How to Use Copilot in Word (2026): Draft, Rewrite, Summarise and 25 Prompts
Quick answer: in Word for Microsoft 365, select the Copilot icon at the bottom right of the document. To write, describe the topic, audience, tone, format and length, type / to point Copilot at a source file, then select Generate and keep, regenerate or refine the draft. To edit, select text and ask Copilot to rewrite it, shorten it or turn it into a table. To read faster, ask the chat pane to summarise this document; the answer cites where it found each point. Check facts, figures and names before you share anything.
- ✓Draft, rewrite, summarise and question a document · steps from Microsoft’s own help pages
- ✓25 Word prompts with what to reference and what to verify · proposals, reports, policies, emails
- ✓Missing Copilot button, licences and turning it off · Windows, Mac, web, iPad and phones
Licences bought, documents still slow? Hands-on Copilot sessions on your team’s own documents, live online or on-site. Send an enquiry · Book a free call
Compiled by an AI trainer whose clients include teams at companies like these
The four things Copilot does in Word, and where each one starts
Most people only discover the drafting box. The bigger time savings usually come from the other three: rewriting what you already have, turning prose into structure, and asking questions of long documents you did not write.
| Job | Where you start | Good for | Platforms (per Microsoft’s pages) |
|---|---|---|---|
| Draft | Copilot icon, bottom right of the document | First drafts, new sections, checklists, content based on your files | Windows, Mac; iPad and iPhone too |
| Rewrite and transform | Select text, then the Copilot icon beside it | Tone, length, clarity, alternate versions, text to table | Windows, Mac, web, iPhone |
| Summarise and ask | Chat pane on the right | Summaries with references, questions about the document, feedback | Windows, Mac, iPad, web; phones for summaries and Q&A |
| Choose a model | Model selector in the Copilot box | Auto, Instant, Think deeper; named models on eligible plans | Depends on subscription |
Microsoft’s Word FAQ lists Word for Microsoft 365 on Windows and Mac, Word for iPad and Word for the web. Some creation and editing features roll out gradually, so availability can depend on your licence, app version, platform and organisation settings. Sources: Copilot in Word FAQ and Draft and add content with Copilot in Word, checked October 2026.
Which plans include Copilot in Word? A one-minute check
Copilot in Word is not part of every Microsoft 365 plan. Before you troubleshoot, confirm what your account actually includes.
Work or school accounts
Go to m365.cloud.microsoft and scroll to the bottom of the home page. The label under your name says it all:
- Copilot Chat (Basic): no Copilot inside Word
- M365 Copilot (Basic): standard access in Word without the add-on
- M365 Copilot (Premium): the add-on, with priority access to the full experience
Home accounts
- Microsoft 365 Personal, Family and Premium include Copilot in Word
- On shared plans, only the subscription owner gets it in the desktop apps
- In-app use counts against monthly AI credits, which you can track in your Microsoft account
- Personal and Family users can switch Copilot off in Word (see below)
What it costs a business
- Microsoft Copilot Business add-on: US$21 per user per month, billed yearly
- Promotional US$18 for the first year for eligible existing customers, 1 July to 31 December 2026
- Also sold bundled with Business Standard and Business Premium
- US list prices; check your region
Sources: What Copilot license do I have (updated April 2026), AI credits and limits and Microsoft Copilot pricing, checked October 2026. Microsoft has also renamed Microsoft 365 Copilot to Microsoft Copilot, so you may see either name.
How to draft a document with Copilot in Word
The steps below follow Microsoft’s Draft and add content with Copilot in Word article, checked October 2026, for Word for Microsoft 365 on Windows and Mac.
Put the cursor where the text should go
A blank document for a fresh draft, or a new line inside an existing document to add a section.
Open Copilot
Select the Copilot icon at the bottom right of the document.
Brief it like a colleague
State the topic, who will read it, the tone, the format (memo, proposal, checklist, table) and the length.
Point it at a source
Type / and pick a file if you want the draft based on your own material, such as last year’s proposal or a set of meeting notes.
Generate, then decide
Select Generate. Keep it, discard it, regenerate it, or type a follow-up such as “make it half the length” or “add a pricing table”.
Edit like an editor
Read it slowly. Copilot writes fluent text, which makes wrong facts easy to miss.
A weak brief
“Write a proposal for a training programme.”
You get a generic document that sounds like every other proposal and contains nothing you can send.
A strong brief
“Draft a two-page proposal to the HR head of a 300-person logistics company for a four-week onboarding programme. Use /onboarding-notes for the content. Sections: their problem, our approach, schedule, cost placeholder, next steps. Plain, confident tone.”
