How Microsoft Copilot Can Help Administrative Staff

Copilot can minimize time spent managing inboxes and writing messages.

• Draft professional emails from short prompts (e.g., “Write a polite follow-up to a vendor about an overdue invoice”)
• Summarize long email threads into key points
• Rewrite emails to be more formal, concise, or friendly
• Identify action items and deadlines from emails
• Create meeting invitations from email content
• Translate emails into other languages (for international communication)

Copilot can help manage complex schedules and coordination.

• Find optimal meeting times across multiple calendars
• Draft meeting agendas based on meeting purpose
• Automatically create calendar invites from emails or notes
• Reschedule meetings and notify attendees with a summary
• Identify scheduling conflicts and availability gaps
• Summarize the week’s meetings and priorities

Copilot can supports before, during and after meetings.

• Generate meeting agendas from past discussions or emails
• Take meeting notes automatically in Teams
• Summarize meetings and highlight decisions made
• Extract action items and assign follow-ups
• Create recap emails after meetings
• Turn meeting notes into task lists or documents

Copilot can help track responsibilities and deadlines.

• Generate to do lists from emails or meeting notes
• Prioritize tasks based on deadlines
• Summarize daily or weekly workloads
• Create follow-up reminders
• Identify overdue tasks and next steps

Administrators often prepare summaries and reports—Copilot can speeds this up.

• Create departmental summaries from raw data
• Draft monthly or weekly activity reports
• Generate charts and tables from Excel data
• Turn data into plain-language explanations
• Reformat reports for different audiences (leadership vs staff)

Copilot can help locate and reuse organizational knowledge.

• Find files across SharePoint, OneDrive and Teams
• Summarize policies, procedures or manuals
• Answer questions based on internal documents
• Compare versions of documents
• Create FAQs from internal materials

Copilot can be useful for routine office and support tasks.

• Draft standard operating procedures (SOPs)
• Create checklists for onboarding, events, or deadlines
• Generate templates for forms and workflows
• Prepare vendor communications
• Draft responses to common inquiries

Copilot can assist with service-driven tasks.

• Draft responses to common customer or employee questions
• Create knowledge base articles
• Summarize support tickets or issues
• Suggest next steps based on past cases
• Maintain consistent messaging across responses

Copilot can be great for helping new staff get up to speed.

• Create onboarding guides and welcome documents
• Summarize role responsibilities
• Generate training materials and quick-reference guides
• Answer “how-to” questions about tools and processes

Copilot can act as a second set of eyes.

• Check documents for clarity and professionalism
• Flag missing information
• Ensure consistent terminology
• Help format documents to meet standards
• Review content against internal guidelines (where configured)