Copilot helps you summarize long email threads, view different perspectives, and identify unanswered questions. You can quickly respond using prompts or expand brief notes into full emails with resources from Microsoft 365. Additionally, you can easily adjust the tone and length of your draft emails.
Summarize Email Threads
Copilot in Outlook introduces the “Thread Summarize” feature to enhance your email management. This feature offers concise bullet points or generates a comprehensive summary of the selected email thread, displayed above the thread in the reading pane. This design helps you grasp the main points of extended email conversations quickly. Moreover, the summary includes links to specific responses, enabling quick access to different parts of the thread.
Create Emails from Scratch
With Copilot, you can start a new email by simply providing a topic and a few bullet points. Copilot uses this information to draft a complete email for you, saving you time and ensuring your message is comprehensive.
Refine Your Draft
To perfect your draft, Copilot allows you to adjust the tone or length of your response. You can request Copilot to make your email more formal or casual, or to extend or shorten the content as needed. This flexibility ensures that your emails are tailored to your audience and purpose.
Copilot in Outlook takes email drafting to the next level by allowing you to generate multiple drafts for the same email, each with different tones and lengths. This feature enables you to find the perfect version that suits your needs.
Things to consider when reviewing a Copilot draft:
Pay particular attention to the salutation at the start (Dear/Hello/Hi there, etc.) and the complementary close at the end (Sincerely/Best regards/Thank you, etc.). Are they in the proper tone for the target audience and the type of message that you want to send?
Note the overall tone of the message. Is it too casual, too formal, or too direct for the type of email that you want?
Note the length of the message. Is it too short? Or does it carry on for too long?
Make sure that the relevant data is being shared with your recipients.
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In Word, Copilot for Microsoft 365 revolutionizes the way you create and refine documents, making it easier than ever to produce compelling content. Copilot assists in drafting from scratch, enhancing existing text, and summarizing lengthy articles. With Copilot, you can start a document using simple prompts, integrate resources from across Microsoft 365, and effortlessly adjust the tone and conciseness of your writing.
Draft a New Document
One of Copilot’s main objectives in Word is to streamline the document creation and modification process. When you open a new document or add a new line to an existing one, the Draft with Copilot window appears. You can request anything from a simple task like “write an essay about basketball” to more detailed instructions, including outlines, notes, or file references. The Reference your content button allows you to add up to three existing files to your prompt, which Copilot can use to generate your new document.
Using Copilot in Word: Drafting and Updating Documents
When you use Copilot in Word to generate a new document, it starts by creating a draft. While working in draft mode, you have two options for updates:
Regenerate a New Draft
If you’re not satisfied with the current draft and prefer a completely fresh start, you can select the Regenerate icon. This prompts Copilot to create an entirely new version of the document based on your initial instructions, giving you a brand-new draft to work with.
Update the Current Draft
If the current draft is close to what you need but requires some changes, you can provide Copilot with specific instructions. Enter your request, and Copilot will update the existing draft according to your prompts, generating a revised version with the changes applied.
Chat commands to explore- For existing document content:
“What are the key points in this doc?”
“Summarize this document.”
“Is there a call to action?”
Linking Files in Copilot for Word
One of the standout features of Copilot in Word is its ability to create documents based on information from other files. For instance, you can draft a speech using the details from an outline or another document. This is achieved by linking the relevant files into a Copilot prompt. You can link multiple files, provided they are stored in a OneDrive account. Locally stored files on your PC cannot be linked.
Methods to Link Files in Copilot Prompts
Select from the Most Recently Used File List
When you open or save a file, it gets added to the application’s Most Recently Used (MRU) list. In Copilot, you can click the Reference this file button (or Reference this content, depending on the app). Copilot then displays a drop-down menu with your three most recently used files and provides a link to browse through the entire MRU list.
Copy the File Path from File Explorer
Locate the file in OneDrive using File Explorer, right-click on it, and select the Copy as path option. This copies the file’s URL to your clipboard. In the Copilot prompt, you can enter a forward slash (/) and paste the URL.
Copy the File Path Using the Share Option
Open the file in its respective app, then use the Share option from the menu bar. In the drop-down menu, select Copy Link. In the Copilot prompt, enter a forward slash (/) and paste the URL.