You get a draft you can edit into something real.
Reuse what already works. Start from a template or an earlier document and ask Copilot to draft the new content in the same structure. You can also ask it to add citations to the files you referenced, which makes checking much faster.
How to make Copilot write from your own files
Drafts grounded in your own material are more accurate and sound more like your organisation. Referencing files is the single habit that most improves Copilot’s output in Word.
How to reference
- Type / in the Copilot box and choose the file; start typing its name to search
- On a work account, files come from OneDrive and SharePoint that you can already open
- On iPad, Microsoft says you can reference up to three files
What to reference
- Last year’s version of the same document
- Meeting notes and email threads saved to OneDrive
- Policies, price lists and product sheets
- A style guide or example of the tone you want
What to watch
- Outdated files produce outdated drafts
- Copilot can blend sources; check which file each fact came from
- There is a per-prompt word limit, so very long files may be only partly used
Sources: Draft and add content and Copilot in Word on mobile devices, Microsoft Support, checked October 2026.
How to rewrite, shorten and restructure text you already have
Select a paragraph, a list or a table, then select the Copilot icon next to it. Describe the change. Copilot shows a suggestion you can accept, regenerate or refine. Microsoft calls the broader version of this Edit with Copilot: creating, refining, formatting and restructuring content in the document itself.
Tone and length
- “Make this more concise without losing the numbers”
- “Rewrite for a customer, not an engineer”
- “Give me two alternative versions”
Structure
- Turn a dense paragraph into a table (Microsoft’s “visualise as a table”)
- “Convert these notes into a numbered procedure”
- “Add headings to this section”
Coaching
- Ask for feedback instead of a rewrite: clarity, flow, missing arguments
- Highlight a sentence, choose Chat with Copilot and ask whether it is in passive voice
- You keep your own wording and learn faster
Sources: Draft and add content and Chat with Copilot about your Word document, checked October 2026.
How to summarise a Word document and ask it questions
This is the feature senior people use most: understanding a 40-page document in five minutes, then reading the parts that matter.
Summarise
- Open the document and select the Copilot icon; the chat pane opens on the right
- Type Summarize this document for a bulleted summary
- Select the reference numbers to jump to the source passage
Ask a sharper version when you know what you need: “Summarise the obligations on us, with clause numbers.” Source.
Ask questions
- “Does this document have a clear call to action?”
- “What decisions does this ask the board to make?”
- “Which dates and deadlines are mentioned?”
- Paste a screenshot or image into the prompt box with Ctrl+V and ask about it
If the answer is not in the document, Copilot may answer from its general knowledge. Copy anything you want to keep from the pane into the document.
Check the source, every time. A summary is only as reliable as your check of it. The cited references make that quick, so use them, especially for numbers, obligations and dates.
Model choice, phones and tablets, and switching Copilot off
Choose a model
Microsoft now lets you pick the model behind Copilot in Word. Eligible premium subscriptions can choose models such as Claude Sonnet or Claude Opus; others choose between Auto, Instant and Think deeper. If unsure, leave it on Auto. The choice lasts until you change it or end the session. Source.
iPad, iPhone and Android
- iPad: drafting, chat and summaries; summaries need a document of at least 200 words
- iPhone: summaries, chat with citations, drafting, rewrite, and turning a voice recording into a document
- Android phones: need a work Copilot licence; not available on Android tablets
Turn Copilot off in Word
Signed in with a personal Microsoft account, on Windows go to File → Options → Copilot and clear Enable Copilot (Word 2412 or later). On a Mac: Word → Preferences → Authoring and Proofing Tools → Copilot. It applies to Word on that device only; work accounts are managed by IT, and the web and mobile apps have no switch. Source.
Want your team writing faster with Copilot?
Hitesh’s sessions are built on your documents: proposals, reports, policies and client emails. People practise on their own work and leave with prompts they reuse. Tell us your team size, the documents that eat the most time and your Microsoft 365 licences.
- Sales and consulting: proposals, statements of work, client summaries
- HR, legal and compliance: policies, contract summaries, FAQs
- Leaders: board papers and strategy notes
- Prefer to talk first? Book a free 30-minute call or WhatsApp Hitesh’s team
25 Copilot prompts for Word, grouped by the job you are doing
Swap anything in [brackets] for your details. Each card tells you when to use the prompt, what to reference or select first, and what to verify. The formula behind them: task + reader + source + format + length + tone.
Draft new documents (1-5)
1. Proposal from notes
When to use: You have notes, not a document.
