Microsoft 365 Copilot vs Microsoft Copilot: What’s the Difference?

Microsoft 365 Copilot vs Microsoft Copilot: What’s the Difference?

Two Copilots, one name, and a lot of confusion. Here’s how to tell them apart and why it matters for your workflow.

By Rodger Mansfield, Technology Editor 

November 17, 2025

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If you’ve ever asked, “Wait, which Copilot am I using?” you’re not alone. 

Microsoft has launched multiple AI-powered assistants under the “Copilot” brand, and while they share a name, they serve very different roles. 

Here's a Cool Tip:  Microsoft 365 Copilot is inside Microsoft 365 apps.

Whether you're a business user, educator, or productivity enthusiast, understanding the difference between Microsoft 365 Copilot and Microsoft Copilot can save you time and headaches.

Feature Explanation

Microsoft 365 Copilot is embedded inside the Microsoft 365 suite: Word, Excel, PowerPoint, Outlook, Teams, and more. 

It’s designed to supercharge your productivity by helping you write, summarize, analyze, and create directly within these apps. 

Think of it as your AI-powered colleague who knows your documents, emails, meetings, and calendar.

Microsoft Copilot (without the “365”) is the broader assistant built into Windows 11, Bing, Edge, and other Microsoft services. 

It’s your general-purpose AI companion for web search, troubleshooting, creative tasks, and system-level help. 

It can answer questions, generate images, summarize web pages, and even help with coding, but it doesn’t have access to your Microsoft 365 content unless you explicitly connect it.

In short:

• Microsoft 365 Copilot  = AI inside your Office apps.
• Microsoft Copilot  = AI across your device and browser.

What You’ll Gain

• Clarity: Know which Copilot to use for which task. 
• Efficiency: Use Microsoft 365 Copilot for deep document work. 
• Versatility: Use Microsoft Copilot for web, system, and creative tasks. 
• Control: Understand what data each Copilot can access.

Step-by-Step Instructions

Here's how to do it.

Microsoft Web/Desktop

Microsoft 365 Copilot:

1. Open Word, Excel, or PowerPoint (Microsoft 365 subscription required).
2. Look for the Copilot icon in the ribbon or sidebar.  Or use the Microsoft 365 App for Windows, click HERE.
3. Click and type your prompt (e.g., “Summarize this document”).

fig. 1 - Use Microsoft 365 Copilot Inside Apps

Microsoft Copilot:

1. On Windows 11, press Windows + C or click the Copilot icon on the taskbar or go to copilot.microsoft.com. Need Copilot for Windows?  Click HERE.
2. Type or speak your request (e.g., “What’s the weather in Tokyo?”).
3. Use Edge for web-based Copilot features like summarizing pages or generating images.

fig. 2 - Use Microsoft Copilot Across Devices

iOS

Microsoft 365 Copilot:

1. Open the Microsoft 365 mobile app (Word, Excel, etc.).
2. Or use the Microsoft 365 Copilot App.
3. Tap the Copilot icon if available.
4. Use prompts like “Create a summary slide.”

Microsoft Copilot:

1. Use the Microsoft Copilot app or Edge browser.
2. Tap the microphone or keyboard to ask questions or generate content.

Android

Microsoft 365 Copilot:

1. Open the relevant Microsoft 365 app (Word, Excel, etc.).
2. Or use the Microsoft 365 Copilot App.
3. Tap the Copilot icon.
4. Try prompts like “Draft a reply to this email.”

Microsoft Copilot:

1. Use the Copilot app or Edge browser.
2. Ask questions, generate images, or get help with tasks.

Pros and Cons

Microsoft 365 Copilot

Pros

• Deep integration with your documents and calendar.
• Context-aware writing and summarizing.

Cons

• Requires Microsoft 365 subscription.
• Limited to supported apps and enterprise rollout.

Microsoft Copilot

Pros

• Free and widely available 
• Great for general questions, creativity, and system help 

Cons

• Doesn’t access your Microsoft 365 content unless connected. 
• Less useful for document-specific tasks.

Feature Access

Microsoft 365 Copilot:

• Requires Microsoft 365 subscription.
• Region availability varies; check Microsoft roadmap.
• Pricing:  Personal - Business

Microsoft Copilot:

• Available free in Windows 11.
• Also available in Edge and Bing.
• No subscription required.

