How to Use Copilot in PowerPoint (2026): Steps, Fixes and 25 Prompts
Quick answer: open PowerPoint for Microsoft 365 on Windows, Mac or iPad, select the Copilot icon in the bottom-right corner, and describe the deck you want: topic, audience, number of slides and tone. To build slides from a document, type / in the prompt box and pick a Word file (work accounts can also pick a PDF). Copilot may ask a few clarifying questions, then builds the slides on your template. You still own the result: check every number, name and claim before you present. If the button is missing, the usual cause is your licence, not your laptop.
- ✓Step-by-step: new deck, deck from a Word file, editing, speaker notes · based on Microsoft’s own help pages
- ✓25 copy-ready prompts with what to attach and what to check · grouped by task
- ✓Why Copilot is missing and how to fix it · licence labels explained
Rolling out Copilot to a team? Hands-on sessions where people build their own decks with Copilot, live online or at your office. Send an enquiry · Book a free call
Compiled by an AI trainer whose clients include teams at companies like these
What Copilot in PowerPoint can do, and where to find each feature
Copilot in PowerPoint is one assistant with several jobs. It drafts a first deck, converts a document into slides, rewrites and reorganises an existing deck, adds speaker notes and answers questions about a presentation. Here is where each job starts, based on Microsoft’s help pages as they stood in October 2026.
| What you want | How to start it | Where it works | Worth knowing |
|---|---|---|---|
| Build a new deck from a prompt | Copilot icon, bottom-right → describe the deck | Windows, Mac, iPad | Copilot may ask a few clarifying questions |
| Turn a Word file or PDF into slides | Type / in the prompt box and pick the file | Windows, Mac, iPad | One file at a time; PDF needs a work licence |
| Edit an existing deck | Open the deck, then ask Copilot in the chat pane | Windows, Mac, iPad | .ppt or .pptx files, online |
| Write speaker notes | View tab → Notes drop-down | PowerPoint for Microsoft 365 | All slides or the current slide; works best under 50 slides |
| Stay on brand | Pick a Brand Kit under Select brand, or start from your template | Where your organisation has set one up | Or start from your template |
| Catch up on a deck on your phone | Open a shared deck → Get Summary from Copilot | iPhone, Android | Summary, key slides and Q&A only |
Microsoft has renamed Microsoft 365 Copilot to Microsoft Copilot; some screens still show the old name. Menus move between monthly updates, so if a button sits elsewhere on your screen, look for the Copilot icon first.
Do you have Copilot in PowerPoint? Check your licence first
Most “Copilot is not showing” problems are licence problems.
Work or school account
- Sign in at m365.cloud.microsoft and scroll to the bottom of the home page
- The label under your name tells you what you have (table below)
- IT assigns licences; you cannot switch one on yourself
Personal Microsoft account
- Microsoft 365 Personal, Family and Premium include Copilot in the desktop apps
- On Family and Premium, only the subscription owner gets Copilot in the apps
- Usage draws on monthly AI credits that vary by plan
| Label under your name (work or school account) | What it means in PowerPoint |
|---|---|
| Copilot Chat (Basic) | No Microsoft 365 Copilot add-on licence and no Copilot inside PowerPoint, Word, Excel or OneNote. You can still use Copilot Chat on the web. |
| M365 Copilot (Basic) | No add-on licence, but standard access to Copilot inside the apps. |
| M365 Copilot (Premium) | The add-on licence, with priority access to the full Copilot experience in PowerPoint and the other apps. |
Business pricing (US list prices, checked October 2026): Microsoft lists Microsoft 365 Copilot Business as an add-on at US$21 per user per month on annual billing, with a promotional US$18 for the first year for eligible existing business customers until 31 December 2026. Local prices differ.
Sources: What Copilot license do I have, AI credits and limits for Microsoft 365 subscriptions and Microsoft Copilot pricing, checked October 2026.
