How to Use Copilot in Word to Draft and Rewrite Documents

by Gloria Bakerian | Sep 24, 2026 | Microsoft 365

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Microsoft 365 Copilot can help you move past a blank page, organize ideas, and rewrite existing text. It can accelerate the first draft, but you remain responsible for the accuracy, tone, and commitments in the final document.

Availability note: Copilot features depend on your Microsoft 365 license, Word version, device, and organization settings. Button names and locations may vary as Microsoft updates the experience.

Before you begin

  • Sign in to Word with the correct work account.
  • Confirm that Copilot is available in Word.
  • Gather the facts, source material, audience, and desired outcome.
  • Remove information that your organization does not permit you to use with AI.

How to create a first draft with Copilot in Word

  1. Open Word and create a blank document or open the document where you want to add content.

    Copilot button in Microsoft Word
    Open a Word document and locate the Copilot button.

  2. Select the Copilot button or open the Copilot pane. The exact location may vary.

    Opening the Copilot pane in Microsoft Word
    Open the Copilot pane to begin working with your document.

  3. Enter a prompt that describes the document type, audience, purpose, required facts, tone, and desired structure.

    Entering a document prompt in Copilot for Word
    Give Copilot a specific prompt with the audience, purpose, facts, and desired tone.

  4. If appropriate, reference an approved work file that contains information Copilot should use. Confirm that you are allowed to use that file and that its permissions are correct.

  5. Review the generated draft. Keep it, discard it, or continue refining it with a follow-up prompt.

    Reviewing a draft created by Copilot in Word
    Review the generated draft before keeping or revising it.

A practical prompt for drafting a document

Draft a concise [document type] for [audience]. Explain [purpose]. Include only these facts: [facts]. Organize it with [sections or bullets]. Use a [tone] tone. End with [desired next step]. Do not invent dates, costs, commitments, or technical details.

How to rewrite selected text

  1. Select the paragraph or section you want to improve.

    Selecting text to rewrite with Copilot in Word
    Select only the text you want Copilot to rewrite.

  2. Select the Copilot option and choose Auto Rewrite, Rewrite, or the closest available option.

  3. Review the suggested versions. Use the arrows to compare alternatives when they are available.

    Comparing rewrite suggestions in Copilot for Word
    Compare Copilot’s rewrite suggestions before choosing one.

  4. Select Replace to substitute the original, Insert below to preserve both versions, or Regenerate to request another option.

  5. Edit the result yourself and verify every important fact.

    Final reviewed and edited paragraph in Microsoft Word
    Edit the final version yourself and verify every important detail.
Select text, choose Rewrite, and review Copilot’s suggestion.

What to check before using the document

  • Names, dates, prices, deadlines, and contact information
  • Promises, guarantees, or statements about what PCC or another company will do
  • Technical, legal, HR, financial, or regulatory claims
  • Links, references, quotations, and cited sources
  • Tone and whether the writing sounds appropriate for the audience

Security reminder: Copilot can help you write, but it does not decide whether information should be disclosed. Follow your organization’s AI and data-handling rules.

Official Microsoft guidance

Frequently asked questions

Why is the Copilot button missing?

Your license may not include the feature, your organization may have disabled it, or your Word version may need an update. Confirm that the correct work account is active before contacting your administrator.

Can Copilot use another document as a source?

Some Word experiences allow you to reference approved work files. Availability varies. Copilot should not give you access to files you do not already have permission to use.

Does Copilot save a separate Word file?

Copilot generally drafts or edits content in the current document. Save and name the document using your organization’s normal process.

Related Microsoft 365 guides

Need help using Copilot safely?

PCC helps businesses configure Microsoft 365 Copilot, establish practical AI rules, and train employees to review AI-generated work. Request a conversation with PCC.