How to Install and Access Microsoft Copilot Across Your Devices

Every day, your employees juggle a packed schedule filled with back-to-back meetings, a steady stream of emails, and a never-ending list of reports to draft. They often feel overwhelmed trying to keep everything organized, and the pressure to produce clear, professional communications adds to the stress. Microsoft Copilot streamlines their workloads and improves efficiency. With its advanced AI capabilities, Copilot helps employees manage their schedules, refine their writing, and take control of their daily tasks.

Microsoft Copilot seamlessly integrates with Microsoft 365 applications, transforming the way employees interact with familiar tools like Word, Excel, PowerPoint, Outlook, and Teams. It streamlines workflows by automating repetitive tasks, generating smart suggestions for emails, summarizing meetings, and even creating data-driven insights within documents. This powerful AI assistant lets them focus on what matters most, freeing up time and energy to tackle more strategic tasks and enhance overall productivity.

In this blog, we'll explore how to enable and install Microsoft Copilot, guiding you through each step to ensure you can fully leverage its capabilities. Whether you're new to AI assistants or looking to optimize your Microsoft 365 experience, this guide will help you unlock the full potential of Microsoft Copilot.

Eligibility and Requirements

Before using Microsoft Copilot's AI-powered capabilities, your organization must meet specific eligibility criteria and requirements. These prerequisites include:

Subscription Requirements

To access Copilot, your organization must have the proper subscription tier. Copilot is available across key Microsoft 365 applications like Word, Excel, PowerPoint, Outlook, and Teams, but only for users with the following subscription levels:

• Microsoft 365 E3 or E5 for enterprises.
• Microsoft 365 A3 or A5 for educational institutions.
• Microsoft 365 Business Standard or Business Premium for smaller businesses.

Authentication Prerequisites:

A Microsoft Entra ID-based account is necessary to authenticate and access files, emails, and other user data within your organization's Microsoft 365 environment, allowing Copilot to deliver personalized and secure assistance.

Cloud Integration:

To enable collaboration and real-time document sharing, you must integrate Copilot with cloud storage services like OneDrive or SharePoint. Once integrated, type a prompt in Copilot and it will retrieve the data you need from your documents, presentations, spreadsheets, and other files.

Supported Devices and Platforms:

Keep the latest versions of Microsoft 365 apps installed and up-to-date across your desktop, mobile, and web applications to access all the latest features and performance improvements.

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Steps to Enable Microsoft Copilot

To use Copilot requires collaboration between IT administrators and end users within your organization. The IT team purchases the necessary Copilot licenses through the Microsoft Admin Center and then assigns them to the appropriate users.

Step 1: Enabling Copilot via Admin Center

To enable Copilot, log into the Microsoft 365 Admin Center to enable Copilot for your organization. At this stage, you will confirm all the eligibility requirements we covered in the section above. When you’re ready, do the following:

• Go to the Admin Center at admin.microsoft.com.
• Navigate to Billing > Purchase Services.
• Search for "Microsoft Copilot" and purchase the required number of licenses.

Step 2: Assign necessary licenses to users

Next, you will have to configure permissions for access to data across apps like OneDrive, SharePoint, and Outlook. In the Admin Center, assign the licenses to users by selecting the Manage button and selecting the users in your organization.

Step 3: Verifying setup for users

Once you assign licenses to users, you must confirm that users have the required permissions to access and use Copilot. Check compatibility with security and privacy policies to ensure compliance with your organization’s guidelines.

 

Installation Guide for Copilot

Once Copilot is enabled, employees can install it across all platforms following these steps.

Downloading and installing Microsoft Copilot for Windows 11:

1. To start, open your web browser and type "Microsoft Copilot" into the address bar.
2. Click on the first link, "Microsoft Copilot," to go to the Microsoft Copilot website.
3. Download the app, and you will receive a notification—click Install.
4. Once installed, you have the option to Pin to Start, Pin to the Taskbar, create a desktop shortcut, and Auto-Start on Login. After making your selections, click Allow.
5. Find the Copilot icon in the Taskbar (or Start Menu or on your Desktop), open it, and then drag it to the right-hand side of the screen. You'll see an option to sign in—click it and log in using your Microsoft account.

Once signed in, you can use Copilot questions, create content, find data in your files, and more.