How to create a presentation with Copilot in PowerPoint
Based on Microsoft’s article on creating a presentation with Copilot (updated October 2026), for PowerPoint for Microsoft 365 on Windows, Mac and iPad.
Open a new presentation
Start blank, or open your organisation’s template; Copilot builds on the template you start from.
Select the Copilot icon
It sits in the bottom-right corner of the PowerPoint window and opens Copilot in a chat pane on the right.
Leave the model on Auto
A model selector may appear. Auto is a sensible default.
Pick a Brand Kit if asked
If your organisation requires one, choose it under Select brand. If you see no Brand Kit option, skip this step.
Describe the deck
Say who it is for, what decision or message it supports, how many slides you want, the tone and any must-have sections.
Answer or skip the questions
Copilot may ask about audience, length, template or design direction and imagery. Answering them usually means less rework.
Let Copilot build, then review
Copilot gathers context, writes the content and lays it out on your template. Read every slide as if a colleague wrote it.
Refine in the chat pane
Ask for changes in plain language: “merge slides 4 and 5”, “make slide 2 a three-column comparison”, “cut the text on every slide by a third”.
A prompt that works: “Create a 10-slide deck for our regional sales heads on why Q3 renewals fell in the West. Summary slide, three causes with evidence, what we will change, the help we need. Direct, no jargon.” Compare that with “make a presentation on sales”.
Source: Create a new presentation with Copilot in PowerPoint, Microsoft Support, checked October 2026.
How to turn a Word document or PDF into a PowerPoint with Copilot
Most decks already exist as a report, proposal or notes. Copilot reads the document and proposes slides; you steer and check.
How to do it
- Open a new presentation (ideally your template) and open Copilot
- Type / in the prompt box and choose the file; start typing its name if it is not listed
- Add what you want: “10 slides for the board, focus on risks and decisions”
- Only one file can be referenced at a time
Which files work
- Personal (home) accounts: a single Word file
- Work licence: Word or PDF, and encrypted files are included
- Word files work best under 24 MB
- The deck itself must be a .ppt or .pptx file
Prepare the document first
- Use Word heading styles. Copilot uses the structure to decide where one slide ends and the next begins
- Keep useful images in the document; Copilot tries to bring them across
Check the output
- Every figure against the source document
- Anything Copilot added that was not in the document
- Charts and tables, which usually need rebuilding from your data
Copilot limits how many words it processes per prompt, without one published number. For long reports, convert a chapter at a time, or summarise first with Copilot in Word.
Sources: Frequently asked questions about Copilot in PowerPoint and Create a new presentation with Copilot, checked October 2026.
How to edit an existing presentation with Copilot
Open the deck and Copilot, and ask for changes. Often more useful than starting from scratch, because the facts are already yours.
Add and restructure
- “Add a slide after slide 3 comparing the two vendor options”
- “Group these slides into sections with title slides”
- “Move the recommendation to the start”
Tighten the words
- “Shorten every bullet to under 12 words”
- “Rewrite slide 6 for a non-technical audience”
- “Turn the paragraph on slide 4 into three bullets and a takeaway”
Understand a deck fast
- “Summarise this presentation in five bullets”
- “What are the key slides?”
- “What questions is the CFO likely to ask?”
Images, voice and language
- Copilot can add licensed images or generate one from a slide’s content
- The microphone button takes spoken instructions
- Quality is expected to be highest in English
Source: Frequently asked questions about Copilot in PowerPoint, Microsoft Support, checked October 2026.
Speaker notes, brand templates and Copilot on your phone
Add speaker notes with Copilot
- Go to the View tab and open the Notes drop-down
- Choose notes for all slides or only the current slide
- Read them, then keep or discard
Microsoft says this works best on decks with fewer than 50 slides. Rewrite them in your own words before rehearsing. Source.
