9 Shortcut Tips for Copilot with Microsoft 365

By incorporating these shortcut tips, you can make the most out of Microsoft 365 Copilot and enhance your productivity. If you have any specific tasks or need further assistance, feel free to contact me at carol.rayholmes@ladyraycomputer.net

1. Triggering Suggestions

• Tip: Manually trigger suggestions when needed.
• Shortcut: Ctrl + Space (Windows) or Cmd + Space (Mac).

2. Navigating Through Suggestions

• Tip: Quickly cycle through multiple suggestions to find the best fit.
• Shortcut: Alt + ] and Alt + [ (Windows) or Option + ] and Option + [ (Mac).

3. Accepting and Dismissing Suggestions

• Tip: Efficiently accept or dismiss suggestions to streamline your workflow.
• Shortcut: Press Tab to accept a suggestion and Esc to dismiss it.

4. Creating Visualizations

• Tip: Use Copilot to generate charts and graphs.
• Example: Ask Copilot to “Create a bar chart showing monthly sales data” to visualize your data instantly.

5. Automating Repetitive Tasks

• Tip: Automate common tasks like formatting, sorting, and filtering data.
• Example: Ask Copilot to “Sort the data in column A in ascending order and filter out values below 50” to save time on manual data manipulation.

6. Generating Formulas

• Tip: Let Copilot help you create complex formulas without needing to remember the exact syntax.
• Example: Request Copilot to “Add a new column showing the percentage difference between column A and column C” to quickly generate the necessary formula².

7. Data Cleaning

• Tip: Use Copilot to clean and prepare your data for analysis.
• Example: Ask Copilot to “Remove any duplicate entries in this dataset” to ensure your data is accurate and ready for analysis.

8. Summarizing Data

• Tip: Get quick summaries of your data to understand key metrics.
• Example: In Word, you can ask Copilot to “Summarize the total sales for each region” to get a concise overview of your data.

9. Using Copilot in Teams

• Tip: Enhance your collaboration by using Copilot in Microsoft Teams.
• Example: Ask Copilot to “Summarize the key points from our last meeting” to keep everyone on the same page

 

Do's and Don'ts for Copilot Microsoft 365 Prompts

 

Microsoft Copilot is your ultimate assistant for boosting productivity. Whether you’re an experienced AI user or a beginner, this guide will help you harness the full potential of Copilot.

We’ll cover how to create effective prompts, utilize your files, ask the right questions, and avoid common mistakes, ensuring you get the most out of everything Copilot has to offer.

Characteristics of prompts that might lead to poor outcomes when using Microsoft 365 Copilot:

1.     Vague or Ambiguous Prompts: Prompts that lack clear direction or specific details can result in responses that don’t meet your needs. For example, asking “Tell me about this” without specifying what “this” refers to can lead to confusion.

2.     Overly Complex Prompts: Extremely complex or multi-part prompts can overwhelm the AI and lead to incomplete or confusing responses. It’s often better to break down complex queries into simpler, more focused questions.

3.     Inappropriate or Offensive Language: Using language that is inappropriate, offensive, or discriminatory can lead to unhelpful or harmful responses. It’s important to maintain respectful and professional language.

4.     Unrealistic Expectations: Expecting the AI to perform tasks beyond its capabilities, such as making subjective judgments or providing personal opinions, can lead to disappointment. For example, asking the AI to predict future events or provide medical advice is not appropriate.

5.     Lack of Context: Providing insufficient context can result in responses that don’t fully address your needs. For example, asking “What should I do?” without explaining the situation can lead to generic advice.

6.     Requests for Sensitive Information: Asking the AI to provide or handle sensitive personal information can be problematic. It’s important to avoid sharing personal, confidential, or sensitive data in your prompts.

Here are some tips to help you craft better prompts for Microsoft 365 Copilot:

1.     Be Specific: Clearly state what you need. Instead of asking “Can you help me with my document?”, try “Can you help me format the headings in my document?”

2.     Provide Context: Give Copilot enough background information to understand your request. For example, “I’m working on a financial report for Q3. Can you help me create a summary of the key metrics?”

