Time is one of the most valuable resources in any office. Microsoft Copilot, integrated directly into Microsoft 365 apps, is transforming the way staff work by automating repetitive tasks, reducing workload and streamlining workflows.
Here are 10 real ways Copilot can save office staff roughly an hour every day, helping teams focus on high-value work rather than mundane tasks.
1. Summarising emails and threads
Staff often spend significant time wading through long email chains to extract key information. Copilot can read and summarise entire email threads, highlighting the most important points and actionable items. This means employees spend less time scrolling and more time acting on the information that matters.
Example: Instead of reading ten back-and-forth emails about a project update, Copilot provides a concise summary and key next steps in seconds.
2. Drafting standard emails
Writing routine emails can eat up large portions of the workday. Copilot can generate professional email drafts automatically, whether it’s responding to client queries, scheduling meetings, or following up on overdue tasks. Staff can review and send, rather than starting from scratch, saving precious minutes per email.
Example: Generating a polite follow-up email for multiple clients can take minutes manually, but Copilot produces a ready-to-send draft instantly.
3. Writing meeting agendas
Preparing meeting agendas is often a repetitive chore, especially for recurring meetings. Copilot can create structured agendas from notes or previous meetings, ensuring discussions stay on track and everyone knows their role. This removes the mental load of formatting and planning, and keeps meetings efficient.
Example: Copilot can take last week’s project notes and draft a focused agenda for the upcoming Monday team meeting.
4. Taking meeting notes
Manual note-taking is slow and prone to errors. Copilot can capture meeting minutes automatically from Teams or Outlook meetings, highlighting decisions, action items, and deadlines. Staff no longer need to scribble notes or spend extra time summarising afterward.
Example: After a 30-minute meeting, Copilot can produce a ready-to-share summary that includes all critical action items for the team.
5. Automating document drafts
Writing reports, proposals, or presentations from scratch is time-consuming. Copilot can generate draft content in Word, Excel, or PowerPoint, based on minimal input from the user. Staff can then refine and polish rather than starting with a blank page.
Example: A marketing team member can input the key points for a campaign report, and Copilot produces a formatted draft in minutes.
6. Data analysis in Excel
Crunching numbers and generating insights manually can be tedious and slow. Copilot can analyse spreadsheets, identify trends, and generate charts automatically, saving hours on reporting and decision-making tasks.
Example: Instead of manually calculating sales trends across multiple sheets, Copilot highlights anomalies, key metrics, and charts that are ready for management presentations.
7. Generating presentation slides
Preparing client or internal presentations can take hours. Copilot can turn outlines or bullet points into fully formatted PowerPoint slides, complete with suggested visuals and design. This reduces preparation time significantly.
Example: A project manager can give Copilot a bullet-point agenda, and within minutes, receive a polished deck ready for review.
8. Streamlining approvals
Approval processes often involve repeated emails and chasing managers. Copilot can draft approval requests automatically, include relevant details, and even suggest next steps or follow-ups. This reduces back-and-forth communication and speeds up internal workflows.
Example: Instead of manually emailing multiple managers for expense approvals, Copilot can generate a ready-to-send request with all necessary details and attachments.
9. Translating or rewriting content
Businesses increasingly need to communicate clearly across teams, clients, and global partners. Copilot can translate text, simplify language, or rewrite content in a professional tone, ensuring communications are effective and consistent.
Example: A staff member can convert a technical document into plain English for non-technical stakeholders, saving time rewriting it manually.
10. Automating repetitive tasks with Power Automate integration
Copilot integrates seamlessly with Power Automate, allowing office staff to automate recurring workflows. Tasks like saving attachments, generating reports, sending reminders, or updating logs can be automated with minimal setup.
Example: Automatically save all email attachments to SharePoint and notify the team — a task that could take 10–15 minutes each day, now handled automatically.
Conclusion
Microsoft Copilot is a time-saving ally for office teams. By automating repetitive tasks, summarising information, and streamlining communication, staff can reclaim an hour or more per day, focus on higher-value work, and reduce burnout.
Pro Tip: To maximise these time savings, integrate Copilot into daily workflows and provide staff with training to use its features effectively.