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Welcome to the dynamic world of cloud computing, a game-changer for small businesses seeking to punch above their weight in today’s competitive market. The advent of cloud services has revolutionized the way small enterprises manage their data, applications, and IT resources. With benefits ranging from significant cost savings to improved security, it’s no wonder that more and more small businesses are making the switch. Let’s explore the top advantages of using cloud services and how they can help your small business not just survive but thrive.
Benefits of Using Cloud Services for Small Businesses
Small businesses consistently need to adapt and evolve to meet market demands. Cloud services represent a versatile tool to achieve this without imposing heavy upfront investments or long-term infrastructure commitments. Here are the top five benefits of leveraging cloud computing that can transform a small business from surviving to thriving.
Scalability
The ability to scale resources up or down on demand is one of the most valuable benefits of cloud services. Small businesses face unpredictable periods of both growth and contraction. Cloud computing aligns perfectly with these variable requirements due to its inherently flexible nature.
– Ease of scaling: With traditional IT infrastructure, scaling up involves significant capital expense (CapEx) for additional servers, software licenses, and installation costs. Cloud services, by contrast, allow businesses to scale resources through operational expenses (OpEx), which are usually much lower and payable over time.
– Pay-as-you-go models: Most cloud providers operate on a subscription basis where you only pay for the services that you use. This can be particularly advantageous for small businesses looking to conserve cash while still expanding their capabilities.
– Immediate resource availability: Whenever a business decision demands increased computing power or storage, these resources can be accessed almost instantaneously in the cloud. This real-time scalability ensures that small businesses can react swiftly to market changes.
Scalability provided by cloud services ensures that small businesses are equipped to handle growth or austerity measures as their markets demand, making this one of the pivotal advantages of cloud computing.
Data Security
Data is the lifeline of every small business. Loss or compromise of data can lead to significant business disruptions or severe reputational damage. Cloud services offer advanced security features that can be more difficult and costly for small businesses to implement on their own.
– Robust infrastructure: Cloud providers typically invest in high-end security measures, including physical security, cybersecurity protocols, and compliance certifications that are designed to protect data across all points of engagement.
– Regular updates and maintenance: Cloud services come with the advantage of regular updates that patch security vulnerabilities without the need for manual intervention by the business owner.
– Data encryption: Encryption of data at rest and in transit ensures that sensitive information is always protected, significantly reducing the risk of unauthorized access.
Cost-effectiveness
Cost management is critical for small businesses. Cloud services help in reducing both direct and indirect costs associated with managing IT infrastructure.
– Lower hardware costs: With cloud computing, the need for purchasing and maintaining expensive hardware is significantly reduced. Servers, storage systems, and even networking components are owned and managed by the cloud service provider.
– Reduced IT staffing needs: Managing cloud services requires fewer in-house IT staff, as much of the management, maintenance, and troubleshooting is handled directly by the service provider. This can lead to reductions in payroll and training costs.
Overall, cloud computing presents a cost-effective solution for small businesses by minimizing the need for large capital expenditures and enabling more efficient operational budgeting.
Accessibility
One of the greatest transformative impacts of cloud computing is the ability to access data and applications from anywhere at any time. This accessibility is particularly beneficial for small businesses where mobility can be a requisite for service delivery or remote work arrangements.
– Remote work capability: Especially relevant in today’s increasingly remote work environment, cloud services allow employees to access necessary tools and information from home, client sites, or while traveling.
– Multiple device access: Whether it’s smartphones, tablets, laptops, or desktop PCs, cloud services can be accessed across all these devices, providing flexibility and convenience to users.
– Real-time data access: Leveraging the cloud ensures that all data is current and updated in real time.
Cloud-enabled accessibility ensures that small businesses remain agile, responsive, and connected, regardless of location or device.
Collaboration Opportunities
Cloud technology inherently promotes collaboration by allowing multiple users to access, edit, and share documents or data simultaneously from different locations. Enhanced collaboration can lead to increased innovation, efficiency, and productivity in small businesses.
– Project management: Cloud-based project management tools allow team members to track project progress, communicate changes, and manage tasks efficiently from disparate locations.
– Document control: Gone are the days of sending files back and forth as email attachments, with each version being saved over the last. Cloud services streamline document management by letting all users access and modify the most current version of a document.
– Communication platforms: Integration with cloud-based communication tools supports instant messaging, video conferencing, and real-time collaboration, further enhancing productivity.
By fostering a more collaborative workspace, cloud services help small businesses leverage collective knowledge and skills, leading to faster solutions and better outcomes.