Cheatsheet
The Copilot ToolboxWhen to use what
Five tools, one distinction: asking versus getting things done. M365 Copilot and Notebooks retrieve. Cowork and Agents execute. Scout keeps working when you're not watching. Know that line and you pick in seconds — instead of typing everything into chat.
M365 Copilot
RetrievalYour everyday entry point to AI. Quick questions, summaries, brainstorming — mainly retrieval across your M365 data.
„Summarise yesterday's meeting with [client] and list the open action items."
Notebooks
Retrieval + contextYour project entry point. Knowledge builds over time and the context stays. With a Copilot licence the first 300 references ground answers, 50 without. It writes from that material but doesn't act in systems.
„I added 12 project documents. What's the current status?"
Cowork
DelegationComplex, multi-step work. Here Copilot doesn't just retrieve, it executes. Runs in the background — generally available since June 2026, but billed by usage through Copilot Credits.
„Prepare my week: check the calendar, schedule X based on meeting Z, and draft replies to the open emails."
Agents
Process + executionCarries an entire business process. From retrieval to writing into third-party systems — built for the work you repeat.
„I have a client meeting. Prepare me for [client A]: latest invoices from SAP, activities from CRM."
Scout
Autopilot — always onMicrosoft Frontier programme only
Microsoft's first Autopilot: always on, with its own identity. It doesn't just understand tasks, it carries them forward — coordinating meetings, spotting risks early, keeping work moving.
FAQ
When should I use Copilot chat and when Cowork?
Use chat when you want an answer: a summary, a draft, a quick question about your own data. Use Cowork when you want a task done — several steps, several files, running in the background while you do something else.
What is the difference between Cowork and an agent?
Cowork executes a task you hand over, once. An agent carries a process you repeat, with its own configuration and access to third-party systems. If you delegate the same thing every week, it belongs in an agent.
Does Cowork cost extra on top of the Copilot licence?
Yes. Cowork has been generally available since June 2026, but usage is billed through Copilot Credits and is off until an admin configures billing. The Copilot licence alone is not enough.
Can I use Scout today?
Only if your organisation takes part in the Microsoft Frontier programme and an admin has enabled it. Microsoft is targeting general availability for October 2026.
Last updated: 6 August 2026
Part of the guideWhen to Use WhatMore cheatsheets on this topic · Choosing the tool
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