Copilot buttons are moving in Outlook, Word, Excel and PowerPoint. What to tell your users
No licensing or admin changes, but users will find Copilot in new places. Here is what is changing, when, and the one admin setting to review.
Microsoft is changing where Copilot sits in the Office apps. None of this needs admin action, but your service desk will get calls about it, so it is worth getting a note out to users.
Classic Outlook
In classic Outlook for Windows, the Copilot entry point moves to a new spot next to the ribbon. It is designed to show suggestions based on what the user is working on. The Copilot side pane is still there.
The rollout to worldwide tenants ran from late August to late September 2026. Government clouds follow later, with DoD expected to complete by mid October. This is roadmap item 567007.
It applies to users with a Microsoft 365 Copilot licence on a supported version of classic Outlook. Licensing and admin settings do not change.
Word, Excel and PowerPoint
These apps are getting a prompt box built into the Copilot button itself. Users can type or dictate a request straight away, without opening the Copilot pane, and reference other Microsoft 365 files from there. Selecting content in a document also brings up a prompt relevant to what is selected.
Rollout to worldwide tenants started in September 2026 and should finish by the end of December 2026. It works on Windows, Mac and the web for users eligible for Microsoft 365 Copilot.
Your existing Copilot controls still apply. The one setting to review is Pin Microsoft 365 Copilot Chat, which is still the control for how Copilot Chat appears in the apps.
Excel and Word chat pane changes
Earlier this year Microsoft also brought Copilot in Word and Excel together into a single entry point with the chat pane as the main interface. For government clouds, that rollout runs through October 2026. If you are in GCC, GCC High or DoD, expect those changes to arrive this month.
Spending policies for usage based Copilot features
If you are trying out the newer Copilot capabilities that are billed by usage, each one now needs a spending policy before it can be used. You set these in the Microsoft 365 admin center.
Copilot > Cost management
Copilot in SharePoint and OneDrive has also reached general availability. Everyday features stay within the standard licence, while the newer agent features run on Copilot Credits.
What I would do this week
- Send a short note to Copilot users explaining where the buttons have moved.
- Update screenshots in your Copilot training and help desk articles.
- Review the Pin Microsoft 365 Copilot Chat setting so it matches what you want users to see.
- If you are piloting usage based features, set spending policies before you enable them, so there are no surprise costs.