MODULE 1 — EXERCISE GUIDE

Understanding Microsoft 365 Copilot Free License and Core Capabilities

Module Duration: 90 minutes (5 exercises)

Delivery Mode: Instructor-led | Virtual Instructor-led
Sample Files Required: FILE1, FILE2, FILE3, FILE4 (provided
separately)
Access Required: Microsoft 365 Business Premium — Copilot
Chat enabled
TRAINER OVERVIEW
Module 1 establishes the foundation for the entire workshop. Participants will first understand
what Copilot Chat is and what it is not, then directly apply it to realistic company documents.
This module is deliberately hands-on from Exercise 1 — participants should have Copilot Chat
open on their devices throughout the session. Trainer should demonstrate each exercise first,
then allow participants to attempt it independently before group discussion.

Exercise Activity Duration

Exercise 1 Exploring the Copilot Chat 10 mins
Interface
Exercise 2 Free vs Paid — Feature 15 mins
Comparison Discussion
Exercise 3 Summarizing the AI Policy 20 mins
Document
Exercise 4 Interrogating the Q1 Budget 25 mins
Report
Exercise 5 Security Awareness and Data 20 mins
Classification
TOTAL 90 mins
EXERCISE 1: Exploring the Copilot Chat Interface
Duration: 10 minutes
Objective: Participants locate, open, and interact with
the Copilot Chat sidebar for the first time
across multiple Microsoft 365 applications.
Files Required: None required

Step-by-Step Instructions
STEP 1 — Open Microsoft Word: Launch Microsoft Word on your desktop or via [Link].
Open a blank new document.

STEP 2 — Open the Copilot Chat Sidebar: In the Home ribbon, click the Copilot icon (sparkle
icon �). The Copilot Chat sidebar will open on the right side of the screen. If you do not see the
icon, check View > Copilot, or press Alt+I.

STEP 3 — Type your first prompt: In the Copilot Chat text box, type exactly: "Hi Copilot. I am a
[your job title] at Maju Corporation. What are the top 3 tasks you can help me with today?"
Press Enter and read the response.

STEP 4 — Repeat in Outlook: Open Outlook. Open any email in your inbox. Click the Copilot icon
in the email toolbar or Home ribbon. Ask: "What are the top 3 ways Copilot Chat can help me
manage my emails?"

STEP 5 — Repeat in Teams: Open Microsoft Teams. Click the Copilot icon in the left navigation
pane or in the chat toolbar. Ask: "What can you help me with in Teams with the free Copilot
Chat?"

STEP 6 — Observe and note differences: On FILE4 Prompt Practice Card, note down: (a) Where
did you find the Copilot icon in each app? (b) Was the response consistent across apps? (c) What
surprised you about the response?

Expected Outcome
Participants can successfully locate and open Copilot Chat in Word, Outlook, and Teams.

Discussion Questions
1. Were there any apps where the Copilot icon was not visible? Why might that be?
2. Did the responses feel helpful or generic? What would make them more useful?
3. How is this different from using a regular search engine?
EXERCISE 2: Free vs Paid — Feature Comparison Discussion
Duration: 15 minutes
Objective: Participants clearly distinguish between free
Copilot Chat capabilities and paid Microsoft
365 Copilot features, and begin identifying
which scenarios apply to their own role.
Files Required: FILE2 — Copilot Free vs Paid Feature Guide
(upload to Copilot Chat)

Step-by-Step Instructions
STEP 1 — Open Copilot Chat at [Link]: Open a browser and navigate to
[Link]. Sign in with your company account. Click the Copilot icon on the left
navigation pane to open Copilot Chat.

STEP 2 — Upload FILE2: In the Copilot Chat prompt box, click the Attach icon (paperclip �).
Upload FILE2_Copilot_Free_vs_Paid_Feature_Guide.docx from your course materials folder.

STEP 3 — Ask a discovery prompt: Type: "Based on this document, list 5 things I cannot do with
free Copilot Chat that I could do with a paid licence." Read the response carefully.