3.     Break Down Complex Requests: If you have a complex task, break it into smaller, manageable parts. Instead of “Help me with my project,” try “Can you help me outline the main sections of my project report?”

4.     Use Clear Language: Avoid jargon or overly complex language. Simple, straightforward language helps Copilot understand your request better. For example, “Can you create a chart showing sales growth over the last year?”

5.     Ask One Thing at a Time: Focus on one task per prompt to avoid confusion. Instead of “Can you check my grammar and suggest improvements?”, try “Can you check the grammar in this paragraph?”

6.     Be Polite and Professional: While Copilot is an AI, using polite and professional language can help maintain clarity and respect in your interactions.

7.     Specify the Format: If you need the response in a specific format, mention it. For example, “Can you summarize this email in bullet points?”

8.     Iterate and Refine: If the initial response isn’t quite right, refine your prompt and try again. Providing additional details or rephrasing your request can lead to better results.

By following these tips, you can improve the quality of responses you get from Copilot and make your interactions more productive. If you have any specific examples or need further assistance, feel free to ask! www.ladyraycomputer.net - Copilot

Misconceptions about AI with Displaced and Disadvantaged Workers

Misconceptions about AI with Displaced and Disadvantaged Workers

Displaced and disadvantaged workers often have several misconceptions about AI, which can exacerbate their concerns and fears. Here are some common misconceptions:

1. AI Will Completely Replace Human Jobs

There is a belief that AI primarily benefits large corporations and leaves small businesses and individual workers at a disadvantage. However, AI tools are becoming more accessible and affordable, enabling small businesses to improve efficiency and compete more effectively.

Many workers fear that AI will lead to widespread unemployment by completely replacing human jobs. While AI can automate certain tasks, it often complements human work rather than replacing it entirely. For example, AI can handle repetitive tasks, allowing workers to focus on more complex and creative aspects of their jobs. One of the most widespread fears is that AI will lead to massive job losses. While AI will automate certain tasks, it will also create new job opportunities and transform existing roles.

Proponents argue that AI will become so advanced and cost-effective that hiring human labor will seem too expensive for companies. This could lead to mass unemployment as AI takes over the same job roles as humans, performing them more efficiently and at a lower cost.

However, this scenario is unlikely for several reasons. Many jobs today require cognitive tasks that humans excel at compared to AI. While low-level jobs, such as data entry and sorting, may be at risk, the majority of the workforce will benefit from having AI as a tool at their disposal.

AI will primarily serve as an augmentation tool for existing jobs, though it will replace some low-level positions. This shift means that employees will need to be upskilled, allowing them to transition into new roles that involve using AI as a tool rather than being replaced by it.

Daniel Shaw-Dennis, SVP Global Strategic Marketing and Alliances at Yellowfin, explains, “From an analytics perspective, the biggest myth we hear is, ‘the machine will take over my job,’ particularly for data analysts. The truth is that AI technology for analytics today is largely about automating tasks that are currently done manually.

Whether it’s the machine handling the ‘discovery’ aspect of data analysis or using algorithms to automatically highlight statistical changes, AI technology sifts through millions of data points to identify what might be of interest. It’s still up to the analyst to understand what’s important, add context for their organization, and present that information to their business users. AI is actually freeing them up to perform more high-value tasks.”

 2. AI Only Benefits Large Corporations

It’s a common misconception that AI only benefits large corporations. While it’s true that early AI implementations were often costly and complex, making them more accessible to big companies, the landscape has significantly changed. Here are some key points to consider:

a.                         Accessibility of AI Tools

AI tools and platforms have become more accessible and affordable, allowing small and medium-sized businesses to leverage AI for various applications. Cloud-based AI services, such as those offered by Microsoft Azure, Google Cloud, and Amazon Web Services, provide scalable solutions that can be tailored to the needs and budgets of smaller enterprises1.

b.                         AI in Small Businesses

Many small businesses are successfully using AI to improve their operations. For example, local retailers use AI-driven recommendation systems to personalize customer experiences, while small marketing firms employ AI to analyze data and optimize campaigns. These applications demonstrate that AI is not exclusive to large corporations.

