Microsoft Copilot - Enabling Access In Microsoft 365 Desktop Apps

KB Sections:

• Overview

• Before you begin

• Steps (Windows)

• Troubleshooting

• More info & contact

Overview

Microsoft 365 Copilot adds AI-powered assistance inside desktop Office apps (Word, Excel, PowerPoint, Outlook). If you have been assigned a Copilot license, follow the steps below on a Windows computer to activate Copilot in your installed Office apps.

Before you begin

Important notes

• This article applies to Windows desktop Office apps only. MacOS and iPadOS use user-based licensing and do not need these computer steps.
• You must have a paid Microsoft 365 Copilot license assigned to your account before following these steps. To request a license, submit the AI License Request form: Request an AI license (Copilot).
• If you use a shared/multi-user device, Office licensing on that device may be device-based and Copilot in-app may not be available. Use the Office web apps instead if your device is shared.

Steps (Windows)

1. Wait for GBIT to provision your license. GBIT will assign Copilot after your request is processed.
2. Restart your computer (about 30 minutes after assignment). This forces a Group Policy / device sync so the license can attach to that computer.
3. Open Microsoft Word (desktop) and open any document.
4. Go to File > Account. On the Account page, look for and click Update license.

5. If prompted, sign in with your UWGB account and complete any verification steps. You may be asked to restart your Office apps. After the apps restart, we recommend restarting your computer.
6. Once your computer has restarted, open Word or another Office app. The Copilot ribbon or Copilot icon will now appear.

Troubleshooting

Can't find the "Update license" button

If you don’t see the Update license button:

• Wait up to 24 hours after license assignment and try again (sometimes propagation takes longer).
• Restart your computer and reopen the Office app.
• Sign out of Office (File -> Account -> Sign out) and sign back in, then check File -> Account again.
• If the option still does not appear, contact the GBIT Service Desk.

Copilot still not visible after following steps

• Make sure your Office apps are up to date (Windows desktop Office updates via Account -> Office Updates).
• Contact the GBIT Service Desk and provide the ticket number and the device name.

More info & contact

For questions or assistance, contact the GBIT Service Desk: www.uwgb.edu/gbitinfo.