Keep Copilot on brand
- Start from your organisation’s template: Copilot keeps its theme and uses its layouts
- If your organisation uses a Brand Kit, pick it under Select brand; admins create and update kits with Manage kits and Publish Brand Kit
- Template owners can publish corporate templates to the Organization Asset Library
iPhone, Android, Mac and the web
- Windows, Mac and iPad: everything in this guide
- iPhone and Android: open a deck shared with you and tap Get Summary from Copilot; key slides and Q&A too
- Browser: Microsoft’s PowerPoint Copilot articles list Windows, Mac and iPad; no icon in the browser? Use the desktop app
Want your team building decks like this?
In Hitesh’s hands-on sessions people bring a real report or deck and leave with a finished draft and prompts they reuse. Tell us your team size, the decks you build most and your Microsoft 365 licences.
- Sales and account teams: pitch decks, QBRs and proposals from CRM notes
- Finance and operations: monthly reviews from Word and Excel reports
- L&D and HR: training decks and policy briefings
- Prefer to talk first? Book a free 30-minute call or WhatsApp Hitesh’s team
25 Copilot prompts for PowerPoint, with what to attach and what to check
Replace everything in [brackets]. Each prompt says when to use it, what to reference with / and the one thing to check before the deck leaves your laptop. The pattern behind all of them: goal + audience + source + structure + length + tone.
Create a new deck (prompts 1-5)
1. First draft from a brief
When to use: Topic and audience are clear; no slides yet.
Create a [8]-slide presentation for [audience] on [topic]. Goal: [the decision or action you want]. Structure: summary slide, [3] main points with one example each, next steps. Tone: [direct / warm / formal]. Keep each slide under [40] words.
Attach or reference: Nothing, or your template open first.
Check before you use it: The summary slide states the ask; examples are real, not filler.
2. Pitch deck for a client
When to use: First meeting or proposal.
Build a [10]-slide pitch for [client name] in [industry]. Their problem: [problem]. Our offer: [offer]. Cover their situation, our proposal, timeline, an investment slide with placeholders, and why us. No claims we cannot prove.
Attach or reference: Your proposal or capability document with /.
Check before you use it: Delete any statistic or client name Copilot invented.
3. Training session deck
When to use: Teaching a process to colleagues.
Create a [12]-slide training deck teaching [process] to [new joiners]. Include learning objectives, a step-by-step walkthrough, two common mistakes, a practice exercise and a recap quiz with answers in the notes.
Attach or reference: The SOP or process document.
Check before you use it: Steps that must happen in order are still in order.
4. Five-slide executive update
When to use: Leaders want the point.
Create a 5-slide update for [leadership team] on [project]. Slide 1: status in one line and the decision needed. Slides 2-4: progress, risks, options. Slide 5: the ask and the date we need it by.
Attach or reference: Status notes or the project tracker exported to Word.
Check before you use it: Is the decision on slide 1? Are the risks specific, with owners?
5. Event or webinar deck
When to use: An external talk.
Draft a [20]-minute talk deck for [audience] on [topic], about [12] slides. Open with a question or story, build to three ideas, close with one memorable action. Suggest an image idea for each slide.
Attach or reference: Your outline or an article you wrote.
Check before you use it: Rehearse with a timer; swap stock-feeling images for your own.
Build from your files (prompts 6-9)
6. Report to deck
When to use: A finished report needs slides.
Turn /[report name] into a [10]-slide presentation for [audience]. Keep the conclusions, the three most important figures and the recommendations. Leave out methodology except one slide.
Attach or reference: The Word report (or a PDF on a work licence).
Check before you use it: Every number against the report. Copilot may round or merge figures.
7. Proposal to pitch
When to use: A proposal needs a meeting version.
Create a pitch deck from /[proposal]. One idea per slide, plain language, a timeline slide and a slide listing what we need from the client.
Attach or reference: The proposal document.
Check before you use it: Commercial terms and dates exactly match the signed-off proposal.
8. Meeting notes to briefing
When to use: Messy notes, shareable output.
Using /[meeting notes], create a 6-slide briefing: decisions made, open questions, owners and dates, risks, next meeting agenda.
