Troubleshooting Microsoft Copilot Not Working in Word

Microsoft Copilot is designed to assist with various tasks within Word, such as drafting content, summarizing documents, or rewriting sections. When Copilot fails to appear, is greyed out, or does not respond, it indicates a configuration or connectivity issue preventing the AI feature from functioning correctly.

Common Reasons Copilot May Not Function in Word

Several factors can prevent Microsoft Copilot from working as expected within the Word application. Identifying the root cause is the first step toward resolving the problem. Common issues include:

• Incorrect or Missing License: Copilot requires a specific Microsoft 365 license that includes Copilot for Microsoft 365.
• Outdated Microsoft 365 Apps: Copilot functionality is typically introduced and improved in the latest versions of the Office applications.
• Internet Connectivity Problems: Copilot is a cloud-based service and requires a stable internet connection to communicate with Microsoft's servers.
• Unsupported File Format: Copilot works primarily with modern Word document formats (.docx). Older formats or other file types may not be compatible.
• Application Issues or Conflicts: Corrupted Office installations or conflicts with third-party add-ins can sometimes interfere with Copilot.
• Server-Side Issues: Occasionally, temporary problems with Microsoft's Copilot service can cause outages.
• Feature Not Enabled: In some organizational settings, administrators may need to enable Copilot capabilities.

Practical Solutions and Troubleshooting Steps

Addressing the issues preventing Copilot from working involves systematically checking the potential causes.

Verify Copilot License and Assignment

Ensuring the correct license is assigned to the user account is fundamental.

• Confirm the Microsoft 365 subscription includes the Copilot for Microsoft 365 add-on.
• Verify the Copilot license is correctly assigned to the user account attempting to use the feature in Word. This can typically be checked through the Microsoft 365 admin center if managed by an organization, or the account subscription details for individual users.

Update Microsoft 365 Applications

Using an older version of Word may lack the necessary integration or features for Copilot.

• Open any Microsoft 365 application (like Word, Excel, or Outlook).
• Go to File > Account > Update Options > Update Now.
• Allow the applications to download and install any available updates.
• Restart Word after the update process is complete.

Check Internet Connection

A stable connection is essential for Copilot's cloud-based processing.

• Ensure the device has a reliable internet connection.
• Test the connection by browsing websites or accessing other online services.
• If using a proxy or VPN, try temporarily disabling it to see if it resolves the issue.

Ensure Supported File Format

Copilot performs best and is primarily designed for the modern .docx format.

• If working with an older .doc file, save it as a .docx file by going to File > Save As and selecting "Word Document (*.docx)" from the save type dropdown.
• Close and reopen the newly saved .docx file.

Investigate Application Conflicts or Corruption

Add-ins or a problematic Office installation can sometimes interfere.

• Start Word in Safe Mode: This helps determine if an add-in is causing the conflict. Press Windows Key + R, type winword /safe, and press Enter. If Copilot works in safe mode, an add-in is likely the cause.
• Disable Add-ins: If safe mode indicates an add-in issue, open Word normally, go to File > Options > Add-ins. Manage COM Add-ins and disable them one by one, restarting Word each time, to identify the problematic add-in.
• Repair Microsoft 365 Installation: A corrupted installation can cause various problems. Go to Windows Settings > Apps > Apps & features (or Add or remove programs). Find "Microsoft 365" or "Microsoft 365 Apps", select Modify, and choose the Online Repair option. This requires an internet connection and is more thorough than Quick Repair.

Verify Copilot Service Status

Infrequent service outages can occur.

• Check the official Microsoft 365 Service Health status page (typically accessible via the Microsoft 365 admin center for organizations or a public status page if available). This page reports known issues affecting Microsoft 365 services, including Copilot.

Confirm Feature Activation (Organizational Context)

In some corporate environments, Copilot features might need administrative activation.

• If in an organizational setting, consult with the IT administrator to confirm that Copilot features have been enabled for the organization and assigned to the user account.

Implementing these steps systematically helps in diagnosing and resolving most issues preventing Microsoft Copilot from functioning correctly within Word.