Microsoft Copilot Compared

Published on June 12, 2025

Choosing the best version fit for your NFP.

Microsoft Copilot is available in three key formats, each designed to meet different productivity needs. These include the web-based Copilot (free), built-in AI tools within Microsoft apps, and the licensed Microsoft 365 Copilot. While each option offers useful functionality, the level of integration, security, and AI capability varies significantly.

Eligible nonprofit organisations (i.e. ACNC-registered in Australia) can access discounted Microsoft 365 and Copilot licences through Microsoft’s nonprofit program or Connecting Up (Australia). Nonprofits from across Asia may seek assistance from TechSoup or its regional partners for support.

1. Microsoft Copilot (Web-Based Version) 

The web-based Copilot is a free tool accessible through Microsoft's online platform. It is best suited for individual or experimental use cases and not recommended for organisational tasks involving sensitive or proprietary data. 

Key Points: 

  • Accessible via browser with no licence or setup required 

  • Provides basic AI functions such as brainstorming and text generation 

  • Cannot access or analyse files, meetings, or internal organisational content 

  • Data input may be stored to improve Microsoft's public models 

This version is suitable for personal use only, and caution should be used when entering sensitive information. 

Note: Free Copilot Chat does not integrate with Microsoft 365 tenancy and should not be used for confidential NFP data.

2. Built-In AI Tools in Microsoft 365 Apps 

Microsoft 365 includes some AI-powered features by default, available to all users even without a Copilot licence. These are embedded into apps like Word, Excel and Outlook, supporting day-to-day tasks. 

Included Features: 

  • Text predictions – suggests next words or phrases as you type (Word, Outlook) 

  • Grammar and spelling corrections – enhances writing quality 

  • Autofill in Excel – recognises data patterns and fills cells 

  • Formatting suggestions – smart tips for improving tables or document layout 

  • Smart lookup – enables fast in-document searches for definitions or synonyms 

While useful, this version does not support generative AI tasks like document summarisation or data analysis. 

3. Microsoft 365 Copilot (Licensed Version) 

The licensed Microsoft 365 Copilot is designed for professional use and tightly integrates with your Microsoft 365 workspace. It provides advanced AI capabilities across Teams, Word, Excel, PowerPoint, Outlook and more. 

Core Features: 

  • Content generation – draft emails, documents, or reports from short prompts 

  • Document summarisation – extracts key points from long files instantly 

  • Data analysis – identifies trends and builds charts in Excel 

  • Presentation creation – designs full PowerPoint decks with speaker notes 

  • Meeting recaps – summarises Teams discussions and highlights action items 

  • Email drafting and smart replies – writes Outlook messages based on context 

Security Advantage - Microsoft 365 Copilot respects your organisation's data permissions. For example, if a user cannot access Document B, Copilot will also not be able to retrieve or reference its contents. 

Feature Comparison Table 

Feature 

Web Version 

Built-In AI 

Licensed Copilot 

Text predictions & grammar fixes 

✅ Yes 

✅ Yes 

✅ Yes 

Autofill in Excel & formatting tips 

❌ No 

✅ Yes 

✅ Yes 

Writing full emails or documents 

✅ Yes 

❌ No 

✅ Yes 

Summarising documents or meetings 

❌ No 

❌ No 

✅ Yes 

Analysing Excel data 

❌ No 

❌ No 

✅ Yes 

Generating PowerPoint slides 

❌ No 

❌ No 

✅ Yes 

Voice Interaction and AI Video Creation

❌ No 

❌ No 

✅ Yes 

 

Which Copilot is Right for Your Organisation? 

Choosing between Copilot versions depends on your intended use cases, team structure, and data privacy needs.

Not-for-profits should assess: 

  • The type of tasks Copilot will support (e.g. content generation, data analysis) 

  • Sensitivity of data being handled 

  • Level of integration needed with Microsoft 365 tools 

  • Available licensing discounts for nonprofits 

We recommend checking whether your organisation is eligible for Microsoft nonprofit discounts before purchasing any Copilot add-ons.  

For implementation support and policy guidance, see Integrating Microsoft365 Copilot: a guide for not-for-profits

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