Score

Criterion  |  Score (0–10)  |  Justification

Value 9

Microsoft 365 Copilot offers deep productivity gains for paid users. Microsoft Copilot is free and versatile.

Usability 8

Both are intuitive, but Microsoft 365 Copilot requires app familiarity and subscription setup.

Wow Factor 9

The AI-powered document editing and summarization in Microsoft 365 Copilot is impressive.

Total: 26/30 🌟 Excellent

Microsoft’s dual Copilot strategy delivers powerful AI tools for both general and professional use.

Key Takeaways

Microsoft 365 Copilot is your in-app productivity partner, while Microsoft Copilot is your system-wide assistant. 

Knowing which to use, and when, can dramatically improve your workflow.

Cool Tip Snapshot

Feature Name: Microsoft 365 Copilot vs Microsoft Copilot.

Platform(s): Windows 11, iOS, Android, Web.

Quick Benefit: Choose the right Copilot for the right task.

Access Type: Microsoft 365 Copilot (Subscription), Microsoft Copilot (Free).

Try It Yourself

Open Word or Excel and try asking Microsoft 365 Copilot to summarize your latest document. 

Then launch Microsoft Copilot from your taskbar and ask it to generate a packing list for your next trip. 

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READ MORE

• How to Use Copilot in Microsoft 365 Word to Create and Edit Documents More Efficiently
  
• Create Like a Pro with Copilot in Outlook
  
• Master Excel Formulas with Copilot’s ‘Explain this Formula’

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Copilot on Windows Can Now Export Office Docs

Copilot on Windows Can Now Export Office Docs

Create Word, Excel, PowerPoint, or PDF files right from your desktop using a simple prompt.

By Rodger Mansfield, Technology Editor 

November 10, 2025

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Need to draft a document but don’t want to open Word or Excel? 

Here's a Cool Tip:  Use Copilot for Windows to Export Office Docs.

With the latest update to Copilot on Windows, you can now generate full Office files using plain language, all without launching a single app.

This new feature is built for speed and simplicity.

Feature Explanation

Microsoft has added a new export option to the Copilot app on Windows 11. 

When you type a prompt like “Create a budget spreadsheet for Q4,” Copilot generates a response. 

If the response is long enough, typically around 600 characters or more, you’ll see an export button. 

From there, you can save the content as a Word, Excel, PowerPoint, or PDF file.

This feature is only available in the Windows Copilot app (version 1.25095.161.0 or newer). 

It does not work in the web version of Copilot and you’ll need a Microsoft 365 subscription to use it.

What You’ll Gain

• Quick file creation: Generate and save documents in Word, Excel, PowerPoint, or PDF.
• No formatting required: Just describe what you need in plain language.
• One-click export: Save locally or to OneDrive without opening Office apps.

Step-by-Step Instructions

Here's how to do it.

Downloading the Copilot App for Windows (if not installed already).

1. Open the Microsoft Store on your Windows 11 device.
2. Search for “Copilot”.
3. Select Microsoft Copilot from the results.
4. Click Install.
5. Once installed, launch Copilot from the taskbar or press Win + C.

Using the Export Feature

1. Open Copilot from the taskbar or shortcut.
2. Type a prompt like “Create a one-page summary of our Q3 sales”.
3. Review the generated content.
4. If the response is long enough, click the export icon.
5. Choose Word, Excel, PowerPoint, or PDF.
6. Save the file or open it in the matching Office app.

fig. 1 - Export to Word, PDF, Excel and PowerPoint from Copilot

Pros and Cons

Pros

• Fast document creation for common tasks.
• No need to open Word, Excel, or PowerPoint.
• Supports multiple formats including PDF.

Cons

• Only works in the Windows Copilot app.
• Requires Microsoft 365.
• Export button only appears for longer responses.

Feature Access

• This feature is currently rolling out to Windows 11 users with Copilot app version 1.25095.161.0 or newer.
• Requires a Microsoft 365 subscription.
• Not available on the web, mobile, or older Windows versions.
• Export button appears only for longer responses.

Score

Criterion | Score (0–10)  |  Justification

Value 8

Saves time and simplifies file creation for Office users.

Usability 7

Easy to use, but limited to longer responses and Windows only.

Wow Factor 8

Turning a prompt into a ready-to-save file is genuinely useful.

Total: 23/30 Tier: 👍 Good.

A practical upgrade for Windows users who rely on Office, though not yet available everywhere.

