University of Oxford’s IT department embraces Copilot to future-proof education with AI

The IT Services department at one of the world’s oldest English-speaking universities is using Microsoft 365 Copilot to advance its services in the era of AI.

The University of Oxford, one of the world’s most historic academic institutions dating from 1096, is at the forefront of embracing Microsoft 365 Copilot in its activities as part of its ongoing digital transformation.

Oxford is working to embed generative AI across its operations, from research and teaching to administration. One of the first departments involved in AI adoption is the organisation’s 400-plus member IT Services department which has started to use Copilot as part of a wider pilot across the University.

“We actually went to Microsoft’s headquarters in Redmond,” says Stuart Lee, the University’s Acting CIO.

“What inspired us about Copilot was its potential benefits in the office of the now as well as in the office of the future. We came away thinking this is something we really need to start investing in.”

Curiosity and experimentation

IT Services began by purchasing licences for the majority of its staff members to assess the impact on an entire department.

When first trialling Copilot, the department were met with a mix of curiosity and apprehension, says Lee. Many of the staff members were eager to get involved while others were uncertain about how AI could be used.

So the team encouraged an experimental and collaborative mindset that would help build confidence among all potential users.

Through onboarding meetings with Microsoft, briefing sessions, and regular community engagement through Microsoft Teams, users started to feel empowered to experiment with Copilot in their everyday roles.

The team set up an internal community of practice which enabled colleagues to share tips and questions, along with a regular ‘prompt of the week’ competition. Regular drop-in help clinics helped people to work through their particular challenges.

The department also set up an ‘acceleration team’ to look at integrating Copilot with other applications and getting more from Copilot Studio. Most importantly, this was seen to be having senior level support – regular communications from the Head of Department encouraged use.

“As a very small team with many different priorities, we’ve found Copilot’s time-saving features to be a huge help,” says Sarah Zama, the University’s Head of User Experience.

“It’s been invaluable in generating ideas and creating documents quickly, and we’ve discovered it can be very beneficial for neurodiverse users by helping them prioritise their workload and stay on-task.”

Powering productivity

In December 2024, the IT service department conducted a week-long survey asking all licence holders to keep a track of their Copilot use and especially how much time they saved for a range of activities, whether summarising documents, creating content, supporting meetings, or managing tasks.

Lee added: “While it’s too early to assess the levels of adoption and usage feedback, we feel it’s vital to have regular checks on use as we look to any formal assessment of value for money.

“Slowly but surely, staff members are becoming increasingly familiar with Copilot AI to power their productivity, creativity and enjoyment at work.”

For centuries, University of Oxford’s staff and students have been pushing the boundaries of research, education and thinking. Now, by taking the same pioneering approach to its use of AI, the University is ensuring it will continue to be an exemplar for centuries to come.