Attach or reference: Notes saved as a Word file.
Check before you use it: Owners and dates are right.
9. Policy to awareness session
When to use: A long policy, explained to staff.
From /[policy], build an 8-slide awareness deck for all employees: why it exists, what changes for you, three do’s, three don’ts, who to ask. Plain English.
Attach or reference: The policy document.
Check before you use it: HR or legal reviews the wording; simplification can change meaning.
Edit and restructure (prompts 10-14)
10. Cut the text
When to use: Slides are walls of text.
Rewrite every slide so it has a headline that states the point and no more than [3] bullets of under [12] words. Move the detail into the speaker notes.
Attach or reference: The open deck.
Check before you use it: The detail moved to the notes, not the bin.
11. Change the audience
When to use: Same content, different room.
Rewrite this presentation for [a non-technical / senior / customer] audience. Replace jargon, add one real-world example per section and make the ask explicit on the last slide.
Attach or reference: The open deck.
Check before you use it: Examples are accurate for your business, not generic.
12. Restructure the story
When to use: Facts but no flow.
Reorder these slides into situation, complication, resolution. Add section title slides and a one-slide summary at the start. Tell me which slides you would cut.
Attach or reference: The open deck.
Check before you use it: Read it aloud; it should sound like an argument.
13. Add a comparison slide
When to use: Options side by side.
Add a slide after slide [n] comparing [option A] and [option B] on cost, time, risk and effort, as a table with a one-line recommendation.
Attach or reference: The open deck, plus /[file] with the numbers if needed.
Check before you use it: Table values; Copilot fills gaps if it lacks data.
14. Consistency pass
When to use: Several authors, one deck.
Review this deck for inconsistent terms, capitalisation, number formats and tense. List the issues by slide, then fix them.
Attach or reference: The open deck.
Check before you use it: Accept fixes one by one; some “inconsistencies” are deliberate.
Design and visuals (prompts 15-17)
15. Image ideas
When to use: Visuals that fit the message.
Suggest one image for each slide that supports its main point, and add them to slides [2-6]. Prefer simple, realistic images over abstract ones.
Attach or reference: The open deck.
Check before you use it: Zoom in on generated images for odd hands, text or logos.
16. Agenda and section slides
When to use: A long deck needs signposting.
Add an agenda slide after the title and a section title slide before each main section, using the headings from this deck.
Attach or reference: The open deck.
Check before you use it: Agenda matches the final slide order after your edits.
17. Make data visual
When to use: Numbers buried in sentences.
Turn the figures on slide [n] into a simple table or chart-ready layout with a takeaway headline.
Attach or reference: The open deck.
Check before you use it: Rebuild charts from source data.
Notes and rehearsal (prompts 18-21)
18. Speaker notes
When to use: You know the slides, not the words.
Use the View tab → Notes to generate notes for all slides, then ask: Rewrite the notes for slide [n] in a conversational tone, about [60] seconds when spoken.
Attach or reference: The finished deck.
Check before you use it: Notes match what is on the slide; rewrite them in your voice.
19. Likely questions
When to use: Before a senior review.
List the ten toughest questions [the CFO / a sceptical client] could ask about this presentation, with a short, honest answer for each.
Attach or reference: The open deck.
Check before you use it: Answers rely on facts you actually have.
20. Shorten for time
When to use: Your slot just shrank.
I now have [10] minutes. Tell me which slides to keep, merge or move to an appendix, and why.
Attach or reference: The open deck.
Check before you use it: The ask and the evidence for it survive the cut.
21. Opening and close
When to use: The first and last minute.
Write three alternative opening lines and three closing lines for this presentation. Each under 25 words, no clichés.
Attach or reference: The open deck.
Check before you use it: Say it aloud; if it feels unnatural, it is.
Review and summarise (prompts 22-25)
22. Summarise a deck
When to use: Someone sent you 40 slides.