STEP 4 — Apply to your role: Type: "I am a [your job title] in [your department]. Based on this
guide, which paid Copilot features would benefit me most? Give me a top 3 with reasons."
Observe how Copilot tailors the response to your context.

STEP 5 — Identify your own use case: In the Prompt Practice Card (FILE4), write down one task
in your daily work that you think the free Copilot Chat can help with, and one task that would
require the paid licence.

STEP 6 — Group sharing: Share your two examples with the group. Trainer to capture responses
on whiteboard/screen and discuss patterns across roles and departments.

Expected Outcome
Participants can articulate the key differences between free and paid Copilot and identify at
least one relevant use case for their role within the free tier.

Discussion Questions
4. Were there any features you assumed were free but are actually paid?
5. Do you think you need a paid licence based on your daily tasks? What would you tell your
manager?
6. What is the biggest gap between what free Copilot Chat can do and what you need?
EXERCISE 3: Summarizing the AI Policy Document
Duration: 20 minutes
Objective: Participants use Copilot Chat to efficiently
read, understand, and extract key
information from a dense policy document —
simulating a real workplace scenario of
processing compliance material.
Files Required: FILE1 — AI Tools Acceptable Use Policy
(upload to Copilot Chat)

Step-by-Step Instructions
STEP 1 — Start a new Copilot Chat conversation: In [Link] Copilot Chat, click New
conversation to clear the previous session context.

STEP 2 — Upload FILE1: Click the Attach icon and upload

FILE1_AI_Tools_Acceptable_Use_Policy.docx.

STEP 3 — Basic summary prompt: Type: "Summarize this policy document in 5 bullet points for
a new employee." Review the output — does it capture the most important points?

STEP 4 — Targeted extraction: Type: "According to this policy, what are the 4 categories of data
classification and what does each mean for Copilot usage?" Compare the response against
Section 3 of the actual document to check accuracy.

STEP 5 — Scenario-based question: Type: "I need to upload a spreadsheet with employee
salaries and NRIC numbers to Copilot Chat to prepare a headcount report. Is this allowed under
this policy? What should I do instead?" Note how Copilot responds using policy context.

STEP 6 — Reformat for a colleague: Type: "Rewrite the key do's and don'ts from this policy as a
simple 10-point checklist I can share with my team." Copy the output into a new Word
document and save it as My_AI_Policy_Checklist.docx.

STEP 7 — Verify accuracy: Manually check 3 items in Copilot's checklist against the original
policy document. Mark any items that are inaccurate or missing. Discuss findings with the
trainer.

Expected Outcome
Participants successfully extract, summarize, and reformat a 1,500-word policy document in
under 10 minutes using Copilot Chat, and can identify at least one instance where human
verification was needed.
Discussion Questions
7. How long would it normally take you to read and understand a policy document like this
without Copilot?
8. Did Copilot miss anything important when you checked it against the original?
9. Would you use the checklist Copilot generated directly, or would you edit it first? Why?
EXERCISE 4: Interrogating the Q1 Budget Report
Duration: 25 minutes
Objective: Participants use Copilot Chat to ask business-
relevant questions about a real-world Excel
budget report, extracting insights without
needing to manually read every row.
Files Required: FILE3 — Q1 2026 Budget Summary (upload to
Copilot Chat)

Step-by-Step Instructions
STEP 1 — Start a new conversation and upload FILE3: Click New conversation in Copilot Chat.
Upload FILE3_Q1_2026_Budget_Summary.xlsx.

STEP 2 — High-level summary: Type: "Give me a plain-English summary of this Q1 budget

report. Which departments are over budget and by how much?" Read the response and note
whether the figures are accurate.

STEP 3 — Specific data extraction: Type: "What is the total Q1 actual spend across all
departments?" Verify Copilot's answer by summing the Q1 Actual column yourself in Excel.

STEP 4 — Insight and priority prompt: Type: "If you were the Finance Officer, which 3
departments would you flag as priorities requiring management attention this quarter? Explain
why." Evaluate whether the response is logical and actionable.

