The headlines around generative artificial intelligence (AI) might still summon images of tomorrow’s technology for many, but this powerful set of tools is reshaping how we work today, right from our desktops. While some employees are already harnessing AI for complex software development or advanced data analysis, the most immediate and accessible applications often address the everyday, persistent productivity hurdles we all encounter—think overflowing email inboxes, endless scheduling conflicts, and the mad scramble to create engaging presentations on a tight timeline.
Drawing on insights and strategies shared by Shannon Glennon, Technology Transformation Specialist at Syracuse University’s Information Technology Services, this article navigates five pragmatic and surprisingly simple ways anyone can use generative AI to work smarter, not harder. Crucially, no advanced technical knowledge is required—just a willingness to experiment with tools that are increasingly embedded in platforms many already use daily. As the workplace evolves, these strategies can empower professionals, educators, and support staff alike to boost efficiency, reclaim time, and focus on work that really matters.
A cornerstone of many professionals’ daily routines is email correspondence. Crafting emails—whether for colleagues, superiors, clients, or students—can be time-consuming, requiring not only clear information but the right professional polish. Enter generative AI tools like Microsoft Copilot, which promise to streamline this essential communication task.
With just a few prompts, users can task Copilot or similar AI with drafting emails that are coherent, concise, and tailored to the intended recipient’s expectations. Glennon suggests being specific and contextual in prompts to maximize the quality of drafts, and not hesitating to refine instructions if the initial output isn’t just right. Personalized suggestions are also possible: AI tools can be “trained” by sharing examples of previous emails, allowing them to adopt the user’s unique voice and style over time. This makes AI-generated drafts useful starting points that can be quickly reviewed and customized before sending.
The strengths here are evident—less time spent on repetitive wording, more consistent tone, and fewer accidental omissions. But there’s a note of caution: while AI drafts can accelerate writing, proofreading remains essential. Like any automated system, generative models can misinterpret context or make factual errors. Sensitive messages should always be double-checked before sending.
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Glennon draws attention to the simplicity: delegating this routine task frees up time for more meaningful work, and AI’s automation eliminates many of the “calendar Tetris” frustrations employees face daily. For managers overseeing large teams, or faculty coordinating with dozens of students, this adds up to significant time saved.
The main risk for users is ensuring correct calendar permissions and privacy—when granting AI access to sensitive meeting information, it’s vital to follow organizational guidelines and verify platform security. With IT involvement and clear data protocols, these tools can function as reliable digital assistants, always synchronized with evolving workplace needs.
SEO-friendly keywords: AI for meeting scheduling, Copilot Work license benefits, AI calendar assistant, Outlook Copilot integration
The integration across Microsoft 365 ensures seamless workflows—an academic, for example, can transform a rough agenda into slides, or collate feedback via AI-generated online forms. Glennon highlights the ability to autogenerate meeting summaries by feeding transcripts into Copilot, which can then distill the conversation into actionable bullets or formatted reports for sharing.
For those hesitant about compatibility or integration headaches, Microsoft Copilot stands out precisely because it is natively built into M365 environments, sidestepping most manual “export/import” headaches that can plague third-party AI solutions. It also means that synchronizing information between Teams, Outlook, Word, and PowerPoint is efficient and secure, provided users operate within approved institutional platforms.
Potential drawbacks center around flexibility—AI-generated presentations or forms might not capture every nuance or organizational branding guideline, requiring final tuning by the creator. Additionally, Teams is increasingly recommended over Zoom for full transcript and Copilot synthesis capabilities, given Microsoft’s focused integration efforts.
SEO-friendly keywords: Copilot PowerPoint automation, AI to create Word documents, generative AI forms, AI meeting summaries, Microsoft Teams Copilot integration
This function is particularly useful for staying informed without drowning in detail. Glennon recommends letting the AI know precisely what information is sought (key points, action items, risk factors, etc.) and even having fun with experiment—generating summaries “in the style of” Yoda or a favorite broadcaster.
