Teams, Outlook and Copilot in office work

Key information

The training organises and standardises the way of working as a team in Teams and Outlook, and introduces the practical, responsible use of artificial intelligence in everyday office tasks.

During the training, participants will find out, among other things:

• How to efficiently organise meetings and team communication in Microsoft Teams
• How to use Teams as a repository of recordings, materials and meeting history
• How to actively manage your Outlook calendar and plan meetings without asking about availability
• How to book meeting rooms and check colleagues’ availability
• How to get on top of your inbox: threads, rules, subfolders, the unread filter, flagging
• How to postpone messages for later and schedule sending at a convenient time
• How to build effective prompts with the KREDO method
• How to use AI responsibly: verify hallucinations and take responsibility for the results

Objective

The objective of the training is to familiarise participants with the practical and well-organised use of Microsoft 365 tools: Teams, Outlook and Copilot, in daily office work. The training levels up knowledge across the team, organises the rules for running meetings, managing the calendar and email communication, and introduces the responsible use of artificial intelligence. The advanced part focuses on the basics of prompt engineering and automating repetitive processes without coding. The emphasis is on practice and real scenarios from the participants’ work.

Programme Module 1: Microsoft Teams in organising teamwork

• Teams is not just video conferencing: an overview of the tool’s real capabilities
• Organising and running online meetings: inviting participants, setting a date
• Chat and team communication: when to use Teams and when to use email
• A repository of meeting recordings and materials: how to return to content and search it
• Searching messages, files and meeting history
• Meeting transcription and recording: how to turn them on and use them in further work
• Linking Teams with Outlook: where each piece of information goes

Module 2: Microsoft Outlook: calendar and email under control

Calendar management:

• Actively using the Outlook calendar: entering absences, leave, meetings and work outside the office
• Planning meetings with automatic checking of other people’s availability: no calling around to ask when they are free
• Viewing colleagues’ availability: recognising whether a person is free, in a meeting or working elsewhere
• Correctly booking and cancelling room reservations

Email management:

• Automatic grouping of emails by thread: reading only the latest message in a chain instead of all of them
• Split view (message preview) and manually marking messages as read/unread: instead of automatic marking as read
• Setting up rules and subfolders correctly: less important and recurring messages, and those where you are in CC/BCC
• The “Unread” button: quickly filtering messages that still need a response
• Flagging important messages with the “Insert” key: as a task to do or a repository of important topics
• Moving messages to the calendar: scheduling a future meeting on the subject of an email
• Rules for adding recipients (To, CC, BCC)
• Postponing messages for later: an email returns to the inbox at a chosen moment
• Scheduling message sending: delivery at a convenient time
• Keyboard shortcuts and Outlook personalisation for advanced users

Module 3: Prompt engineering: the KREDO method

• The anatomy of an effective prompt: the KREDO model
• Live demonstration on office work scenarios
• Techniques for correcting AI responses and generating options to choose from
• Fast models versus advanced reasoning models: when to use which
• The “one conversation = one thread” principle
• Hands-on exercises: building KREDO prompts on participants’ own work scenarios

Module 4 Microsoft Copilot in practice

• Data analysis in Excel: reporting, building formulas from a prompt, identifying trends
• Creating and drafting documents in Word: procedures, notes, summaries
• Managing communication in Outlook: thread summaries, prioritisation, draft replies
• Meeting notes in Teams: extracting tasks and decisions
• Preparing presentations in PowerPoint

Learning outcomes

After completing the training, participants:

• They efficiently organise meetings, the calendar and communication in Teams and Outlook
• They manage their inbox using threads, rules, flags and filters
• They plan meetings and check team availability without unnecessary correspondence
• They build effective prompts with the KREDO method
• They use AI consciously and responsibly, verifying its answers
• They use Microsoft Copilot in everyday tasks in Microsoft 365 applications

Trainer

Franciszek Kołpanowicz: entrepreneur and certified AI trainer. He has been published in Rzeczpospolita, among others. He has over 2,000 hours of experience working with generative AI and has shared his knowledge at public events, including the “Manager in the Age of AI” training organised by Rzeczpospolita and at the UKEN and PASE conferences. His background in philosophy (Jagiellonian University) and his experience in IT quality control allow him to combine analytical thinking with asking the right questions. In training sessions he pays attention above all to the participants, drawing on their experience and needs as the work unfolds.