Draft a [2]-page proposal for [client] about [project], based on /[notes]. Sections: their objective, our approach, timeline, investment (leave a placeholder), next steps. Tone: confident, plain English.
Attach or reference: Meeting notes or a discovery call summary.
Check before you use it: Scope and dates match what was actually agreed.
2. Report section
When to use: One section of a longer report.
Write the [Findings] section of a report on [topic] for [senior management], using /[data summary]. Use short paragraphs and one table. Flag anything the data does not support.
Attach or reference: A summary of your data or analysis.
Check before you use it: Every number traces back to the source.
3. Policy first draft
When to use: A new internal policy.
Draft a [remote working] policy for a [200]-person company in [India]. Include purpose, scope, rules, exceptions, responsibilities and review date. Use numbered clauses.
Attach or reference: An existing policy as a style reference.
Check before you use it: HR and legal review; local law details are your responsibility.
4. Standard operating procedure
When to use: Documenting a process.
Turn /[process notes] into a step-by-step SOP with a purpose line, roles, numbered steps, checks and what to do when something fails.
Attach or reference: Process notes or a recorded walkthrough transcript.
Check before you use it: Ask the person who does the job to test it.
5. Job description
When to use: Hiring for a role.
Write a job description for a [role] in [team]. Responsibilities, must-have and nice-to-have skills, and what success looks like after six months. Inclusive, jargon-free language.
Attach or reference: An earlier JD for a similar role.
Check before you use it: Salary, location and reporting lines are correct.
Rewrite and edit (6-10)
6. Rewrite for a new reader
When to use: Same content, different audience.
Rewrite this section for [a client with no technical background]. Keep all facts, replace jargon, and add one example.
Attach or reference: Select the section first.
Check before you use it: Nothing technical became wrong in the simplification.
7. Cut by half
When to use: A document that is too long.
Reduce this section to half its length. Keep the recommendation, the key numbers and any deadlines.
Attach or reference: Select the text.
Check before you use it: No deadline or condition was dropped.
8. Firmer tone
When to use: An email or letter that is too soft.
Make this firmer and more direct while staying polite. State clearly what we need and by when.
Attach or reference: Select the text.
Check before you use it: It still sounds like you, not a template.
9. Text to table
When to use: Comparisons buried in prose.
Turn this text into a table comparing [options] by [cost, timeline, risk, owner].
Attach or reference: Select the paragraph.
Check before you use it: Values landed in the right cells.
10. Plain-English pass
When to use: Legal or technical wording for staff.
Rewrite this clause in plain English for employees. Then list anything that might change its meaning.
Attach or reference: Select the clause.
Check before you use it: A lawyer or owner signs off the plain version.
Summarise and question (11-15)
11. Executive summary
When to use: A long report needs a front page.
Write a 150-word executive summary of this document: the main finding, why it matters, the recommendation and the decision needed.
Attach or reference: The open document.
Check before you use it: The summary does not claim more than the report.
12. Obligations and dates
When to use: Contracts and agreements.
List every obligation on [our company] in this document, with the clause number, deadline and any penalty.
Attach or reference: The open contract.
Check before you use it: Read each cited clause; never rely on the list alone.
13. Decisions needed
When to use: Board or committee papers.
What decisions does this paper ask the reader to make? List each with the options and the paper’s recommendation.
Attach or reference: The open paper.
Check before you use it: Options are fairly represented.
14. Questions a reader will ask
When to use: Before you send a document.
Read this as a sceptical [CFO]. What are the ten questions you would ask, and which ones does the document not answer?
Attach or reference: The open document.
Check before you use it: Answer the gaps in the document, not just in your head.
15. Compare two versions
When to use: Reviewing changes.
Compare this document with /[previous version]. Summarise what changed in substance, ignoring formatting.
Attach or reference: The earlier version.
Check before you use it: Use Word’s Compare feature for the authoritative redline.
Review and structure (16-20)
16. Structure check
When to use: A draft that feels messy.
Suggest a better structure for this document with headings and the order of sections. Explain each change in one line.
Attach or reference: The open draft.
Check before you use it: The new order matches how your reader will use it.
17. Gaps and weak arguments
When to use: Strengthening a proposal.
Where are the arguments in this proposal weakest? Suggest evidence or examples that would strengthen each point.
Attach or reference: The open proposal.
Check before you use it: Only add evidence you actually have.
18. Consistency
When to use: Many authors, one document.
Find inconsistent terms, spellings, number formats and tense in this document and list them by section.
Attach or reference: The open document.
Check before you use it: Choose house style, then apply it.
19. FAQ from a document
When to use: Explaining a change to staff or clients.