The tremendous upside is obvious: AI rapidly surfaces needs-to-know information and can adjust its language for different audiences, making content accessible to staff, leaders, or external stakeholders alike. However, these benefits come with an important caveat: the possibility of AI “hallucinations”—when the model fabricates details or misrepresents information.
While Copilot and other enterprise AIs are improving at text summarization, experts recommend always double-checking AI outputs against the source, especially for high-stakes decisions or communications. This is emphasized by reputable research, which validates that while large language models excel at distilling gist, they may miss nuance or context in long, complex documents.
SEO-friendly keywords: AI document summarization, concise AI-generated summaries, Copilot for research papers, AI for policy review, Microsoft Copilot summarization
For faculty or staff with limited design experience—or simply not enough hours in the day—these tools are valuable shortcuts to engaging content. As Glennon points out, “AI-generated images are great for making your content pop. It’s an easy way to add visual interest to reports and presentations.”
Importantly, creating visuals via approved institutional AI tools (rather than public, generic platforms) helps mitigate privacy and intellectual property risks. However, legal and ethical scrutiny is a must. As the landscape of copyright law evolves, organizations are increasingly encouraging users to review AI-generated images for compliance, avoiding trademarked or potentially offensive material. Microsoft, for example, emphasizes that any university-owned data—including proprietary slide decks, photos, or sensitive reports—should only be uploaded into AI platforms supported and secured by the institution.
SEO-friendly keywords: AI image generation, Copilot for PowerPoint visuals, custom AI graphics, generative AI for presentations, securing AI artwork
Syracuse University and leading organizations recommend that any data entered into AI tools should stay within the boundaries of approved platforms and be protected by organizational credentials (e.g., syr.edu or g.syr.edu logins). This ensures both the security of private information and compliance with data management policies.
Notably, Microsoft is rolling out additional features to help users monitor, audit, and manage AI-generated output, further reducing risk. ITS resources at Syracuse suggest staff and faculty subscribe to institutional AI newsletters, review training session archives, and lean on centralized support to stay updated on emerging best practices.
Strengths:
Best practice is to remain aware of the tool’s boundaries and integrate periodically updated digital literacy training into your workflow. Lean on IT security teams, leverage institutionally endorsed platforms, and keep abreast of evolving policy and training offerings.
As organizations like Syracuse University and industry giants such as Microsoft continue to refine both technology and training, the vision of a “digital co-worker”—one that is competent, proactive, and unobtrusive—moves closer to reality every day. The most successful workplaces will be those that blend the speed and efficiency of AI with continued investment in human expertise, oversight, and ethical stewardship.
In Glennon’s words: “Generative AI isn’t just a trend, it’s a tool. And like any tool, it’s all about how you use it.” For forward-thinking professionals, adopting this mindset today can mean less stress, more impact, and a resilient career in the technology-powered workplace of tomorrow.
Source: Syracuse University News 5 Surprisingly Simple Ways to Use Generative Artificial Intelligence at Work
Drawing on insights and strategies shared by Shannon Glennon, Technology Transformation Specialist at Syracuse University’s Information Technology Services, this article navigates five pragmatic and surprisingly simple ways anyone can use generative AI to work smarter, not harder. Crucially, no advanced technical knowledge is required—just a willingness to experiment with tools that are increasingly embedded in platforms many already use daily. As the workplace evolves, these strategies can empower professionals, educators, and support staff alike to boost efficiency, reclaim time, and focus on work that really matters.
Harnessing Generative AI to Write Polished, Professional Emails
A cornerstone of many professionals’ daily routines is email correspondence. Crafting emails—whether for colleagues, superiors, clients, or students—can be time-consuming, requiring not only clear information but the right professional polish. Enter generative AI tools like Microsoft Copilot, which promise to streamline this essential communication task.With just a few prompts, users can task Copilot or similar AI with drafting emails that are coherent, concise, and tailored to the intended recipient’s expectations. Glennon suggests being specific and contextual in prompts to maximize the quality of drafts, and not hesitating to refine instructions if the initial output isn’t just right. Personalized suggestions are also possible: AI tools can be “trained” by sharing examples of previous emails, allowing them to adopt the user’s unique voice and style over time. This makes AI-generated drafts useful starting points that can be quickly reviewed and customized before sending.
