Let it ask you first
For anything important, end with this line.
"Ask me 3 questions before you start."
Guide 4 · Microsoft Copilot
Copilot, set up safely and used well
A one-page starter for first-time users of the personal Copilot app. Nine setup steps, a map of the screen on desktop and phone, a simple way to ask better questions, and the habits that make it useful on Windows.
Level EntryTime about 9 minWorks on Web · Windows · Mac · iPhone · Android · EdgeLast checked 12 Oct 2026
Download the printable PDFThe screen, mapped
- 1.Sidebar. New chat and your past chats. On a phone, tap the menu icon (two lines) at top left.
- 2.Profile icon. Opens Settings. Memory and the privacy toggles sit under Personalization.
- 3.Mode picker. Inside the message box, shown as Quick. Quick response for everyday questions, Think Deeper for harder ones. Leave it on Quick while you learn.
- 4.Chats list. Your past chats. Use the three dots next to a chat (right-click in the Windows or Mac app) to delete it.
- 5.Plus button. Add a photo, file or screenshot.
- 6.Microphone. Dictate, or start a spoken conversation.
This sheet covers the Copilot app with a personal account, as updated by Microsoft on 18 August 2026. It asks you to sign in before you can chat. The same app can also hold a work or school account, but that side is run by your employer under its own rules, and your work and personal chats stay separate.
Nine steps before your first real question
0 of 9 done
- 01Install
- Desktop
- Go to copilot.com, or open the Copilot app already on Windows 11.
- Phone
- App Store or Google Play. Check the publisher is Microsoft.
Copilot now comes as one app for personal and work accounts. Sign in with your personal account for personal use. Copilot inside Word or Teams at work is managed by your employer.
- 02Account
- Both
- Use the account you use for Outlook.com, Xbox or Windows. Create one free at account.microsoft.com if needed.
Signing in saves your chats; history only works when you are signed in. You can also sign in with Apple or Google, but a Microsoft account links Copilot to your Microsoft privacy dashboard. Keep personal use on a personal account rather than a work or school one.
- 03Security
- Both
- account.microsoft.com › Security › Advanced security options › Additional security › Two-step verification › Turn on
Copilot is only as secure as your Microsoft account. The Microsoft Authenticator app is the simplest second step.
- 04Privacy
- Both
- Update the app first. Microsoft states that in the updated app (from 18 August 2026) your prompts, replies and files are not used to train its foundation models, so there is no training switch to find.
Older versions of the app had training toggles under Privacy. If you still see them, your app has not updated; switch both off. Chats are still saved to your account, so the next three steps matter.
- 05Privacy
- Both
- Settings › Personalization: One shared experience (lets your Copilot use personalise Bing, Edge and MSN) and Allow ads personalization
Both are on by default. Switch them off if you would rather your Copilot use stayed inside Copilot and did not shape the ads you see.
- 06Memory
- Both
- Settings › Personalization › Saved memories, then Manage
- In chat
- Say "Remember that I run a plumbing business in Geelong and prefer short answers in Australian English." to add one.
The Saved memories switch stops Copilot saving new memories, but does not delete the ones already saved. Use Manage to delete single memories, or Delete all memories to clear the lot. Deleting memories does not delete your chats.
- 07Privacy
- Both
- In the Chats list, open the three dots (More) next to a chat, or right-click it in the Windows or Mac app, and choose Delete. To clear everything, go to account.microsoft.com/privacy/copilot, select Delete all activity history, then Clear.
The personal Copilot app has no documented temporary chat, so delete a sensitive chat afterwards. Otherwise Copilot keeps up to 18 months of chat history.
- 08Habit
- Both
- See the list at the end of this sheet. Remove names and numbers before you paste, or describe the situation instead.
Treat anything you type as something that could be stored. Privacy settings reduce risk; they do not remove it.
- 09Plans
- Both
- Free Copilot has limits and depends on capacity. Microsoft 365 Personal or Family adds higher limits and Copilot in Word, Excel, PowerPoint and Outlook for the account owner. Premium adds the most usage. Compare at microsoft.com/en-au/microsoft-365-copilot/pricing/individuals.
Pay only if you hit limits often or want Copilot in Word and Excel at home. Copilot Pro is no longer sold. Prices are shown in Australian dollars.
The three-part question
Who it's for
Your role, the reader, the situation.
What you need
The task, plus the facts it needs to do it well.
How you want it
Length, format, tone, Australian English.
Weak prompt
make a budget
Strong prompt
I'm a single parent in Hobart on a fortnightly wage of about $2,400 after tax. Build a simple fortnightly budget with rent $980, car loan $310, groceries, fuel, school costs and a savings line, and show what's left. As a table I can copy into Excel, Australian dollars, no advice beyond the numbers.
