Microsoft License Options for AI

The purpose of this document is to provide the following information:

Outline the process for requesting an elevated license

Provide an overview of the different types of licensing available for Microsoft AI technologies

Outline the associated costs for each option

The document is intended to aid users in selecting the right technology for their needs.

Note the following document has been generated using AI technologies.

Process for requesting a license

The process for requesting a license is as follows:

Determine your needs & type of license you need

Ensure you have a clear business justification

Complete Fresh Service request form here: REQUEST FORM

The form above will request approval from your manager/supervisor.

IT team will review the request and provision the license. Please note that it can take several days for it to be fully integrated and working within your system. This is normal and standard for these Microsoft products.

Your ticket will be closed once the request has been completed.

Microsoft Teams Premium vs Co-Pilot

There are noticeable differences between the features and functionality available between Microsoft Teams Premium and Co-Pilot so understanding the problem(s) you are trying to solve is important for selecting the correct one.

Before requesting an upgraded license, please ask yourself the following questions to gain a better understanding of your needs. Business justification for the license, approved by your leader is required as part of the request process.

Do I lead or facilitate a lot of meetings? (If yes, Team Premium may be the choice)

Am I responsible for sending out action items or following up on tasks? (If yes, Teams Premium may be the choice)

Am I responsible for sending out meeting summaries, recording decisions made, etc? (If yes, Team Premium may be the choice)

Are you asked to synthesize information across multiple sources, files, etc on a regular basis? (If yes, Co-Pilot may be the choice)

Are you asked the same types of materials on a regular basis (documents, reports, briefs, communications, presentations, etc)? (If yes, Co-Pilot may be the choice)

Do you handle or review sensitive material on a regular basis? (If yes, please review Appendix A User responsibilities for Co-Pilot)

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Microsoft Teams Premium

Microsoft Co-Pilot

Costs (~CAD)

$5.40/user/month = $64.80/year

$40.70/user/month = $488.40/year

Intelligent Recap features (i.e. Meeting recap)

Proactive vs interactive, automatically generates summaries key points, identifies potential action items & decisions

Creates personalized highlights for each meeting participant based on their role and interactions, such as mentions of name, questions directed at them or feedback they provided

Allows for task integration with other MS Apps such as Planner and To-Do allowing users to manage tasks and follow up directly from the meeting recap

Search for specific keywords in meeting notes, jump to corresponding parts of the recording

Interactive vs proactive, responds to user prompts, provides real-time assistance

In-meeting features such as real-time summarization of meetings and interactive suggestions

Users can ask interactive questions such as “What did John say about the budget?” and receive direct answers based on the meeting transcript and notes

Personalization features such as tailoring responses based on user preference, roles, and specific instruction as to what is important to them

Please keep in mind that there is no formal training program provided by LAA to use these products. You are encouraged to go directly to Microsoft’s website: Microsoft Learn: Build skills that open doors in your career if they are looking for specifics or how-to’s on any of the products.

Appendix A: How does Co-Pilot work?

Microsoft Co-Pilot leverages advanced AI models and machine learning to understand and process user inputs. By integrating seamlessly into Microsoft’s suite of productivity tools, it provides contextual assistance based on the specific application and task at hand.

For example:

In Word: Co-Pilot can help generate a draft based on a few bullet points or suggest improvements to a written document.

In Excel: It can automate data entry, create complex formulas, and generate visualizations.

In Outlook: It can draft responses to emails and help organize your inbox.

In Teams: It can summarize meetings and suggest action items.

What are my responsibilities as a user?

As a licensed user of Co-Pilot, you bare the responsibility for using this sophisticated tool. Please keep in mind that failure to use the tool responsibly could result in loss of license or in extreme cases, could result in disciplinary action, up to and including termination.

Data Security & Privacy

Do not share sensitive information or documentation with Co-Pilot. Examples may include but are not limited to; payroll information, client information, client case information, etc.

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Copilot 365 Enterprise will expose new features within the Edge Browser.

IMPORTANT: If the “Web” option is selected, then the question and the response may be sent over, and contain, publicly available Internet content.

If the “Work” option is selected, then the responses will contain information that is available from within the LAA cloud environment.

Adhere to LAA policies and industry regulations on data protection.

Be cautious about the types of data entered into Co-Pilot. Co-Pilot does not provide or change access to data, but it can make locating data much easier.

Co-Pilot could surface potentially confidential documents that users have access to but were previously unaware of such as documents stored of overly permissive SharePoint sites.

Content Accuracy and Integrity

Please ensure you review, edit and verify the accuracy of Co-Pilot-generated content.

The responsibility to edit and correct errors or inaccuracies in the AI's output lies with the user.

Ethical Use & Transparency

Monitor AI output for biases and ensure ethical use of Co-Pilot.

Inform stakeholders when AI-generated content is used, especially in customer-facing materials.

Ensure that there is a clear disclaimer on any content created with the use of Co-Pilot technology.

Provide constructive feedback to improve the tool’s performance

Appendix B: Key Features of Co-Pilot

Microsoft Co-Pilot offers numerous features and is constantly enhancing this tool. Below are several of the features available to users.

Writing Assistance: Co-Pilot helps draft emails, reports, and other documents by generating text based on prompts. It can also suggest edits to improve clarity and style.

Data Analysis: In Excel, Co-Pilot can analyze data, generate charts, and provide insights, making it easier to interpret complex information.

Email Management: Co-Pilot can help prioritize and draft responses to emails, saving time and ensuring important messages are addressed promptly.

Meeting Summaries: In Teams, Co-Pilot can generate summaries of meetings, highlighting key points and action items for easy follow-up.

Real-Time Suggestions: Co-Pilot provides real-time suggestions and feedback in collaborative documents, helping teams work more efficiently together.

Task Management: It can assist in creating and managing to-do lists and project plans, ensuring that all team members are on the same page.

Appendix C: Tips for a better Co-Pilot experience

Below are some tips for using Co-Pilot:

Familiarize yourself with what Co-Pilot can and cannot do. Knowing its strengths and limitations will help you use it more effectively.

Provide clear and specific prompts to get the most relevant and accurate outputs. The more context you give, the better the AI can assist you. (Please see the Copilot Prompting Guide (Appendix D) for tips, tricks, and best practices when it comes to the Art and Science of Prompting.)

Make use of available templates and functions within Co-Pilot to save time on routine tasks. These can provide a quick starting point for various tasks.

Regularly review and fine-tune the outputs. Providing feedback helps improve the AI's future performance and makes it more aligned with your needs.

Integrate Co-Pilot with other Microsoft tools like Excel, Teams, and Outlook for a seamless workflow. This can enhance productivity by automating and streamlining tasks across applications. There is nothing required of the user, but please be aware that it can take several days from the license being assigned, to a fully working product.

Leverage Co-Pilot for initial drafts and brainstorming sessions. It can help generate ideas and content quickly, which you can then refine and edit.

Continuously monitor the outputs generated by Co-Pilot for accuracy and relevance. Regular evaluation ensures that the tool is providing valuable assistance.

Appendix D: Co-Pilot Prompting Guide

The best source of information for Co-Pilot is directly from Microsoft’s website. As this is a new product it is constantly evolving and features are being introduced. Microsoft also offers numerous training videos and references.

They can be found here: Introduction to Copilot for Microsoft 365 - Training | Microsoft Learn

Prompts are how you ask Microsoft 365 Copilot to do something for you, like creating, summarizing or editing. Think about Prompting like having a conversation, use plain but clear language, and provide context like you would with an assistant.

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