Summarise this presentation in five bullets: the main message, the evidence, the ask, the risks and what is missing.
Attach or reference: The deck shared with you (works on mobile too).
Check before you use it: Open the slides Copilot cites before you rely on the summary.
23. Find gaps
When to use: Before sending for approval.
What claims in this deck lack evidence, and which slides would confuse someone who missed the last meeting?
Attach or reference: The open deck.
Check before you use it: Treat it as a checklist, not a verdict.
24. Executive summary slide
When to use: A one-slide version.
Create a single summary slide for this deck: one headline, three supporting points, the decision needed and the date.
Attach or reference: The open deck.
Check before you use it: It stands alone if forwarded without the rest.
25. Follow-up email
When to use: After the presentation.
Draft a short follow-up email to [attendees] summarising this presentation, the decisions and the next steps with owners.
Attach or reference: The deck; then paste into Outlook.
Check before you use it: Names, dates and tone before sending.
A monthly review deck, built from a real Word report
The kind of exercise Hitesh runs in hands-on sessions, where people build with their own files, not demo files. A composite example, details changed.
Start from the real report
An operations manager has a 14-page monthly review in Word, with headings for each plant, a KPI table and a risks section. She opens the company template in PowerPoint and types: “Create a 10-slide monthly operations review for the leadership team from /Ops-Review-September. One slide per plant, a KPI summary, top three risks with owners, and decisions needed.”
Answer the questions
Copilot asks about audience and length. She replies: leadership, 15 minutes, data-first, minimal images.
Check what came across
She compares the KPI slide with the Word table and finds one figure rounded and one plant missing because its heading used a different style in Word. She fixes the style and asks Copilot to add the slide.
Make it say something
She asks: “Rewrite every slide headline so it states the conclusion, not the topic.” “Plant 2 output” becomes a sentence that states the change and its cause.
Prepare to present
She generates speaker notes for all slides, rewrites them in her own words and asks for the five toughest questions the COO could ask.
Save the prompt
The prompt goes into a shared note so next month’s review starts from the same structure. Most people skip this step.
What made it work: a structured source, the template opened first, a prompt naming audience and structure, and a human check of every number.
Copilot not showing in PowerPoint? Six common causes and fixes
Work through these in order. The first two cover most cases.
| Problem | Likely cause | What to do |
|---|---|---|
| No Copilot icon at all | Your label says Copilot Chat (Basic), or a home plan where you are not the subscription owner | Check the label at m365.cloud.microsoft; ask IT for a Microsoft 365 Copilot licence, or use the owner’s account at home |
| Icon missing on one PC only | Signed in with a different account, or the licence has not synced | Check the account under File → Account; use Update License there, then restart PowerPoint |
| Icon greyed out | File is not .ppt or .pptx, or no internet connection | Save as .pptx and check your connection |
| Missing on a managed work laptop | Older update channel, or privacy settings for connected experiences turned off by IT | Ask IT to check the Microsoft 365 Apps update channel and the “connected experiences that analyse your content” policy |
| Copilot ignores your Word file | File too large, or more than one file referenced | Reference one file, keep it under 24 MB, or convert one chapter at a time |
| PDF not offered as a source | PDFs as a source need a work (Microsoft 365 Copilot) licence | Save the content as a Word file, or use a work account |
On work devices, licences, update channels and privacy policies are set by IT. Sources: Microsoft’s PowerPoint Copilot FAQ and Data, privacy and security for Microsoft Copilot, checked October 2026.
Using Copilot safely with client and company data
Data and privacy at work
- Microsoft says prompts, responses and data accessed through Microsoft Graph are not used to train its foundation models
- Copilot only surfaces content you already have permission to view; fix over-shared folders first
- Sensitivity labels and encryption rights are honoured
When to skip Copilot
- Numbers you cannot check line by line
- Design-heavy work a designer does faster
- Anything your AI policy excludes
On a personal Microsoft account you can turn Copilot off in PowerPoint: on Windows, File → Options → Copilot and clear Enable Copilot; on a Mac, PowerPoint → Preferences → Authoring and Proofing Tools → Copilot. It applies to that app on that device only. Source, checked October 2026.