Nine habits that make it far more useful
Reply, don't restart
Keep shaping the same answer in the same chat.
"Shorter." "Plainer." "Make it a table."
Ask for options
Choosing between drafts is faster than fixing one.
"Give me 3 versions: formal, warm, brief."
Open it with one key
On Windows 11, press the Copilot key or <kbd>Win</kbd> <kbd>C</kbd> to open it from anywhere. On a Mac, <kbd>Option</kbd> <kbd>Space</kbd>.
Press the Copilot key, then start typing
Ask about the page you're on
In Edge, select the Copilot icon at the top right to summarise or ask about the page you are on. You need to be signed in to Edge, with <b>Allow Copilot to read context clues on the web</b> turned on.
"Summarise this page in 5 dot points."
Check the facts
It can sound sure and still be wrong. Verify names, numbers, laws and dates.
"Which parts of this should I double-check?"
One topic per chat
Long mixed chats get muddled. Start fresh for a new job.
Sidebar › New chat
Show it, don't describe it
Paste a screenshot or add a photo of a form and ask about it.
"What is this error and how do I fix it?"
Make it teach you
Use it to learn, not only to produce.
"Explain it simply, then quiz me."
Shortcuts and safety
Send, new line and paste work as in most chat tools. In the Copilot app you can set the open key to bring up the full app or a smaller quick view.
| Do this | Windows | Mac |
|---|---|---|
| Open Copilot | Win C or the Copilot key | Option Space |
| Send your message | Enter | Return |
| New line without sending | Shift Enter | Shift Return |
| Paste a screenshot into the chat | Ctrl V | Cmd V |
Never paste
- Passwords, PINs or sign-in codes
- Tax file number, Medicare, licence or passport numbers
- Bank or card details
- Other people's health, legal or personal records
- Confidential work material your employer has not cleared
Good first uses
- Explain a Windows error message and fix it
- Summarise a web page in Edge
- Draft a reply to a tricky email
- Build a simple budget or list for Excel
- Explain a bill, policy or form in plain English
Next Move
Your next step
Related on ApplyAI
Common questions
Microsoft states that in the updated Copilot app, available from 18 August 2026, your prompts, replies and files are not used to train its foundation models, so there is no training switch. Older versions had two training toggles under Privacy; if you still see them, update the app and switch them off.
In the Chats list, open the three dots next to a chat, or right-click it in the Windows or Mac app, and choose Delete. To clear everything, go to account.microsoft.com/privacy/copilot, select Delete all activity history, then Clear. Copilot otherwise keeps up to 18 months of history.
Open Settings, Personalization, and switch off Saved memories. That stops new memories but does not delete existing ones, so use Manage to delete single memories or Delete all memories to clear the lot.
Yes, with limits that depend on capacity. Microsoft 365 Personal or Family adds higher limits and Copilot in Word, Excel, PowerPoint and Outlook for the account owner, and Premium adds the most usage. Copilot Pro is no longer sold. Prices are shown in Australian dollars.
No. The personal Copilot app has no documented temporary chat, so delete a sensitive chat afterwards from the Chats list, or clear all history from the Microsoft privacy dashboard.
Open Settings, Personalization, and switch off One shared experience, which lets your Copilot use personalise Bing, Edge and MSN, and Allow ads personalization. Both are on by default.
Sources
- Microsoft: Privacy controls and choices (updated Copilot app)
- Microsoft: Copilot activity history (updated app)
- Microsoft: Copilot privacy overview
- Microsoft: Manage Copilot activity history
- Microsoft: Conversation history in Copilot
- Microsoft: What is the Microsoft Copilot app
- Microsoft: Changes to the Copilot app
- Microsoft: Conversation modes
- Microsoft: Copilot on Windows
- Microsoft: Copilot on macOS
- Microsoft: Copilot in Edge
- Microsoft: About Copilot Pro
- Microsoft: Microsoft 365 plans for individuals (Australia)
- Microsoft: Two-step verification
- Microsoft: Privacy controls (older app, before 18 Aug 2026)
General information only, checked on the date shown and provided free of charge. These apps change their settings and menus often, so confirm every step against the app in front of you. Nothing here is legal, financial, security or privacy advice, and you use it at your own risk. To the extent permitted by law, AJILITY PTY LTD (trading as Apply AI Co and Adopt AI Co) excludes all liability for any loss arising from reliance on this guide. Our Terms apply.
ApplyAI is independent and not affiliated with or endorsed by Microsoft. Copilot, Windows and Microsoft 365 are trademarks of Microsoft. Screen drawings are our own simplified illustrations, not screenshots.