c.                         Open-Source AI

The rise of open-source AI frameworks, such as TensorFlow and PyTorch, has democratized access to AI technology. These frameworks allow individual developers and small companies to build and deploy AI models without significant financial investment3.

d.                        AI-Powered Automation

AI-powered automation tools are helping small businesses streamline repetitive tasks, such as customer service through chatbots, inventory management, and financial reporting. This automation can lead to cost savings and increased efficiency, making AI a valuable asset for businesses of all sizes2.

e.                          Community and Collaboration

The AI community is vibrant and collaborative, with numerous online forums, workshops, and meetups where individuals and small businesses can learn from each other and share resources. This collaborative environment helps spread AI knowledge and best practices beyond large corporations.

By understanding these points, it’s clear that AI offers significant benefits to businesses of all sizes, not just large corporations. Promoting AI literacy and providing access to affordable AI tools can help ensure that the advantages of AI are widely distributed.

 3. AI is Too Complex to Understand or Use

Some workers think that AI is too complex and beyond their understanding or ability to use. In reality, many AI applications are designed to be user-friendly and require minimal technical knowledge. Training and education can help workers become more comfortable with AI technologies.

           Perceived Complexity

Many displaced workers feel that AI is an advanced technology reserved for highly skilled professionals and large corporations. The technical jargon and sophisticated algorithms associated with AI can seem overwhelming, creating a barrier to entry for those without a technical background.

Limited Access to Training

Disadvantaged workers often have limited access to training programs and educational resources that could help them understand and use AI. This lack of access reinforces the perception that AI is beyond their reach and not relevant to their daily lives or job prospects.

Fear of Job Displacement

For workers who have already been displaced by automation, the idea of learning AI can be intimidating. There is a fear that even if they invest time and effort into understanding AI, they might still be left behind in a rapidly changing job market.

Addressing the Misconception

To overcome this misconception, it’s essential to provide accessible and practical AI education tailored to the needs of disadvantaged and displaced workers. Here are some strategies:

Simplified Learning Materials: Develop learning materials that explain AI concepts in simple, relatable terms. Use real-world examples that resonate with the experiences of these workers.

Community-Based Training: Offer community-based training programs that provide hands-on experience with AI tools. These programs can be hosted at local community centers or through online platforms accessible to all.

Mentorship and Support: Establish mentorship programs where experienced professionals guide and support workers as they learn about AI. This can help build confidence and provide a more personalized learning experience.

Government and NGO Initiatives: Encourage government and non-governmental organizations to create initiatives that fund and promote AI literacy programs for disadvantaged communities. These initiatives can help bridge the gap and make AI education more inclusive.

By addressing these challenges and providing the necessary support, we can help disadvantaged and displaced workers overcome the misconception that AI is too complex to understand or use, empowering them to participate in the evolving job market. 

Bridging the AI Training Gap in Low-Income Communities

 

Artificial Intelligence (AI) is revolutionizing industries and reshaping the future of work. However, as with many technological advancements, there is a growing concern about the disparity in access to AI training, particularly in low-income communities. This blog explores the challenges and potential solutions to bridge this gap.

The Current Landscape

AI is becoming an integral part of various sectors, from healthcare to finance, and the demand for skilled professionals in this field is skyrocketing. However, access to quality AI education and training is often limited to those who can afford it. This creates a significant barrier for individuals from low-income communities who aspire to enter the AI workforce.

Challenges Faced by Low-Income Communities

Financial Barriers

The cost of AI courses, certifications, and necessary technology can be prohibitive. Many low-income individuals cannot afford these expenses, which limits their ability to gain the skills needed for AI-related jobs. The cost of AI education can be a significant hurdle. Courses from reputable institutions, certification exams, and even the necessary hardware (like powerful computers) can be expensive. For individuals from low-income backgrounds, these costs can be prohibitive. Scholarships, grants, and financial aid programs specifically targeted at AI education can help bridge this gap. Additionally, tech companies can offer subsidized courses or free access to their training programs to support these communities.

 

Lack of Resources

Schools and community centers in low-income areas often lack the resources to provide comprehensive AI education. This includes access to up-to-date software, hardware, and trained instructors.  Many schools in low-income areas lack the infrastructure to support AI education. This includes not only the physical hardware but also access to up-to-date software and trained educators. To address this, partnerships between schools and tech companies can be established. These partnerships can provide schools with the necessary tools and training for teachers, ensuring that students receive a quality education in AI.