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.
The steps and limits in this guide were checked against Microsoft’s own support and Learn pages in October 2026, and each section links to its source. Where Microsoft’s pages disagree or features are still rolling out, we say so. The worked example is a composite of the exercises Hitesh runs with teams, with details changed.
Hitesh’s training is hands-on: people use Copilot on their own reports, decks and emails and leave with workflows they use the next morning.
Copilot in PowerPoint: questions people ask
How do I use Copilot in PowerPoint?
Open PowerPoint for Microsoft 365 on Windows, Mac or iPad, select the Copilot icon in the bottom-right corner and describe what you want: a new deck, changes to the open deck, speaker notes or a summary. To build from a document, type / and choose the file.
Is Copilot in PowerPoint free?
No. At home you need Microsoft 365 Personal, Family or Premium, and only the subscription owner gets Copilot in the apps. At work, the label Copilot Chat (Basic) means no Copilot in PowerPoint; your admin can assign a Copilot licence.
Why is Copilot not showing in PowerPoint?
Usually the licence: check the label under your name at m365.cloud.microsoft. Other causes are the wrong signed-in account, an unsynced licence (File → Account → Update License), a non-.pptx file, no internet, or IT policies.
How do I enable Copilot in PowerPoint?
At work, IT assigns the licence; then restart PowerPoint. At home, sign in with the subscription owner’s account. If you turned it off, tick Enable Copilot under File → Options → Copilot.
Can Copilot create a PowerPoint from a Word document?
Yes. In a new presentation, open Copilot, type / and pick the Word file, then describe the deck. Use Word heading styles, keep the file under 24 MB and reference one file at a time.
Can Copilot make a presentation from a PDF?
Yes, with a work Microsoft 365 Copilot licence, which also covers encrypted files. Personal accounts can use a single Word file instead.
Does Copilot in PowerPoint work on a Mac?
Yes, in PowerPoint for Microsoft 365 for Mac, as well as Windows and iPad. On iPhone and Android it is limited to summaries, key slides and questions about a shared deck.
Can I use Copilot in PowerPoint online?
Microsoft’s PowerPoint Copilot help pages list Windows, Mac and iPad. If you see no Copilot icon in the browser, open the file in the desktop app.
Can Copilot use my company template?
Yes. Start from your template and Copilot keeps its theme and layouts, or choose your Brand Kit under Select brand before prompting.
Can Copilot add speaker notes in PowerPoint?
Yes. View tab → Notes drop-down, then notes for all slides or the current slide. Microsoft says it works best under 50 slides.
Is it safe to use Copilot in PowerPoint with confidential data?
On work accounts Microsoft says prompts and responses are not used to train its foundation models, and Copilot shows only content you can already open. Follow your AI policy and keep client data off personal accounts.
What are the best Copilot prompts for PowerPoint?
Prompts that name the goal, audience, source file, structure, length and tone. The 25 prompts above each come with what to attach and what to check.
How do I get better at using Copilot in PowerPoint?
Practise on your own decks and save the prompts that work. For teams, see Copilot training for teams in India, Copilot training in Dubai or Copilot courses and certifications.
More Copilot guides
- Microsoft Copilot training in IndiaHands-on, for teams
- Microsoft 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 WordDraft, rewrite, summarise, 25 prompts
- Best Microsoft Copilot coursesMicrosoft Learn paths and certifications
- How to use ChatGPT ProjectsKeep files and chats together
- AI learning path for professionalsWhat to learn, in what order
Copilot drafts the deck. Your team makes it land.
If your organisation has Copilot licences but decks still take days, the gap is usually practice on real work, not features. Hitesh runs hands-on Copilot sessions built on your team’s own reports and presentations, live online or at your office.
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