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AI tools that make your work easier

AI is no longer just a separate chat window; it is also being built into email, document, spreadsheet and meeting tools. This guide summarises the uses that save time in office work and the points to watch. If you have not yet tried writing good prompts for chat assistants, take a look at the How to use AI guide first.

In brief

  • It saves time on email drafts, meeting summaries, presentations, spreadsheets and translation.
  • Features vary by licence and language; some may not be available in every language.
  • Always check figures, dates and names.
  • Do not enter personal data or trade secrets into tools that have not been approved.

Note

This field changes quickly: the AI features in office programs, their language support and their licence terms are updated often. This guide gives general information as of October 2026; for details, see the official page of the product you use.

On this page

AI in everyday work

  1. Email and correspondence

    You can have an email draft prepared from short notes, make the tone of a reply more formal or more polite, and have a long thread summarised in a few bullet points. It is also useful for checking spelling and wording. Before sending, always check the names, dates and figures.

    Diagram: office work and AI; email, meetings, presentations, spreadsheets, translation, summaries : Enlarge

  2. Meeting notes and summaries

    From your meeting notes you can produce a summary that separates out the decisions, the tasks and the people responsible. The AI features of meeting tools such as Microsoft Teams and Google Meet may offer meeting summaries and note-taking, depending on your licence. Tell participants that the meeting is being recorded or that notes are being taken automatically.

    Chat illustration: decisions and a task list are extracted from meeting notes : Enlarge

  3. Presentations, spreadsheets and documents

    You can use AI to create a presentation draft from a list of topics, summarise the data in a spreadsheet, get formula suggestions or produce a summary of a long document. Verify the calculations made in the spreadsheet and the suggested formulas with a few sample rows.

    Spreadsheet program illustration: an AI assistant in the side panel suggests a formula : Enlarge

  4. Translation and summaries

    AI translations usually capture the context well; providing a small glossary of terms improves consistency. For contracts, technical specifications and official correspondence, have the translation checked by a specialist. When having long texts summarised, asking which sections the summary is based on makes it easier to check.

    Chat illustration: a request to translate from English into German, together with a glossary of terms : Enlarge

Microsoft 365 Copilot and AI in Google Workspace

Microsoft 365 Copilot helps with tasks such as drafting, summarising and data analysis inside Word, Excel, PowerPoint, Outlook and Teams. In Google Workspace, Gemini offers similar features inside Gmail, Docs, Sheets, Slides and Meet. The scope of the features varies by licence, plan and language support; some features may not be available in every language. In enterprise editions, how data is processed depends on the administrator settings and the contract terms.

Ideas for small businesses

  • Product descriptions and social media copy.
  • Reply templates for frequently asked customer questions (checking them before sending).
  • First drafts of quotations, job advertisements and announcements.
  • A frequently asked questions section for your website.
  • Excel formulas and simple reports.
  • Draft procedures and training documents for employees.
  • Market and topic research with search assistants that cite sources (e.g. Perplexity), opening and verifying the sources.

Points to watch

  • Personal data and trade secrets: Do not enter customer information or confidential documents into tools that have not been approved (data protection law, e.g. the GDPR).
  • Accuracy: Check figures, dates and names; AI can produce incorrect information.
  • Important decisions: Do not leave decisions about recruitment, pricing or customers to AI; the final decision must rest with a person.
  • Rules: Prepare a short usage policy that sets out which tools employees may use with which data.
  • Licence and cost: Compare the usage limits and data terms of the free and paid plans.

Frequently asked questions

Are the free versions enough for work?

For trying things out and light use, they are often enough. If you will work regularly with company data, consider the business and enterprise plans, whose data protection terms are clearer.

How can we set rules for our employees' use of AI?

Prepare a short policy that sets out which tools may be used, which data must not be entered and who will check the output, and explain it to employees with examples.

Does AI work well with documents in my own language?

The widely used tools generally understand and write the major languages well; still, check the spelling, terminology and formal style.

BYK Yazılım Support Team
This guide is written and regularly reviewed by the BYK Yazılım support team. Last updated: 4 October 2026.

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