Create 10 frequently asked questions with short answers based only on this document.
Attach or reference: The policy or announcement.
Check before you use it: Answers do not invent rules the document lacks.
20. Checklist from a document
When to use: Turning guidance into action.
Turn this document into a checklist someone can follow, grouped by stage, with a tick box for each item.
Attach or reference: The open document.
Check before you use it: Mandatory steps are marked as mandatory.
Turn documents into other outputs (21-25)
21. Client email from a document
When to use: Sharing a document with a short note.
Write a short email to [client] introducing this document: the purpose, the three points they should read first, and the reply we need.
Attach or reference: The open document.
Check before you use it: Paste into Outlook and adjust the greeting and sign-off.
22. Meeting brief
When to use: Preparing for a meeting.
From /[document], write a one-page brief for a meeting with [person]: context, our position, likely objections and our responses.
Attach or reference: The relevant document.
Check before you use it: Objections reflect what you know about the person.
23. Training handout
When to use: Teaching from a long document.
Create a two-page handout for new joiners from this document: key ideas, a worked example and five self-check questions.
Attach or reference: The source document.
Check before you use it: Examples are realistic for your business.
24. Press or announcement draft
When to use: Public communication.
Draft a short internal announcement about [change], based on /[document]. Lead with what changes for readers and when.
Attach or reference: The decision document.
Check before you use it: Communications and legal approve before release.
25. Translate and adapt
When to use: Another language or market.
Translate this section into [Hindi / Arabic], keeping a formal business tone, then list any phrases that may not translate well.
Attach or reference: Select the section.
Check before you use it: A native speaker reviews it; quality is expected to be highest in English.
A statement of work from a call transcript, start to finish
In Hitesh’s sessions, participants bring a document they genuinely have to write that week. This composite example, with details changed, shows the pattern.
The real task
A consulting manager must send a statement of work by Friday. She has a 90-minute call transcript, last quarter’s statement of work for a different client and the rate card.
Draft from sources
In a new document from the company template: “Draft a statement of work for [client] based on /call-notes, using the structure and clause style of /previous-SOW. Scope, deliverables, assumptions, timeline, fees placeholder, acceptance.”
Interrogate the draft
She asks the chat pane: “Which items in this draft are not supported by the call notes?” Two assumptions turn out to be carried over from the old client. She deletes them.
Tighten the risky parts
She selects the acceptance clause and asks for a version with a clear sign-off period and a single named approver, then asks for the deliverables as a table with owners and dates.
Write the cover email
“Write a short email introducing this statement of work and the two decisions we need from the client.” She pastes it into Outlook and edits the greeting.
Keep the recipe
The three prompts go into her team’s prompt list. The next statement of work starts from the same recipe.
Why it works: Copilot drafted from her sources, then she used it as a reviewer to find what was not supported. Drafting is the obvious use; checking is the valuable one. Fees, legal terms and the final read stayed with her.
Copilot not showing in Word? Six reasons and what to do
Start at the top. Licences and accounts explain most cases.
| Symptom | Probable reason | Fix |
|---|---|---|
| No Copilot anywhere in Word | Label shows Copilot Chat (Basic), or you are not the owner of a home subscription | Ask IT for a Copilot licence; at home, sign in as the subscription owner |
| Copilot on one device, not another | Different account signed in, or licence not refreshed | Match the account under File → Account, select Update License, restart Word |
| Copilot was there, now gone | Someone cleared Enable Copilot on that device | File → Options → Copilot, tick Enable Copilot, restart |
| Missing on a company laptop | IT has turned off connected experiences that analyse content, or the app is on an older update channel | Raise it with IT; these are central settings |
| No summary on iPad | Document is under 200 words | Use a longer document, or read it yourself |
| Copilot ignores part of a long file | Per-prompt word limit | Ask about one section at a time, or summarise in stages |
Sources: What Copilot license do I have, Copilot in Word on mobile devices and Data, privacy and security for Microsoft Copilot, checked October 2026.
Accuracy, originality and confidentiality in Copilot for Word
Accuracy
- Microsoft’s own FAQ warns that suggestions can contain mistakes or misread facts
- Verify facts, numbers, citations, names and policy statements
- You decide what stays before anything is shared
Originality
- Output can resemble existing online content, or another user’s output for the same prompt
- Microsoft suggests Home → Editor → Similarity to check originality
- Add your own examples and judgement
Confidentiality at work
- Microsoft says prompts, responses and Microsoft Graph data are not used to train its foundation models
- Copilot only uses content you already have permission to open
- Encryption and sensitivity labels are respected; keep client work off personal accounts
Sources: Copilot in Word FAQ and Data, privacy and security for Microsoft Copilot, checked October 2026.
