Q&A session

In collaboration with Microsoft, we recently hosted an in-person event geared towards arming attendees with the knowledge and tools necessary to prepare their technology environments for the future. At the heart of our event was a deep dive into the transformative power of Artificial Intelligence (AI), with a particular focus on Copilot for Microsoft 365.

Here is an excerpt from the Q&A session with our lineup of speakers including Chris Lines, Microsoft’s Territory Channel Manager for the Technology for Social Impact (TSI) team, Kyle Loades, a seasoned Chairman with extensive cross-sector experience, and Robert Buck, the visionary founder of Diamond IT.

1. What is the security model behind the learnings of Microsoft Copilot and how is sensitive data not learned and shared across clients?

Microsoft Copilot’s security model is designed to protect sensitive data and ensure that it is not shared across clients. It incorporates large-scale data and threat intelligence, processing over 78 trillion security signals daily to deliver tailored insights and guide next steps. The system uses a specialised large language model (LLM) with security-specific capabilities informed by Microsoft’s global threat intelligence and a vast number of daily signals.

To prevent sensitive data from being learned and shared, Microsoft Copilot employs robust data handling and privacy practices. These include data anonymisation, strict access controls, and compliance with global data protection regulations. The AI models are trained on a wide range of data sources that are carefully curated to exclude sensitive information. Additionally, continuous monitoring and auditing are conducted to ensure the integrity of the security model and the protection of client data.

It is important to keep in mind that while AI applications like Copilot are designed with robust data handling and privacy practices, it’s generally a good practice to avoid storing highly sensitive information within documents or data used with AI applications like Copilot.


2. What are the recommended prerequisites before implementing Copilot?

Before implementing Copilot, we recommend:

  • Reviewing your policies relating to acceptable usage, privacy and information security.
  • Assessing your security and data governance readiness for Copilot and consider the business case.
  • Planning your pilot and broader implementation.
  • Establishing ongoing data and security governance.
  • Planning to review usage and impacts once implemented.

It is also important to review the latest licensing requirements from Microsoft as they may change. In March 2024 Microsoft announced, the Copilot for Microsoft 365 prerequisite licensing requirements will be expanded to include Microsoft 365 F1, Microsoft 365 F3, Office 365 E1, Microsoft 365 Business Basic, and more.


3. What are the best examples of automation suggested for using Copilot?

Copilot for Microsoft 365 can offer a range of automation solutions to enhance efficiency and productivity. Here are some of the best examples:

  • Automated Data Analysis in Excel: Copilot can automate complex data analysis tasks, saving hours of manual work by quickly analysing trends, performing advanced calculations, and generating comprehensive reports.
  • Efficient Email Management in Outlook: It helps prioritise important emails, schedules responses, and organises your inbox efficiently, ensuring less time is spent sorting through emails.
  • Improved Document Creation in Word: Copilot aids in creating effective documents by suggesting content improvements, formatting options, and even generating text based on brief prompts, which speeds up the document creation process.
  • Custom Support Chatbots: Using Copilot, NFPs can develop AI-powered chatbots to handle customer inquiries, answer FAQs, provide product information, and escalate complex issues to human representatives.
  • Tailored Data Analytics Tools: Create custom tools for specialised data analysis. For example, a Copilot could analyse donation data to predict future fundraising trends and needs.
  • Industry-Specific Document Automation: Develop Copilots that understand the nuances of your industry’s documentation, which can be particularly useful for grant writing and reporting.

Microsoft’s philanthropy lead Kate Behncken has provided some key points on how AI can be a tremendous tool for helping nonprofits increase impact including cost savings, increased productivity and higher impact, which can translate across any industry or sector.

“AI doesn’t replace nonprofit employees. Instead, it empowers them to do more so they can focus on the initiatives that deliver the greatest impact. The timing couldn’t be better as nonprofits are constantly being asked to do more with less”, she stated.


4. How does Copilot work within specific apps for specific documents? (e.g creating a summary of a document)

Copilot for Microsoft 365 integrates with specific apps to enhance productivity and streamline tasks. For example, when creating a summary of a document in Word, Copilot follows these steps:

  1. Open the Document: You start by opening the document you want to summarise.
  2. Invoke Copilot: Select the Copilot feature from the app’s ribbon to open the Copilot pane.
  3. Enter the Command: In the Copilot compose box, type in a command like “summarise this document.”
  4. Review the Summary: Copilot generates a summary which you can review. It also provides references to where it pulled information from within the document.
  5. Edit if Necessary: You can edit the summary to better fit your needs before sharing or using it.

When sharing a document, Copilot can automatically generate a summary for easier collaboration. This summary is included in the email notification to collaborators, helping them quickly grasp the content.


5. Are you able to recommend the type of training we should make available to our teams to make the best use of Copilot?

To optimise Copilot for Microsoft 365 usage, training should include:

  1. Copilot Capabilities: Introduce Copilot’s features across Microsoft 365 apps, highlighting how it can streamline tasks and enhance productivity.
  2. Hands-On Practice: Provide practical exercises demonstrating Copilot’s functionality in real-world scenarios within Microsoft 365 apps.
  3. Maximisation Techniques: Teach strategies to fully leverage Copilot’s potential, customising it to meet organisational needs.
  4. Responsible AI Usage: Emphasise the importance of ethical AI practices to maintain trust and compliance.
  5. Problem-Solving Skills: Equip your team with the ability to troubleshoot common issues and understand when to seek help.

Microsoft offers a learning path on their website featuring modules on starting with Copilot, exploring its possibilities, and optimising its use. This training is accessible and requires no prior AI knowledge, making it suitable for all team members.

Did we miss your question or do you have another question about Copilot for Microsoft 365? Contact our team of experts. 
For more on Copilot for Microsoft 365, please review the Microsoft Official FAQ page… 



How Diamond IT can support you with Copilot for Microsoft 365

At Diamond IT, we understand that embracing AI is not just about implementing technology; it’s about transforming your business to thrive in the digital era. Our deep expertise as a Microsoft Partner ensures that we not only provide the tools but also the strategic guidance and support needed for your success.

This is based on Copilot using your organisation’s current permissions and policies when deployed into your system to deliver the most relevant information to users when accessing Copilot.

This will include:

  • Privacy Impact Assessments – helping you to understand how this information enters, moves around and potentially exits your organisation
  • Permissions and Privilege Management – helping you identify/review/establish these to ensure they are architected to support your current and emerging needs
  • Content Management – helping you structure SharePoint or establish a SharePoint architecture to manage your information repositories
  • Information and Cyber Security – from policies to architecture, risk management to the delivery of business and technical controls – we are a single destination to help with security solutions
  • Copilot Adoption – Deployment and Training Programs to ensure your team can obtain the best from your financial investment.
  • Licensing Structure Support.

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