into something you can send. For first drafts, give it your own notes or an old document with the / shortcut, because a draft built from your material sounds far more like you. Microsoft's own advice is the right one: check facts, numbers, names and citations before you share anything it writes. If you use Copilot in other apps too, my guides to Copilot in Excel and Copilot in Teams follow the same approach.
Frequently asked questions
Why can't I see Copilot in Word?
Microsoft says Copilot may not be included with your Microsoft 365 subscription, or your organisation may have switched it off. Availability also depends on your licence, app version and device.
Does Copilot in Word work on a Mac?
Yes. Microsoft lists Word for Microsoft 365 for Mac and Word for iPad alongside Word for Microsoft 365 on Windows.
Can Copilot in Word use my other files?
Yes. Type / in the Copilot chat pane and choose a document, email or meeting you want it to use as source material.
Will Copilot change a shared document without asking?
No. In shared documents Copilot shows a preview of suggested changes in the chat first, and nothing is added until you review and approve it.
Can I choose which AI model Copilot uses in Word?
Yes, with an eligible premium subscription you can pick a model provider such as OpenAI or Claude. Without it, you can use Auto, Instant and Think deeper.