Key Takeaways

Copilot’s new export feature lets Windows users create and save Office files from a simple prompt. 

It’s fast, intuitive, and ideal for quick drafts. 

Just keep in mind it only works in the Windows Copilot app.

Cool Tip Snapshot

• Feature Name: Copilot Document Export
• Platform(s): Windows 11 (Copilot app only)
• Quick Benefit: Create and save Word, Excel, PowerPoint, or PDF files from a prompt
• Access Type: Subscription (Microsoft 365), Rolling Out

Try It Yourself

Download the Copilot app from the Microsoft Store, open it, and ask it to “create a weekly planner in Excel.” 

If the response is long enough, export it with one click. 

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READ MORE

• Meet Mico: Microsoft’s Visual Sidekick That’s Changing How You Use AI
  
• One-Click Proofreading in Word for the Web with Microsoft 365 Copilot
  
• Remix, Reuse, Reimagine: How Microsoft’s Copilot Creator Gallery Unlocks AI Image Creativity
  
• MORE Copilot Cool Tips

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How to Instantly Edit Data Label Text in Excel for the Web

How to Instantly Edit Data Label Text in Excel for the Web

Now you can edit chart data labels directly in Excel for the web with no desktop detour required. This crucial update makes your visual storytelling faster, cleaner, and more intuitive.

By Rodger Mansfield, Technology Editor

November 3, 2025

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How often have you found yourself squinting at an Excel chart, trying to extract relevant details from a jumble of garishly colored bars or columns? 

You’re not alone. 

Here's a Cool Tip: Edit Label Text in Excel for the Web.

Until recently, editing data labels in Excel for the web meant switching platforms or settling for generic values. 

But now, Microsoft has quietly rolled out a deceptively powerful update that lets you edit data label text directly in the browser. 

No downloads or workarounds. 

Just clean, contextual labeling, right where you need it.

One-Click Proofreading in Word for the Web with Microsoft 365 Copilot

One-Click Proofreading in Word for the Web with Microsoft 365 Copilot

Tired of chasing red underlines? Microsoft 365 Copilot now lets you fix all spelling and grammar issues in Word for the web instantly, saving time and sanity.

By Rodger Mansfield, Technology Editor

October 6, 2025

Is Your Document Still Stuck in Red Squiggle Hell?

You’ve written a report, proposal, or lesson plan. 

It’s solid. 

But now comes the slog; clicking through every spelling and grammar suggestion one by one. 

Here's a Cool Tip:  Use the Fix Spelling and Grammar feature in Word for the Web.

Microsoft’s Red Gets a Makeover. Here’s Why It Matters for Accessibility

Microsoft’s Red Gets a Makeover. Here’s Why It Matters for Accessibility

Microsoft 365 quietly updated its standard red font color to improve readability and meet accessibility standards. This small change makes a big difference, and you can apply it manually too.

By Rodger Mansfield, Technology Editor

September 29, 2025

Ever struggled to read red text on a white slide? 

You’re not the only one. 

For years, Microsoft’s default red, used to emphasize, alert, and annotate, has been visually loud but not always legible. 

Especially for folks with low vision or color sensitivity, that bright red could be more of a barrier than a beacon. 

Here's a Cool Tip:  Microsoft Has Adjusted the Default Red in Microsoft 365 Apps.

It’s a subtle shift, but it speaks to a broader push for inclusive design.

Microsoft Word Just Got Smarter: Dynamic Document Snapshots Save You Hours

Microsoft Word Just Got Smarter: Dynamic Document Snapshots Save You Hours

Microsoft 365 Copilot’s new Dynamic Document Snapshot feature in Word delivers instant, AI-generated summaries, so you can skip the scroll and get straight to what matters.

By Rodger Mansfield, Technology Editor

September 15, 2025

What if your Word docs could summarize themselves?

You open a 40-page report. Your eyes glaze over. 

You scroll, skim, search—still no clue where the key takeaways are. Sound familiar? 

Here's a Cool Tip:  Try the Dynamic Document Snapshot feature in Microsoft Word.

Microsoft 365 Copilot’s Dynamic Document Snapshot feature in Word is not just a summary tool.

It's a contextual, interactive overview that lives at the top of your document and evolves with your needs.

This isn’t a gimmick. 

It’s a quiet revolution in how we consume and collaborate on written content.

