EdTech4Everyone

As Microsoft continues to roll out Microsoft 365 Copilot in education (they will probably change the branding name again before I publish this!), many schools across the UK and Ireland now have full access to its powerful capabilities. Educators in Northern Ireland are actively pushing for the same, recognising the potential Microsoft 365 Copilot holds for transforming everyday tasks and teaching workflows.

With that momentum building, it’s time to prepare and get organised so we can fully benefit from what this version of Copilot offers. This blog explores how school leaders can harness Copilot’s potential effectively—starting small, planning well, and securing quick wins to ensure your school is ready to thrive in this new digital era.

Discover how Microsoft 365 Copilot in education can then:

• Support strategic decision-making with data-driven insights tailored to your school’s goals.

• Save time by automating routine tasks like email drafting.

• Boost productivity with smart suggestions and real-time support across Word, Excel, Teams, and more.

• Strengthen collaboration among staff, students, and parents through intelligent meeting summaries and shared workspaces.

1. Start with Structure: Migrate to OneDrive and Teams then Organise Files to support Copilot Efficiency

Migrating all your documents from your school C: drive to OneDrive is essential for getting the best out of Copilot in Microsoft 365 because if your documents stay on a local drive, they’re invisible to the Graph – Copilot can’t access or analyse them. The Microsoft 365 graph is a smart data layer that tracks connections between people, files, and actions.

The Graph connects people, files, and activities across Microsoft 365.

Reasons to migrate:

✅ 1. Enables Intelligent Search and Context

• Copilot can only retrieve and summarise files stored in OneDrive or SharePoint (Teams).
• Moving files online ensures Copilot can find the right document instantly, whether it’s a policy, attendance sheet, or SDP.

✅ 2. Unlocks AI Features

• Features like trend analysis, chart creation, and intervention suggestions depend on data being in the cloud.
• Local files = no AI insights. Cloud files = full Copilot functionality.

✅ 3. Improves Collaboration

• SLT and staff can access shared documents in Teams channels.
• Copilot can summarise conversations and link them to relevant files—only possible if files are online.

✅ 4. Future-Proof and Secure

• OneDrive provides version control, compliance, and secure access.
• Copilot uses these protections to deliver safe, accurate outputs.

Organise Files

Organising your online documents in OneDrive and Teams channels isn’t just about tidiness. it’s the foundation for making Microsoft 365’s graph work smarter – so Copilot can deliver relevant content based on how your school works.

A well-structured Team setup helps Copilot surface the right files, conversations, and insights at the right time. Using dedicated channels – like those for SLT meetings, Attendance, or CPD – not only streamlines access for staff, but also encourages engagement by making key documents and discussions easier to find and use.

🗂️ Channel Setup

• Create dedicated channels for:
  • SLT Weekly Meetings
  • Inspection & SDP
  • Attendance & Behaviour
  • CPD & Staff Development
• Another approach could be to create channels that align with SLT responsibilities.
• Pin key documents (e.g. SEF, SDP, policies) to each channel’s Files tab for easy access.

📁 File Naming & Storage

• Use consistent naming like 10-2025 Attendance Summary or SLT Minutes 03-10-2025.
• Store recurring documents in Teams Files i.e. SharePoint (backed by OneDrive), so Copilot can retrieve and summarise them easily.

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2. SLT Time-Saving Wins with Copilot in Teams

Discover how Senior Leadership Teams can save time and boost efficiency by using Copilot in Microsoft Teams for smarter meetings, streamlined collaboration, and instant access to key insights.

📝 Minute Taking Made Easy

• Use Teams on Surface Pro or mobile to record not just online but also in person meetings (audio) See Infographic below).
• After the meeting, ask Copilot to:
  • Summarise the transcript
  • Extract action points
  • Draft follow-up emails or agendas
• Prompt example: “Summarise this SLT meeting and list actions by role.”

📅 Meeting Prep & Follow-Up

• Copilot can:
  • Draft agendas based on previous minutes
  • Suggest discussion points from recent documents
  • Create summaries of chat threads or shared files in Teams or OneDrive

📊 Quick Data Insights

• Upload Excel sheets (e.g. attendance, behaviour logs) to Teams.
• Ask Copilot to:
  • Spot trends
  • Create charts
  • Suggest interventions
• Prompt example: “Analyse Year 11 behaviour data and suggest top 3 concerns.”

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3. Build Confidence with Low-Risk Use Cases

Start with simple, low-risk scenarios to build confidence – like summarising meeting notes, drafting routine emails, or generating lesson outlines. These tasks are familiar, low-pressure, and ideal for showcasing Copilot’s practical value without overwhelming staff. By choosing quick wins that save time and reduce admin, you create positive first impressions and build trust in the tool.

This approach not only helps staff feel more comfortable but also encourages wider adoption. Once confidence grows, it becomes easier to explore more complex uses – like planning differentiated lessons or analysing pupil data – knowing that the groundwork is solid and the benefits are real.

✍️ Document Drafting

• Use Copilot in Word to:
  • Draft letters to parents
  • Reword policies to simplify for clarity
  • Create inspection-ready summaries

📣 Staff Communication

• Use Copilot in Outlook or Teams Chat to:
  • Draft weekly staff bulletins
  • Translate key messages for EAL families
  • Summarise long email threads

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4. Support & CPD for Beginner-Level Staff

Provide targeted support and practical CPD sessions for beginner-level staff to build confidence and develop essential skills for using Copilot effectively. In-house expertise is often trusted more by colleagues, so consider tapping into staff who’ve already had success with Copilot to lead short demos or peer-led workshops. This not only makes the training more relatable but also helps foster a supportive culture where staff feel safe to ask questions and try things out. When colleagues see familiar faces modelling simple, useful Copilot tasks – like drafting emails or creating lesson templates – it lowers the barrier to entry and encourages wider adoption across the school.

👥 Peer Champions

🧪 Micro-Demos

• Run 10-minute demos regularly during SLT or staff briefings:
  • “How Copilot summarises a meeting”
  • “Drafting a parent letter in 30 seconds”
  • “Turning Excel data into insights”

📘 Prompt Library

• Create a shared OneNote in Teams with:
  • Sample prompts
  • Use case ideas
  • Troubleshooting tips

Final thoughts

Rolling out Copilot doesn’t need to be overwhelming. Start small, try it with one admin task or lesson plan and see what happens. Prep your files and online organisation, and keep your first goals simple and achievable. Those early wins – like saving time on a letter or streamlining a planning template will build confidence and show real impact. From there, you’ll find momentum grows naturally. Copilot isn’t just about big change; it’s about smart, intentional steps that make your day easier and your teaching stronger.

Further information

31. Max Efficiency with Effective Prompting in Copilot – EdTech4Everyone

30. How to Harness the Power of Copilot AI in Education