 

Digital Divide

Many low-income households do not have reliable internet access or personal computers, making it difficult to participate in online AI training programs.  The digital divide refers to the gap between those who have easy access to digital technologies and those who do not. In low-income communities, reliable internet access and personal computers are often luxuries. This makes it difficult for students to participate in online courses or access digital learning materials. Solutions include community Wi-Fi initiatives, providing low-cost or free computers to students, and setting up computer labs in community centers.

 

Awareness and Outreach

 There is often a lack of awareness about the opportunities in AI and the pathways to enter this field. Without proper guidance and mentorship, many talented individuals may never consider a career in AI. Many individuals in low-income communities may not be aware of the opportunities available in the AI field. Outreach programs can help raise awareness about AI careers and the educational pathways to get there. These programs can include workshops, career fairs, and informational sessions led by AI professionals. Mentorship programs can also play a crucial role in guiding students and providing them with the support they need to pursue a career in AI. These programs can be tailored to the needs of the community and can include both in-person and online components. Collaborations with tech companies can provide the necessary resources and expertise to make these programs successful.

 

Public-Private Partnerships

Public-private partnerships can leverage the strengths of both sectors to address the resource gap in AI education. Governments can provide funding and policy support, while private companies can offer technology, expertise, and training. These partnerships can help build the infrastructure needed for AI education, such as computer labs and internet access, and can also support teacher training programs.

 

Mentorship and Outreach

Mentorship programs can connect students with professionals in the AI field, providing guidance, support, and inspiration. These programs can help students navigate their educational and career paths, offering advice on courses, certifications, and job opportunities. Outreach programs can also help raise awareness about AI careers and the steps needed to pursue them, ensuring that students from low-income communities have the information and support they need to succeed.

 

Online Platforms

Online platforms can democratize access to AI education by offering free or low-cost courses. Platforms like Coursera, edX, and Khan Academy provide high-quality educational content that can be accessed from anywhere with an internet connection. These platforms often partner with top universities and tech companies to offer courses that are both comprehensive and up-to-date. Additionally, many of these platforms offer financial aid and scholarships to make their courses even more accessible.

Conclusion     

Addressing the disparity in AI training for low-income communities is not just a matter of social justice; it is also essential for the growth and diversity of the AI field. By implementing targeted solutions and fostering inclusive education, we can ensure that everyone has the opportunity to participate in and benefit from the AI revolution.

By taking these steps, you can help bridge the AI training gap and create more opportunities for individuals from low-income communities to thrive in the AI field. If you need more specific information on how to get started in AI training contact Lady Ray Computer Services LLC https://www.ladyraycomput.net.

Copilot for Students - Cheating with AI

 

Controversy with Copilot/AI for Students - Cheating with AI

Yes, there has been some controversy and concern among educators about students potentially using AI tools like Copilot to cheat on assignments. The use of AI tools in education is a new and evolving field, and it’s important for both students and educators to navigate this responsibly and ethically. Here are some key points:

1. Use in Assignments: Some students have admitted to using AI tools like ChatGPT on assignments or exams. In some cases, students have been disciplined for using, or being accused of using, generative AI to complete classroom assignments^.
2. Concerns Among Educators: Teachers are concerned that students who rely heavily on AI tools might not develop critical-thinking and problem-solving skills. They also worry about the accuracy and safety of the information provided by these tools.
3. Trust Issues: The use of AI tools has made some teachers more distrustful of their students.
4. Need for Guidelines: There is a need for clear guidelines on how students can use AI tools without violating school rules². Only a small percentage of teachers have been trained on how to respond if they suspect a student used generative AI to cheat.
5. Potential for Positive Use: Despite the concerns, some educators see potential in these tools. For example, one teacher allowed a student to work with an AI tool to improve his writing and research skills.

  Tips to Prevent Cheating with Copilot:

1.        Honor Code: Establish an honor code where students pledge not to use Copilot to complete assignments that are meant to be done independently.