Organisational requirements on the client’s side

• In-person training at the company’s premises in Kraków; a room that allows workshop-style work (tables, space for notes)
• Each participant works on their own laptop, signed in to a work Microsoft 365 account
• A standardised version of Microsoft Outlook for all participants for the duration of the training (recommendation: the new Outlook desktop), installed and running before the start
• Access to Microsoft Teams and Copilot Chat for every participant
• Stable Wi-Fi in the room, sufficient for all participants working at the same time
• A projector or large screen for the trainer’s presentation
• A flipchart or whiteboard with markers

To be confirmed before the training

App versions and standardisation (Teams and Outlook):

• Which version of Outlook do participants use (classic, new desktop, browser, Mac)? We recommend standardising on the new Outlook desktop so that everyone sees the same interface on screen

Participants’ technical readiness:

Every participant arrives with a Microsoft 365 account logged in and Outlook installed on their own laptop: we do not set up accounts in the training room

Infrastructure:

• Stable Wi-Fi tested under load (up to 15 people working simultaneously in the browser and Office applications)

Key information

The training organises and standardises the way of working as a team in Teams and Outlook, and introduces the practical, responsible use of artificial intelligence in everyday office tasks.

During the training, participants will find out, among other things:

• How to efficiently organise meetings and team communication in Microsoft Teams
• How to use Teams as a repository of recordings, materials and meeting history
• How to actively manage your Outlook calendar and plan meetings without asking about availability
• How to book meeting rooms and check colleagues’ availability
• How to get on top of your inbox: threads, rules, subfolders, the unread filter, flagging
• How to postpone messages for later and schedule sending at a convenient time
• How to build effective prompts with the KREDO method
• How to use AI responsibly: verify hallucinations and take responsibility for the results
• How to use Microsoft Copilot in Excel, Word, PowerPoint, Outlook and Teams
• How to design your own AI Agent that automates repetitive tasks

Objective

The objective of the training is to familiarise participants with the practical and well-organised use of Microsoft 365 tools: Teams, Outlook and Copilot, in daily office work. The training levels up knowledge across the team, organises the rules for running meetings, managing the calendar and email communication, and introduces the responsible use of artificial intelligence. The advanced part focuses on creating your own AI Agents and automating repetitive processes without coding. The emphasis is on practice and real scenarios from the participants’ work.

Programme

Day 1

Module 1: Microsoft Teams in organising teamwork

• Teams is not just video conferencing: an overview of the tool’s real capabilities
• Organising and running online meetings: inviting participants, setting a date
• Chat and team communication: when to use Teams and when to use email
• A repository of meeting recordings and materials: how to return to content and search it
• Searching messages, files and meeting history
• Meeting transcription and recording: how to turn them on and use them in further work
• Linking Teams with Outlook: where each piece of information goes

Module 2: Microsoft Outlook: calendar and email under control

Calendar management:

• Actively using the Outlook calendar: entering absences, leave, meetings and work outside the office
• Planning meetings with automatic checking of other people’s availability: no calling around to ask when they are free
• Viewing colleagues’ availability: recognising whether a person is free, in a meeting or working elsewhere
• Correctly booking and cancelling room reservations

Email management:

• Automatic grouping of emails by thread: reading only the latest message in a chain instead of all of them
• Split view (message preview) and manually marking messages as read/unread: instead of automatic marking as read
• Setting up rules and subfolders correctly: less important and recurring messages, and those where you are in CC/BCC
• The “Unread” button: quickly filtering messages that still need a response
• Flagging important messages with the “Insert” key: as a task to do or a repository of important topics
• Moving messages to the calendar: scheduling a future meeting on the subject of an email
• Rules for adding recipients (To, CC, BCC)
• Postponing messages for later: an email returns to the inbox at a chosen moment
• Scheduling message sending: delivery at a convenient time
• Keyboard shortcuts and Outlook personalisation for advanced users

Day 2: full-day programme

Module 4: Prompt engineering: the KREDO method

• The anatomy of an effective prompt: the KREDO model
• Live demonstration on office work scenarios
• Techniques for correcting AI responses and generating options to choose from
• Fast models versus advanced reasoning models: when to use which
• The “one conversation = one thread” principle
• Hands-on exercises: building KREDO prompts on participants’ own work scenarios

Module 5: Microsoft Copilot in practice

• Data analysis in Excel: reporting, building formulas from a prompt, identifying trends
• Creating and drafting documents in Word: procedures, notes, summaries
• Managing communication in Outlook: thread summaries, prioritisation, draft replies
• Meeting notes in Teams: extracting tasks and decisions
• Preparing presentations in PowerPoint

