How to Use Files with Copilot: Complete Step-by-Step Guide

Microsoft Copilot has become a fundamental tool to improve productivity through the use of Artificial Intelligence Generative. One of the most powerful features it offers is the ability to work directly with user-uploaded files. Whether summarizing documents, generating detailed responses, or creating content based on text, images, and structured data, Copilot is ready to extract value from the files you add to the conversation.

In this article we are going to explore everything you need to know about How to use files with Copilot, from supported document types to how to upload, manage, and use them in different contexts, such as Word, OneDrive, Microsoft Security Copilot, and educational or professional scenarios. If you're looking for a comprehensive, clear guide, keep reading because we'll cover it all.

What types of files can be used with Microsoft Copilot?

Copilot supports a variety of file formats, both text and multimedia. However, there are some differences depending on the tool or environment you're using Copilot in:

• Text documents: DOC, DOCX, PDF, TXT, MD, LOG, RTF.
• Spreadsheets: XLS, XLSX, CSV, ODS.
• Presentations: PPT, PPTX, ODP.
• Structured files: JSON, YAML, XML.
• Other compatible: EPUB, HTML, TEX, Apple iWork (Pages, Keynote, Numbers).
• Images (general Copilot only): PNG, JPEG, PJP, JFIF.

Multimedia files such as audio, video or executables are not allowed. as a source for generative responses in enterprise versions like Copilot Studio.

Where are the files you upload to Copilot stored?

Microsoft ensures that uploaded files are stored securely depending on the product:

• En Copilot Studio, the files are stored in Microsoft Dataverse.
• En Security co-pilot, the files remain in the geographic location of the tenant but outside the environment of Microsoft 365 habitual.
• In General Copilot (in the navigator), files are automatically deleted after 30 days.

Furthermore, in all cases Microsoft does not use these files to train AI models., which increases its reliability for professional or educational environments.

How to upload and use files in different versions of Copilot

In Microsoft Copilot for the browser

Copilot allows you to upload files directly from the chat window. To do so:

1. Press the icon “Open (+)” or drag a file into the chat.
2. Select the file from your device; it will appear as an attachment in the chat thread.
3. Ask a question related to that file, such as: “What conclusions can be drawn from this document?”
4. You can continue asking related questions as long as you remain in that conversation.

The limit for each file is 50 MB, and you can enter PDF files, Word, Excel, JSON, among others.

From Microsoft Word (Copilot in Word)

Copilot in Word allows you to create content from scratch, edit existing text, or work on related files.. Its functions include:

• Generate drafts: writing a message like “Write a proposal for the new coffee flavor.”
• Creating content from files: Using “/” you can select up to 10 documents as a base (PDF, Word, TXT, PowerPoint, etc.).
• Adding content to existing sections: selects text and asks to expand or rephrase it.
• Save or edit the results: You can keep, regenerate or discard the generated drafts.

Furthermore, You can indicate formats or styles, for example: “Make it more concise and formal”. To learn more about how to use files in Word, you can visit the complete guide at Improve texts with Copilot in Word.

Using files in OneDrive with Copilot

Copilot allows you to generate quick summaries directly from the OneDrive interface, without having to open the files:

1. Accede to onedrive.com with your account.
2. Hold the cursor over the file and press the button Copilot, then choose "Resume".
3. You can also select up to 5 files and generate a joint summary.
4. From the side panel, you can ask custom questions like “What sales were recorded in January?”

This significantly speeds up the review of long documents or multiple files at the same time. If you want to learn more about managing files in Windows, we recommend you visit File Search Companion for Windows.

In Microsoft Security Copilot

In environments of ciberseguridadUploading documents is key for Copilot to process policies, templates, or other operating procedures..

1. Please ensure your files are in DOCX, PDF, TXT or MD format and do not exceed 3 MB each (maximum 20 MB per session).
2. Open the dashboard “Origins” from Copilot and select the tab Archives.
3. Press on “Upload file” and upload it from your PC.
4. Check the box to enable archiving in the session.

Only you will have access to the files you upload and they will be available for the duration of your current session.To better understand how credit management works in Microsoft 365, review How AI credits work with Microsoft 365.

Copilot Studio: Generative responses with documents

If you're building a conversational agent in Copilot Studio, you can use documents as a knowledge source for generative responses.. The process is the following:

1. From the agent environment, access Configuration > Generative AI.
2. Drag your files or click “Browse” to locate them.
3. Once loaded, they are indexed and the status changes to "Clever" (This may take a few minutes).
4. You can disable them on specific nodes if you wish.

Uploaded files are exported along with the agent, preserving its configuration., and files with the same name are not overwritten. For more details on creating agents in Copilot Studio, visit Microsoft Security Copilot and AI agents.

Access control and document deletion

On professional platforms such as Security Copilot or Studio:

• Only the user who uploaded the file can access it.
• Files can be deleted manually from the corresponding management panel.
• In some environments, Owners can restrict who can upload files.

How to write good requests when using files

For best results, remember to include these elements in your request:

• Goal: what result do you expect (summary, analysis, letter, etc.).
• Context: Provide relevant details (role, employment status, sector, etc.).
• Data origin: : clearly mention the file if necessary.
• Expectations: how you want the response to be (tone, length, format).

An example would be: “Generate a study roadmap with weekly milestones based on this document containing my resume.”

Related article:

How to create reports with Copilot in Excel step by step

Isaac

Passionate writer about the world of bytes and technology in general. I love sharing my knowledge through writing, and that's what I'll do on this blog, show you all the most interesting things about gadgets, software, hardware, tech trends, and more. My goal is to help you navigate the digital world in a simple and entertaining way.