ChatGPT vs Copilot: When to Use Each in Your Business

ChatGPT and Microsoft Copilot are two of the most talked-about AI tools for business. But they aren’t interchangeable. Each has strengths depending on how your team works and where you need support.

This article breaks down when ChatGPT is a better fit, when Copilot is more useful, and how they complement each other in real business workflows.

ChatGPT: General-Purpose AI for Everyday Business Tasks

What it is:
An AI chatbot developed by OpenAI, designed to understand prompts and generate human-like text.

Best for:

• Drafting and refining emails or proposals
• Summarizing information
• Brainstorming ideas or outlines
• Quick Q&A support for non-sensitive business questions

Security: 

• Interactions are processed through OpenAI’s servers. Free and basic business accounts do not guarantee data isolation.
• Avoid pasting sensitive business data unless using enterprise-level, compliant versions.

Collaboration:

• ChatGPT isn’t integrated into your business tools by default. You’ll need to copy/paste between platforms.
• Best suited for individual tasks; lacks real-time collaboration features.

Microsoft Copilot: AI Built Into Your Microsoft 365 Tools

What it is:
An AI assistant embedded in Microsoft Word, Excel, Outlook, Teams, and more.

Best for:

• Drafting documents directly in Word
• Summarizing meetings in Teams
• Drafting responses in Outlook
• Analyzing data in Excel

Security:

• Integrated with Microsoft 365’s enterprise security framework, ensuring data stays within your organization’s environment.
• Complies with existing privacy and compliance settings.

Collaboration:

• Copilot works seamlessly if you’re already using Microsoft 365. However, it requires a specific license and newer hardware to run smoothly.
• Designed for collaborative workflows, enhancing shared documents, meetings, and group tasks in real time.  

When to Use ChatGPT vs Copilot

Use ChatGPT when:

• You need flexible, general-purpose support outside your usual apps
• You’re brainstorming, drafting, or refining content
• You want a fast way to get ideas or rewrite text without tool integration

Use Copilot when:

• You’re already working in Microsoft 365 tools like Word, Excel, Outlook, or Teams
• You want AI to streamline existing workflows without switching platforms
• You need meeting summaries, data analysis, or email drafts tied directly to your files
• Copilot provides more control over data security, making it a better choice for confidential work.
• For collaborative tasks, Copilot integrates more smoothly into shared business processes.

Using ChatGPT and Copilot Together

In many business workflows, ChatGPT and Copilot work best when used together—each filling a different role.  Here are some ideas of how you can use the two together.  

Marketing Content Creation

• Use ChatGPT to brainstorm blog topics, generate outlines, and draft initial content.
• Move to Copilot in Word to refine the draft, integrate internal data, and collaborate with your team for reviews.

Sales Proposals and Client Docs

• Start with ChatGPT to generate proposal ideas, boilerplate text, or refine messaging.
• Finalize in Copilot, where you can pull in pricing data from Excel, format the proposal in Word, and collaborate on edits.

Meeting Prep and Follow-Up

• Use ChatGPT to summarize research or create talking points before a client meeting.
• After the meeting, let Copilot generate a summary and action items from your Teams call, ensuring everything is documented and shared.

Internal Documentation

• Draft a first version of FAQs, policies, or training materials with ChatGPT.
• Use Copilot to refine and align these documents with your company’s tone and structure, collaborating with stakeholders in Word or Teams.

By using ChatGPT for flexible idea generation and Copilot for structured collaboration, businesses can streamline both creative and operational tasks. To ensure your devices are ready to handle these tools effectively, see Future-Proofing Your Business Devices for AI Tools Like Copilot.

Horizon helps SMBs make smart choices about AI, devices, and workflows—without overcomplicating it. We support businesses in Saskatoon, Regina, Winnipeg, Calgary, Edmonton, and the surrounding areas.