Accessing Microsoft Copilot Across Devices

Desktop

Before accessing Copilot on your desktop, you must ensure that Microsoft 365 is installed and updated on all relevant devices (Windows or macOS). If you don't already have Microsoft 365 apps (such as Word, Excel, PowerPoint, Outlook, or Teams), download them from the official Microsoft 365 website. The latest updates will include Copilot features, which you can enable once your license is active.

Open any Microsoft 365 app (Word, Excel, PowerPoint, Outlook, or Teams) and locate the Copilot panel on the sidebar, which will appear after installation. At this point, you can use Copilot for document drafting, retrieving and analyzing data, inbox management, and preparing meeting summaries.

Mobile

Copilot is also available through Microsoft 365 mobile apps. Download the app from the App Store (iOS) or Google Play Store (Android) and log in with your organization's Microsoft 365 account. Then, Access Copilot through the mobile app interface for on-the-go productivity, email management, and document editing.

Web

If you’re working remotely or across multiple locations, you can access Copilot via the web versions of Microsoft 365 applications. Just log in to your account at office.com and open any of the supported apps.

Troubleshooting Common Installation or Access Issues

Checking License Issues

What happens if Copilot gives you an error message about your license? First, verify that you're signed in with the correct Microsoft account. Many people have multiple accounts—one for business and one for personal use —and switching between them may cause you to forget which account you are logged in with.

Click on your profile picture and make sure the correct account is selected. Once you are in the correct account, try entering a simple prompt with Copilot to see if it works. If that doesn't solve the problem, you should verify that the correct Microsoft 365 subscription is active. If this is for work, you can also check with your IT staff and have them confirm that all necessary permissions and licenses are appropriately assigned.

If none of these solve the problem, it may be time to install updates. Go to the File menu, scroll to Account, and check the Product Information section. This section will show the license attached to your machine. If you see an Update Now button next to the specific license with Copilot, click it to install the updates.

Resolving Performance Issues

Sometimes, you may run into a performance issue and receive a message like "I can't do this right now; try again later." Other times, Copilot may get stuck and give you the message "pulling things together" without producing anything. If these situations occur, as with the licensure issue, ensure your software is up to date with the latest version of Microsoft 365.

If you're using Copilot in a web browser, like Google Chrome or Microsoft Edge, check if you're using the Efficiency Mode in Microsoft Edge or Memory Saver in Google Chrome. These modes are designed to save battery power for your computer but can impact software performance.

• Go to Settings > System and Performance in Microsoft Edge to find Efficiency Mode.
• Go to Settings > Performance in Google Chrome to find Memory Saver and Energy Saver.

Finally, if none of the solutions work, check for issues with your internet connection that might impact Copilot’s functionality. Your last resort will be to let Microsoft know there’s an issue. Click the Report a Problem button, describe the issue, and explain what you expected to happen and the actions you took to try to resolve it.

Dealing with Security Concerns

There are a few common security risks associated with using Microsoft Copilot:

• Insider threats occur when someone within an organization, such as an employee or contractor, causes harm by leaking or misusing sensitive data. In the context of Copilot security risks, an insider threat could involve a user who has legitimate access to sensitive data (e.g., financial records, personal information, or proprietary documents) but uses Copilot to retrieve or misuse this data for malicious purposes
• Threat actors are individuals or groups who seek to compromise, exploit, or disrupt an organization’s systems for personal or financial gain.
• Data exfiltration refers to the unauthorized transfer or retrieval of data from a system.

To mitigate the chance of a leak, focus on Access Control Management (restricting access to sensitive data) and data protection (implementing protection measures such as encryption). System administrators should implement least privilege access principles, ensuring users only have access to the data necessary for their roles. Use dynamic groups and role-based access control (RBAC) to automate and streamline permissions management.

Likewise, all end users must understand and respect the data access policies and ensure that data shared or accessed via Copilot aligns with the user's role and responsibilities.

Boost Your Copilot Skills: Take the Next Step with Expert Training

Microsoft Copilot is a game-changing tool that enhances productivity, automates tasks, and offers AI-driven insights across Microsoft 365 applications. If you want to make the most of Microsoft Copilot and ensure your organization is prepared for the future of AI-assisted productivity, check out New Horizon’s Copilot for Microsoft 365 Training. We offer two courses:

• MS-4004 Empower your workforce with Copilot for Microsoft 365 Use Cases
• MS-4005 Craft effective prompts for Microsoft Copilot for Microsoft 365