Clean Up Your Notes: OneNote’s Long-Overdue Plain-Text Paste Shortcut

Clean Up Your Notes: OneNote’s Long-Overdue Plain-Text Paste Shortcut

Tired of mismatched fonts and colors when pasting into OneNote? Discover how a new shortcut and a smoother experience finally makes note-taking neater and faster.

By Rodger Mansfield, Technology Editor, 

September 8, 2025

Have you ever pasted something into OneNote and winced at mismatched fonts or unexpected background colors? 

That tiny formatting glitch isn’t just distracting, it slows you down. 

Now imagine a quick fix: one keystroke that drops in your text clean and uniform. 

Here's a Cool Tip:  Use the New OneNote Keyboard Shortcut.

What the Feature Is and Why It Matters

OneNote now finally respects your formatting preferences: you paste text and it conforms to the page, not the original styling. That means no rogue fonts, clashing colors, or wayward sizes disrupting your visual flow. It’s essentially a tidy-desk approach, but for your digital workspace.

Stop Losing Docs: Word Now Auto-Saves New Files to the Cloud

Stop Losing Docs: Word Now Auto-Saves New Files to the Cloud

Microsoft Word now saves new files directly to the cloud by default. There are no extra clicks and no forgotten saves. This small change can make a big difference in how you work, collaborate, and protect your content.

By Rodger Mansfield, Technology Editor

September 1, 2025

What if your next great idea never got lost?

You open Word, start typing, and forget to hit Save. 

Hours pass. 

Maybe you close the file without thinking. 

That moment of panic? 

It’s gone. 

Here's a Cool Tip:  Don't Worry.  Microsoft Saves New Word Files to the Cloud!

New Pen Tools in Microsoft 365

New Pen Tools in Microsoft 365

Microsoft just gave Word, Excel, and PowerPoint a subtle but powerful upgrade: new Fountain and Brush pens plus full control over your Draw tab layout. Here's how to make your digital handwriting feel more like your own.

By Rodger Mansfield, Technology Editor

August 25, 2025

What if your favorite pen could follow you into every document?

For years, OneNote users have enjoyed the expressive flair of the Brush and Fountain pens. 

Here's a Cool Tip:  Use the Brush and Fountain pens in Word, Excel and PowerPoint.

Microsoft is finally bringing those same tools to Word, Excel, and PowerPoint for Windows. 

But this update isn’t just about new ink, it’s about control. 

You can now reorder, remove, and personalize your Draw tab to match how you actually work.

It’s a small change, but one that feels surprisingly personal. Like rearranging your desk so your favorite pen is always within reach.

What You'll Gain

How SmartArt in Microsoft 365 Transforms Your Lists

How SmartArt in Microsoft 365 Transforms Your Lists

If you're using Microsoft 365, you already have access to SmartArt, a simple way to turn plain bullet points into visuals that actually communicate. Here's how to use it in Microsoft Word, Excel, and PowerPoint.

By Rodger Mansfield, Technology Editor 

August 18, 2025

Have you ever sat through a presentation where slide after slide was just text and bullet points?

It’s a fast way to lose your audience.

Here's a Cool Tip:  Convert Bulleted Lists to SmartArt.

SmartArt is built into Microsoft 365 and lets you turn a list into a visual diagram in seconds. 

No design skills are needed. 

Just pick a layout, paste your list, and you're done. 

Whether you're teaching, presenting, or writing a report, SmartArt helps your message come across more clearly.

Turn Your Word Docs into Podcasts with Microsoft 365 Copilot

Turn Your Word Docs into Podcasts with Microsoft 365 Copilot

Discover how Microsoft 365 Copilot’s new audio overview feature in Word transforms documents into podcast-style summaries.  It's perfect for multitaskers, educators, and busy professionals.

By Rodger Mansfield, Technology Editor

August 11, 2025

Have you ever wished that your documents could talk to you?

You’re rushing between meetings, juggling emails, and trying to prep for tomorrow’s presentation. 

That 10-page report sitting in Word? 

It’s not getting read anytime soon. 

But what if it could read itself to you like a podcast, tailored to your pace?

Here's a Cool Tip:  Let Microsoft Word Read to You.

Unlock Excel Compatibility Versions to Safeguard Your Formulas

Unlock Excel Compatibility Versions to Safeguard Your Formulas

Set Excel’s compatibility version to choose legacy or modern behavior, thus ensuring workbook formula consistency while tapping into new functions.