Module 6: Creating a personal AI Agent in Microsoft Copilot

• Prompt versus Agent: how they differ and when it is worth creating an Agent
• Designing an agent role tailored to everyday tasks (for example data analyst, document editor, work organiser)
• Examples of use: recurring reports, meeting summaries, project plans, knowledge organisation
• Creating a personalised agent in Microsoft Copilot using the KREDOS model
• Exercise: each participant designs and tests their own AI Agent

Module 7: Automating work with AI

• A Copilot agent for working with Excel files: automated analysis and reporting
• A Copilot agent for working with Word documents: generating procedures and briefs
• A Copilot agent for working with Outlook email: prioritisation and draft replies
• A Copilot agent for working with PowerPoint presentations: creating slides
• Workshop: designing a real process using AI: from a meeting transcript to a finished set of documents (project brief, action checklist, status report, note of decisions)

Learning outcomes

After completing the training, participants:

• They efficiently organise meetings, the calendar and communication in Teams and Outlook
• They manage their inbox using threads, rules, flags and filters
• They plan meetings and check team availability without unnecessary correspondence
• They build effective prompts with the KREDO method
• They use AI consciously and responsibly, verifying its answers
• They use Microsoft Copilot in everyday tasks in Microsoft 365 applications
• People in the advanced part design and launch their own AI Agent that automates repetitive processes

Trainer

Franciszek Kołpanowicz: entrepreneur and certified AI trainer. He has been published in Rzeczpospolita, among others. He has over 2,000 hours of experience working with generative AI and has shared his knowledge at public events, including the “Manager in the Age of AI” training organised by Rzeczpospolita and at the UKEN and PASE conferences. His background in philosophy (Jagiellonian University) and his experience in IT quality control allow him to combine analytical thinking with asking the right questions. In training sessions he pays attention above all to the participants, drawing on their experience and needs as the work unfolds.

Organisational requirements on the client’s side

• In-person training at the company’s premises in Kraków; a room that allows workshop-style work (tables, space for notes)
• Each participant works on their own laptop, signed in to a work Microsoft 365 account
• A standardised version of Microsoft Outlook for all participants for the duration of the training (recommendation: the new Outlook desktop), installed and running before the start
• Access to Microsoft Teams and Copilot Chat for every participant
• Stable Wi-Fi in the room, sufficient for all participants working at the same time
• A projector or large screen for the trainer’s presentation
• A flipchart or whiteboard with markers

To be confirmed before the training

App versions and standardisation (Teams and Outlook):

• Which version of Outlook do participants use (classic, new desktop, browser, Mac)? We recommend standardising on the new Outlook desktop so that everyone sees the same interface on screen
• Is transcription and recording of meetings enabled in Microsoft Teams (a setting on the administrator’s side)?

Licences and access (Copilot):

• Copilot Chat is available to all participants; some people (about 10) hold a full Microsoft 365 Copilot licence (Copilot Pro). The programme is prepared for both variants: the scope of the exercises in Office applications will differ
• Does every participant with a Copilot Pro licence have their own licence (not shared)?
• Is the Copilot plugin visible in Office applications for people with a licence?

Participants’ technical readiness (CRITICAL):

• Every participant arrives with a Microsoft 365 account logged in and Outlook installed on their own laptop: we do not set up accounts in the training room
• Test before the training: each participant opens Copilot Chat and verifies that they can ask a question and receive an answer
• If any participant does not have access: please let us know in advance and we will prepare an alternative route

Infrastructure:

• Stable Wi-Fi tested under load (up to 15 people working simultaneously in the browser and Office applications)

Online verification of access to AI Agents in Microsoft Copilot (critical for the advanced part):

Before the training it is necessary to check with participants (or with one representative participant, if identical permissions are assumed across the group):

• Are the Microsoft agents Researcher and Analyst visible and working?
• Can company knowledge from SharePoint or Office documents (company sources) be connected to an agent?
• Can a participant create their own agent, and does that agent answer questions?
• Do all participants have the same level of permissions?

Each of these elements is controlled by a separate switch in the Microsoft 365 admin centre: in practice, a user may see an agent on the list but lack the permissions to talk to it. For this reason, confirming that agents are merely present in the interface is not enough.

Verification can be carried out in three ways: (1) confirmation from the client’s IT administrator, (2) a short online session with the trainer before the training (a separately priced service), (3) commissioning a full technical verification.

Without confirmation of these points, the Agent-building workshop in the advanced part may prove impossible to deliver in full: in that case the workshop part will be replaced by a presentation.