Artificial intelligence is transforming the way organisations work, with Microsoft Copilot being one of the best AI tools designed to make day-to-day tasks faster, smarter, and easier. Integrated into the Microsoft 365 suite, Copilot acts like a digital assistant, helping you draft documents, summarise meetings, and analyse data. But as with any new technology, questions around security, usability, and value naturally follow.
If you’ve wondered how Copilot works, whether it’s safe to use, or how it could support your not-for-profit (NFP) organisation, Lanrex is here to help. Many organisations are curious but cautious, unsure how AI fits into their existing workflows. This guide breaks down the essentials of Microsoft Copilot, answering common questions and offering clarity around its potential to streamline your work.
Understanding Microsoft Copilot
Microsoft Copilot is an advanced AI tool embedded within Microsoft 365 applications like Word, Excel, Outlook, and Teams. It works behind the scenes to simplify tasks, speed up processes, and enhance collaboration. Unlike standalone AI platforms, Copilot integrates directly into the programs you already use, providing assistance without the need to switch between tools.
At its core, Copilot helps you work smarter by handling time-consuming tasks. It can summarise meetings, draft emails, generate reports, and even analyse spreadsheets. For example, if you’re working on a grant application, Copilot can suggest content based on previous documents. If you’re reviewing donor data, it can identify patterns and present insights clearly.
Copilot also introduces what Microsoft calls “Copilot Agents.” These agents go beyond simple task automation, acting as real-time assistants that adapt to specific scenarios. During a client call, for instance, Copilot could suggest responses based on the conversation’s tone, ensuring a more personalised approach. While still evolving, this feature shows how AI can move from task-based support to more intuitive, context-aware assistance.
How Microsoft Copilot Keeps Your Data Secure
One of the most common concerns about AI tools is cybersecurity and data privacy. With Microsoft Copilot, security is built into the platform, ensuring that sensitive information stays protected within your organisation’s Microsoft environment.
Copilot respects existing data permissions. If someone doesn’t have access to a specific file, Copilot won’t grant access through its recommendations. This approach prevents unauthorised users from seeing confidential information, even when using AI-powered search functions.
Microsoft also ensures data privacy through encryption and adherence to global standards like GDPR. Importantly, Copilot doesn’t use customer data to train its models. This sets it apart from platforms like ChatGPT, which operate on public data sets. Your files, emails, and communications remain private, accessible only within your organisation’s Microsoft ecosystem.
However, it’s worth noting that Copilot’s security depends on how your organisation manages data governance. If your access controls are outdated or inconsistent, Copilot might surface information that should remain private. Regularly reviewing data permissions and classification is crucial to maintaining security while benefiting from AI tools.
Practical Applications for NFPs
For not-for-profits, where resources are often stretched, Copilot offers practical support across multiple areas of work. Whether you’re managing projects, preparing reports, or communicating with stakeholders, Copilot can lighten the load and free up time for more strategic efforts.
In day-to-day operations, Copilot can:
- Draft grant proposals, donor communications, and social media posts based on previous content or new prompts.
- Summarise meetings in Microsoft Teams, ensuring nothing gets missed and action items are clear.
- Analyse large datasets in Excel, highlighting trends and insights without the need for complex formulas.
For example, an NFP running a fundraising campaign could use Copilot to create email templates, draft social media content, and track donor engagement. It could also assist in preparing impact reports by summarising key metrics from spreadsheets. This level of automation reduces administrative overhead, allowing your team to focus on mission-driven work.
Common Questions About Copilot
Many organisations exploring Copilot ask similar questions about how it works, what’s required to use it, and how it differs from other AI tools.
Do I need a Microsoft subscription to use Copilot?
Yes. Copilot is integrated into the Microsoft 365 suite, meaning you’ll need an active subscription to access its features. Nonprofit organisations can often access discounted pricing through Microsoft’s nonprofit program.
How is Copilot different from ChatGPT or other AI tools?
While ChatGPT operates as a standalone platform, Copilot works within the Microsoft environment. This means it can access your organisation’s documents, emails, and data while respecting existing security settings. Copilot also focuses on task automation and productivity, rather than general-purpose conversation.
What’s involved in setting up Copilot?
Enabling Copilot isn’t as simple as flipping a switch. It requires careful setup, including a review of your organisation’s data governance. Without the right access controls, Copilot might surface information that users shouldn’t see. This is why many organisations choose to work with IT partners to configure Copilot securely and effectively.
The Value of Copilot for NFPs
The real value of Copilot lies in its ability to reduce manual tasks, improve collaboration, and provide insights from your existing data. For NFPs, this can translate into more time for service delivery, stronger grant applications, and better-informed decision-making.
Imagine preparing for a board meeting. Instead of spending hours compiling reports, Copilot can summarise key metrics, highlight project progress, and even suggest talking points. Similarly, if you’re planning an event, Copilot can help draft promotional materials, coordinate logistics, and track registrations.
These efficiencies don’t just save time. They allow teams to focus on what matters most: delivering programs, supporting communities, and achieving organisational goals.
Embrace the Future with Confidence
If you’re interested in exploring how Copilot could support your organisation, Lanrex can help. Our team specialises in configuring Microsoft tools for NFPs, ensuring secure, effective implementation tailored to your needs. Reach out today to learn more and discover how AI can empower your work.