By Rodger Mansfield, Technology Editor 

August 4, 2025

Have you ever opened a workbook only to find its formulas behaving strangely, especially when shared across teams? 

Or worry that modern updates to the LEN or MID functions might break old calculations? 

Here's a Cool Tip:  Set the Compatibility Version in Microsoft Excel.

Microsoft has quietly rolled out a compatibility‑versions feature that lets you control whether formulas run in legacy or updated mode. 

That’s a game‑changer if you juggle historical files alongside modern workflows.

What the Feature Is and Why It Matters

This feature lets you set a workbook-level compatibility version: 

• Version 1 preserves legacy Excel function behavior (think Excel 97‑2003), 
• Version 2 enables updated text functions, including proper support for Unicode surrogate pairs and emojis.

New workbooks currently default to Version 1 until Version 2 becomes the recommended default in early 2026.

For power‑users, educators, or analysts who share files with older platforms, this is huge.

You can avoid subtle calculation drift while adopting new tools when you're ready.

What You’ll Gain

• Preserve historical calculation behavior and prevent formula drift
• Activate modern Excel enhancements (e.g. emoji‑aware LEN, MID, FIND)
• Smooth collaboration whether your counterpart uses old or new Excel

Step-by-Step Instructions

Here's how to do it.

Microsoft 365 / Desktop / Web

1. Open your workbook.
2. Go to the Formulas tab.
3. Navigate to Calculation Options, then Compatibility Version.
4. Choose Version 1 or Version 2.
5. Save the workbook.

fig. 1 - Set Compatibility Version in Excel

iOS / Android

1. As of now, mobile Excel does not expose compatibility version controls.
2. You’ll need to set it on desktop or web, then open it on mobile.

Feature Access

Available to Microsoft 365 users on Windows, Mac, and Excel for the Web.

 Not available in Excel mobile apps. 

This is current in production releases.

Pros and Cons

Pros

• Offers precise control over workbook compatibility, allowing users to choose between backward compatibility or modern functionality.
• Prevents scripts or functions from breaking due to updates, such as new emoji-aware functions, keeping workflows stable.
• Enables seamless collaboration by ensuring workbooks function as intended across different Excel versions.

Cons

• Requires setting Compatibility Version per workbook, not globally, which can be tedious for users managing multiple files.
• New workbooks default to legacy mode (Version 1) until Version 2 becomes standard, potentially delaying access to newer features.
• Users must manually switch to newer versions to leverage enhancements, which may lead to oversight in busy workflows.

Real‑World Examples

• A finance team keeps a quarterly model in Excel 2010 format. They can safely update to modern Excel and still run old report macros by keeping Version 1.

• An educator builds spreadsheets with FIND or MID functions, teaching students who use modern Office on desktop or web.  They switch to Version 2 so text functions behave intuitively with multilingual text or emoji.

• A small business receives .xlsx files with old templates; to avoid layout shifts or formula errors, they force Version 1 until upgrading all templates.

Score

Criterion    Score    Justification

Value 9/10: 

Solves real compatibility headaches and formula inconsistencies across versions.

Usability 8/10: 

Easy drop‑down toggle, but requires manual per‑workbook setup.

Wow Factor 7/10: 

Elegant control over legacy vs modern behavior—not flashy, but very smart.

Total: 24/30: 👍 Good. Worth adopting for most users.

If you heavily rely on historical files, the peace of mind is compelling; for everyone else, flipping to Version 2 now and re‑testing models is simple and worthwhile.

Key Takeaways

This setting gives you full control over how Excel treats formulas, legacy or modern, per workbook. 

It prevents unexpected formula breakage while unlocking new Unicode‑aware text functions. 

It’s accessible today in Microsoft 365 desktop and web.

Try It Yourself

Give it a spin.

Open an old workbook and switch to Version 2. 

Observe if any calculations change. Love it? Let your team know. 

If you’ve found a surprising use case, drop a comment. 

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READ MORE

• Master Excel Formulas with Copilot’s ‘Explain this Formula’
  
• Search for Templates in Word, Excel & PowerPoint for iOS
  
• Microsoft Excel for the Web Now Lets You Share Links to Sheet Views

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Rodger Mansfield, a seasoned tech expert, is the mastermind behind www.OneCoolTip.com where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into www.OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.

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