How to use Microsoft’s AI apps: Copilot Chat vs. Microsoft 365 Copilot

If you use Microsoft tools at the University of Iowa, you may have noticed Copilot appearing more often. An icon shows up in Outlook, Word, or Teams. A chat panel opens. A colleague mentions they're using Copilot.

It's reasonable to wonder what that actually means.

At Iowa, "Copilot" can refer to two different tools, and they do very different things. Understanding which Copilot experience you're seeing is key to knowing what to expect and what not to assume.

Copilot Chat vs. Microsoft 365 Copilot

At Iowa, Microsoft Copilot Chat is available to all faculty, staff, and students. It's the chat-based experience commonly used for drafting, rewriting, summarizing, and brainstorming.

Copilot Chat works by responding to what you ask in the chat. It uses the information you paste, type, or explicitly share as context for its responses. It's designed for general writing and thinking tasks, rather than working directly inside files or systems.

Microsoft 365 Copilot, by contrast, is a separately licensed, elevated experience. It works directly inside Microsoft apps such as Outlook, Word, PowerPoint, Teams, and OneDrive, where it can reference content you have access to and assist with in-app tasks.

Because both tools use the name Copilot, it's easy to assume they behave the same way. They don't. Seeing a Copilot icon doesn't tell you which Copilot experience you have access to. What Copilot can do depends on which experience you're using, your license, and what's enabled for your account.

Why Copilot seems to be 'everywhere'

Microsoft has begun surfacing Copilot more visibly across its apps, including showing Copilot-related features even when only Copilot Chat is available. That visibility can make it feel like new capabilities are automatically available.

A few clarifications to help set expectations:

• Seeing a Copilot logo does not guarantee you can use Copilot features inside that app.
• Icons and placement do not change your Copilot access.
• What you can do depends on licensing and account configuration, not where the icon appears.

In short, seeing Copilot appear in an app does not mean you have access to additional Copilot features.

Common questions we're hearing

As Copilot becomes more noticeable, a few questions come up frequently.

Can I turn Copilot off if I don't want to use it?
At this time, there may not be a way to fully remove Copilot from Microsoft apps. You are not required to use it, but you may continue to see it appear.

Why does Copilot show up if I can't use it?
Microsoft is integrating Copilot broadly into its interface. That design choice does not change which Copilot experiences you're licensed for at Iowa.

If I use Copilot Chat, does it see everything in my apps?
No. Copilot Chat does not automatically have access to content in Outlook, Word, Teams, or other Microsoft apps. In general, Copilot Chat only sees what you paste, type, or explicitly share in the chat.

What's useful to remember

A simple way to keep things clear:

• Copilot Chat and Microsoft 365 Copilot are different tools with different access and capabilities.
• Copilot Chat is available campus-wide for general writing and thinking tasks.
• Microsoft 365 Copilot is licensed separately and enables deeper in-app functionality.
• Icons and placement don't change access or expectations.
• Regardless of which Copilot experience you're using, responsibility for review, accuracy, and appropriateness stays with the user.

Where to get clarity

If you have questions about which Copilot experience you're seeing, what access you have, or how Copilot fits into your work at Iowa, the ITS can help provide context and point you to the right resources. You can also subscribe to the AI at Iowa newsletter for ongoing updates and guidance.