Copilot in Word or a chat assistant? If the document lives in Word and its sources live in OneDrive or SharePoint, Copilot in Word saves the copy-paste and keeps your formatting. For open-ended thinking before you write, a general assistant such as ChatGPT or Claude can be just as useful; many teams use both. What matters more than the tool is the habit: brief well, ground it in your files, and check the output.
Who wrote this guide
This guide is by Hitesh Motwani, an AI trainer and the author of Generative AI 360°. He has trained 200,000+ professionals across 16+ countries, his corporate clients include Google, Microsoft and Tata Group, and he runs leadership-focused AI training for founders and CXOs.
Every step, limit and licence detail here was checked on Microsoft’s support, Learn and pricing pages in October 2026, with links beside each section. Where Microsoft says a feature is still rolling out, we say so. The worked example is a composite of exercises from Hitesh’s sessions, with details changed.
His sessions are hands-on: people use Copilot on their own documents and leave with prompts and workflows they use the next morning.
Copilot in Word: your questions answered
How do I use Copilot in Word?
In Word for Microsoft 365, select the Copilot icon at the bottom right. Describe what to write and type / to reference a file, select text to rewrite it, or ask the chat pane to summarise or answer questions about the document.
Is Copilot in Word free?
No. Home users need Microsoft 365 Personal, Family or Premium (the subscription owner gets it). At work, a Copilot Chat (Basic) label means no Copilot in Word; the Microsoft Copilot Business add-on is listed at US$21 per user per month on annual billing.
Why is Copilot not showing in Word?
Most often the licence or the signed-in account. Check the label at m365.cloud.microsoft, match the account under File → Account and select Update License, then check that Enable Copilot is ticked under File → Options → Copilot. On work laptops, IT policies can also hide it.
How do I enable Copilot in Word?
At work, your admin assigns the licence. At home, sign in with the subscription owner’s account. If it was switched off, tick Enable Copilot under File → Options → Copilot and restart Word.
Can Copilot summarise a Word document?
Yes. Open the chat pane and type Summarize this document. The summary includes references you can select to jump to the source text. On iPad, the document needs at least 200 words.
Can Copilot in Word use other files?
Yes. Type / in the Copilot box and pick a file to base the draft on it. On iPad, Microsoft says you can reference up to three files.
Does Copilot work in Word for Mac and Word online?
Yes. Microsoft lists Word for Microsoft 365 for Mac and Word for the web, as well as Windows and iPad. Some features roll out to each platform at different times.
Can I choose the AI model in Copilot for Word?
Yes, on eligible premium subscriptions, including models such as Claude Sonnet and Claude Opus. Others choose Auto, Instant or Think deeper.
Can Copilot turn text into a table in Word?
Yes. Select the text and ask Copilot to turn it into a table; Microsoft calls this visualising as a table.
How do I turn off Copilot in Word?
With a personal account: File → Options → Copilot, clear Enable Copilot, restart (on Mac, Word → Preferences → Authoring and Proofing Tools → Copilot). Work accounts are controlled by IT.
Is Copilot in Word accurate?
It is fluent, not infallible. Microsoft warns that suggestions can contain mistakes, so verify facts, numbers, names and citations. Use Editor’s Similarity check for originality.
Is my data safe with Copilot in Word?
On work accounts, Microsoft says prompts, responses and data accessed through Microsoft Graph are not used to train its foundation models, and Copilot only uses content you can already access. Follow your organisation’s AI policy.
How can my team learn Copilot in Word properly?
Practise on real documents and share prompts that work. For a team, a hands-on session is quickest: see Microsoft Copilot training in India, Copilot training in Dubai or our list of Copilot courses.
Keep going with Copilot
- Microsoft Copilot training in IndiaHands-on, for teams
- Copilot training in DubaiRole-based labs for UAE teams
- How to use Copilot in ExcelModes, fixes and 25 prompts
- How to use Copilot in OutlookDrafts, summaries and coaching
- How to use Copilot in TeamsMeetings, recap and Facilitator
- How to use Copilot in PowerPointDecks from a prompt or a Word file
- Best Microsoft Copilot coursesMicrosoft Learn paths and certifications
- How to use ChatGPT ProjectsKeep files and chats together
- AI learning pathWhat to learn next
Copilot writes the first draft. Practice makes it useful.
Teams get value from Copilot in Word when they use it on the documents they actually write. Hitesh runs hands-on Copilot sessions on your team’s own proposals, reports and policies, live online or at your office.
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