The strengths here are evident—less time spent on repetitive wording, more consistent tone, and fewer accidental omissions. But there’s a note of caution: while AI drafts can accelerate writing, proofreading remains essential. Like any automated system, generative models can misinterpret context or make factual errors. Sensitive messages should always be double-checked before sending.
SEO-friendly keywords: Microsoft Copilot email drafting, use AI to write emails, professional AI-generated emails, Copilot for Outlook
Turning Generative AI Into a Scheduling Assistant
Scheduling meetings remains one of the office's most persistent headaches, often devolving into slow back-and-forth exchanges to find mutually available times. Here, generative AI, especially when coupled with Microsoft 365’s Copilot, proves a worthy ally. When users hold a Microsoft Copilot Work license, the tool integrates directly with Outlook calendars. It can scan attendee availability, propose unobtrusive time slots, and handle invitations without a single manual check.Glennon draws attention to the simplicity: delegating this routine task frees up time for more meaningful work, and AI’s automation eliminates many of the “calendar Tetris” frustrations employees face daily. For managers overseeing large teams, or faculty coordinating with dozens of students, this adds up to significant time saved.
The main risk for users is ensuring correct calendar permissions and privacy—when granting AI access to sensitive meeting information, it’s vital to follow organizational guidelines and verify platform security. With IT involvement and clear data protocols, these tools can function as reliable digital assistants, always synchronized with evolving workplace needs.
SEO-friendly keywords: AI for meeting scheduling, Copilot Work license benefits, AI calendar assistant, Outlook Copilot integration
Supercharging Document, Presentation, and Form Creation
Generating documentation, preparing presentations, or building quick-response forms can be some of the most time-intensive responsibilities for knowledge workers and educators. Generative AI offers remarkable time-savings here as well: Copilot can produce drafts of Word documents, create PowerPoint decks from outlines, and even automate form creation in Microsoft Forms.The integration across Microsoft 365 ensures seamless workflows—an academic, for example, can transform a rough agenda into slides, or collate feedback via AI-generated online forms. Glennon highlights the ability to autogenerate meeting summaries by feeding transcripts into Copilot, which can then distill the conversation into actionable bullets or formatted reports for sharing.
For those hesitant about compatibility or integration headaches, Microsoft Copilot stands out precisely because it is natively built into M365 environments, sidestepping most manual “export/import” headaches that can plague third-party AI solutions. It also means that synchronizing information between Teams, Outlook, Word, and PowerPoint is efficient and secure, provided users operate within approved institutional platforms.
Potential drawbacks center around flexibility—AI-generated presentations or forms might not capture every nuance or organizational branding guideline, requiring final tuning by the creator. Additionally, Teams is increasingly recommended over Zoom for full transcript and Copilot synthesis capabilities, given Microsoft’s focused integration efforts.
SEO-friendly keywords: Copilot PowerPoint automation, AI to create Word documents, generative AI forms, AI meeting summaries, Microsoft Teams Copilot integration
Summarizing Complex Source Material With AI
In higher education, policy, research, and business, lengthy documents are unavoidable. Sifting through dozens of pages—whether it’s an institutional strategic plan, a compliance policy, or an industry report—can consume hours. Generative AI tools offer an antidote, converting sprawling texts into succinct summaries or bulleted lists with just a simple prompt.This function is particularly useful for staying informed without drowning in detail. Glennon recommends letting the AI know precisely what information is sought (key points, action items, risk factors, etc.) and even having fun with experiment—generating summaries “in the style of” Yoda or a favorite broadcaster.
The tremendous upside is obvious: AI rapidly surfaces needs-to-know information and can adjust its language for different audiences, making content accessible to staff, leaders, or external stakeholders alike. However, these benefits come with an important caveat: the possibility of AI “hallucinations”—when the model fabricates details or misrepresents information.