2.        Unique Assignments: Design assignments that are unique and cannot be easily solved by querying Copilot. This could involve applying concepts in a new way or combining multiple concepts.

3.        Understanding-Based Assessment: Focus on assessments that test understanding rather than rote memorization. For example, ask students to explain the code they wrote, how it works, and why they chose that approach.

4.        Code Reviews: Regular code reviews can help ensure that students understand the code they’ve written, even if they had assistance from Copilot.

5.        Plagiarism Detection Tools: Use plagiarism detection tools to check student’s work for similarity with known sources or other students’ work.

Remember, Copilot is a tool designed to assist and enhance learning, not to replace it. It’s important to use it responsibly and ethically. Happy learning! 😊

 

 

Introduction to Zero Trust in Copilot

 

Zero Trust Security Strategy

Before you introduce Microsoft Copilot for Microsoft 365 or Copilot into your environment, Microsoft recommends that you build a strong foundation of security. Fortunately, guidance for a strong security foundation exists in the form of Zero Trust. The Zero Trust security strategy treats each connection and resource request as though it originated from an uncontrolled network and a bad actor. Regardless of where the request originates or what resource it accesses, Zero Trust teaches us to "never trust, always verify."

This article provides steps to apply the principles of Zero Trust security to prepare your environment for Copilot in the following ways:

 

Zero Trust principle	Definition	Met by
Verify explicitly	Always authenticate and authorize based on all available data points.	Enforce the validation of user credentials, device requirements, and app permissions and behaviors.
Use least privileged access	Limit user access with Just-In-Time and Just-Enough-Access (JIT/JEA), risk-based adaptive policies, and data protection.	Validate JEA across your organization to eliminate oversharing by ensuring that correct permissions are assigned to files, folders, Teams, and email. Use sensitivity labels and data loss prevention policies to protect data.
Assume breach	Minimize blast radius and segment access. Verify end-to-end encryption and use analytics to get visibility, drive threat detection, and improve defenses.	Use Exchange Online Protection (EOP) and Microsoft Defender XDR services to automatically prevent common attacks and to detect and respond to security incidents.

Watch the video series

https://youtu.be/LE52xoYlFvs

 

Microsoft Copilot and Document Length:
A Deep Dive

Microsoft Copilot, an AI-powered assistant, has been making waves in the tech world with its ability to assist users in a wide range of tasks. One of the key aspects that users often wonder about is the length of documents that can be provided to Copilot. In this blog post, we’ll delve into this topic and shed some light on how Copilot handles document length.

Understanding Copilot’s Capabilities

Before we dive into the specifics of document length, it’s important to understand what Copilot is capable of. Copilot is designed to assist users in a variety of tasks, from writing code and creating content to answering questions and providing information. It uses advanced AI models to understand the context of the user’s request and generate relevant and helpful responses.

Document Length and Copilot

When it comes to the length of documents that can be provided to Copilot, there isn’t a hard and fast rule. Copilot is designed to handle a wide range of document lengths, from short queries to longer pieces of text. However, it’s important to note that the effectiveness of Copilot’s responses can be influenced by the length and complexity of the document.

Shorter documents or queries often result in more focused and precise responses from Copilot. This is because the AI has less information to process and can therefore concentrate on the specific task at hand.

On the other hand, longer documents provide Copilot with more context, which can lead to more comprehensive and detailed responses. However, if a document is too long or complex, it could potentially overwhelm the AI, leading to less accurate responses.

Best Practices

When using Copilot, it’s recommended to provide clear and concise instructions or queries. If you’re working with a longer document, try breaking it down into smaller, manageable sections. This can help Copilot better understand the context and provide more accurate and helpful responses.

Remember, Copilot is a tool designed to assist you. The more effectively you can communicate your needs to the AI, the better it will be able to assist you.

Conclusion

Microsoft Copilot is a powerful tool that can handle a wide range of document lengths. By understanding how document length can impact Copilot’s responses and following best practices, users can get the most out of this innovative AI assistant. Whether you’re working on a short query or a lengthy document, Copilot is here to help make your tasks easier and more efficient.

Stay tuned for more insights and tips on how to get the most out of Microsoft Copilot!