STEP 5 — Draft a manager email: Type: "Write a short email to my Finance Manager
summarizing the Q1 budget performance. Mention the top 3 concerns and suggest that a review
meeting be scheduled. Keep it under 150 words and maintain a professional tone." Copy the
output into a new email draft in Outlook (do not send).

STEP 6 — Explore the Notes sheet: Return to FILE3 and switch to the Notes & Observations
sheet. Re-upload or reference the file and ask: "Based on the finance officer notes, what are the
recommended actions for Q2 and who is responsible?" Note whether Copilot reads the second
sheet.

STEP 7 — Reflection: In FILE4 Prompt Practice Card, note: (a) Which prompt gave the most
useful response? (b) Which prompt gave an inaccurate or incomplete response? (c) How would
you refine the prompt that gave a weak result?

Expected Outcome
Participants can extract financial insights, verify numerical accuracy, and produce a professional
email summary from a multi-row budget report within 10 minutes using Copilot Chat.
Discussion Questions
10. Did Copilot correctly identify all over-budget departments?
11. How confident would you be sending the Copilot-drafted email without editing? What
would you change?
12. What does this exercise tell you about Copilot's role as an assistant versus a decision-
maker?
EXERCISE 5: Security Awareness and Data Classification
Duration: 20 minutes
Objective: Participants apply the data classification
framework from the AI Policy to real-world
scenarios, building confident judgment about
what is safe to share with Copilot Chat and
what is not.
Files Required: FILE1 — AI Tools Acceptable Use Policy
(reference only, no upload needed)

Step-by-Step Instructions
STEP 1 — Scenario card review: Trainer distributes (or displays) the following 5 scenarios.
Participants individually decide: Safe to use with Copilot Chat / Use with caution (redact first) /
Not allowed.

STEP 2 — Scenario A — Customer Complaint Letter: A Word document containing a customer's

full name, IC number, phone number, and complaint details about a billing error. Intended use:
Ask Copilot to draft a response letter. Decision: __ (discuss as group)

STEP 3 — Scenario B — Internal Department Memo: A memo from the HR Director about the
company's new annual leave policy effective April 2026. No personal data included. Intended
use: Ask Copilot to summarize the key changes. Decision: __ (discuss as group)

STEP 4 — Scenario C — Board Meeting Minutes: Minutes from a Board of Directors meeting
marked "STRICTLY CONFIDENTIAL" discussing an upcoming acquisition. Intended use: Ask
Copilot to prepare a briefing for your manager. Decision: __ (discuss as group)

STEP 5 — Scenario D — Sales Performance Spreadsheet: A monthly sales tracker containing

product names, sales figures, and regional codes but no customer personal data. Intended use:
Ask Copilot to identify the top 3 performing products. Decision: __ (discuss as group)

STEP 6 — Scenario E — Payroll Summary: An Excel file containing employee names, employee
IDs, and monthly gross salary figures. Intended use: Ask Copilot to calculate average salary by
department. Decision: __ (discuss as group)

STEP 7 — Policy cross-reference: Open FILE1 (or refer to the data classification table from the
earlier exercise). For each scenario, quote the specific policy section that justifies your decision.
Write your answers in the Prompt Practice Card (FILE4) under Exercise 5.

STEP 8 — Copilot self-check: Open Copilot Chat. For Scenario E, type: "I want to upload a payroll
file with employee names, IDs, and gross salaries to Copilot Chat. Based on best practices, what
precautions should I take?" Compare Copilot's response with the policy. Did it give the right
guidance?
Expected Outcome
Participants can correctly classify at least 4 out of 5 scenarios and confidently apply the data
classification framework in their daily Copilot Chat usage.

Discussion Questions
13. Which scenario was the hardest to classify and why?
14. Did Copilot itself give good security advice in Step 8? Was it consistent with company policy?
15. What process will you follow before uploading any file to Copilot Chat going forward?