While Copilot and other enterprise AIs are improving at text summarization, experts recommend always double-checking AI outputs against the source, especially for high-stakes decisions or communications. This is emphasized by reputable research, which validates that while large language models excel at distilling gist, they may miss nuance or context in long, complex documents.
SEO-friendly keywords: AI document summarization, concise AI-generated summaries, Copilot for research papers, AI for policy review, Microsoft Copilot summarization
Adding Visual Appeal With Generative AI Imagery
No matter how compelling the written word, visual elements make a presentation, email, or social media post stand out. Generative AI makes custom graphics accessible for even design novices: with just a prompt, Copilot and other platforms like DALL-E or Adobe Firefly can produce high-resolution images tailored for your project.For faculty or staff with limited design experience—or simply not enough hours in the day—these tools are valuable shortcuts to engaging content. As Glennon points out, “AI-generated images are great for making your content pop. It’s an easy way to add visual interest to reports and presentations.”
Importantly, creating visuals via approved institutional AI tools (rather than public, generic platforms) helps mitigate privacy and intellectual property risks. However, legal and ethical scrutiny is a must. As the landscape of copyright law evolves, organizations are increasingly encouraging users to review AI-generated images for compliance, avoiding trademarked or potentially offensive material. Microsoft, for example, emphasizes that any university-owned data—including proprietary slide decks, photos, or sensitive reports—should only be uploaded into AI platforms supported and secured by the institution.
SEO-friendly keywords: AI image generation, Copilot for PowerPoint visuals, custom AI graphics, generative AI for presentations, securing AI artwork
Building Digital Literacy and Institutional Guardrails
With these five accessible pathways, it’s clear that generative AI is not just for tech enthusiasts. It’s a productivity amplifier for any workplace context, provided users exercise responsible judgment and digital literacy. Glennon’s guidance underscores routine best practices—double-checking AI outputs, using strong prompts, and adhering to institutional security protocols.Syracuse University and leading organizations recommend that any data entered into AI tools should stay within the boundaries of approved platforms and be protected by organizational credentials (e.g., syr.edu or g.syr.edu logins). This ensures both the security of private information and compliance with data management policies.
Notably, Microsoft is rolling out additional features to help users monitor, audit, and manage AI-generated output, further reducing risk. ITS resources at Syracuse suggest staff and faculty subscribe to institutional AI newsletters, review training session archives, and lean on centralized support to stay updated on emerging best practices.
Critical Analysis: Balancing Promise and Caution
While the rapid integration of generative AI in traditional office settings provides substantial time savings and improved productivity, critical analysis from both research and early-adopters highlights ongoing risks.Strengths:
- Immediate ROI: As documented, tasks like email drafting, scheduling, and summarization can be accelerated without the need for extensive onboarding or IT support. This democratizes productivity gains, allowing anyone—from administrative assistants to professors—to feel the impact.
- Native Integration: By leveraging Copilot natively within Microsoft 365, users are less likely to encounter security gaps, incompatible file types, or procedural errors compared to third-party apps.
- Customization: Features such as training AI on an individual’s writing style or modifying summaries for audience provide avenues for personalized, high-quality output.
- Evolving Ecosystem: Platforms like Microsoft Copilot are rapidly evolving, adding new features and tighter cross-app integrations that magnify value over time.
- AI Hallucinations and Inaccuracy: Despite advances in large language models, AI can still output fabricated, incorrect, or misleading information, particularly when summarizing dense materials. This necessitates vigilant review—a “trust but verify” approach.
- Data Privacy and IP: Improperly governed AI use can lead to leaks of confidential data or intellectual property challenges, particularly when users reach for consumer-grade tools outside sanctioned institutional environments.
- Dependence and Deskilling: Easy automation can atrophy basic skills (like email etiquette or report writing), which may prove problematic in situations where nuance, negotiation, or policy compliance is needed absent AI scaffolding.
- Accessibility Limitations: Premium features (such as Copilot Work licenses) may not be universally available, creating disparities in experience across different roles or departments. Additionally, integration is optimal within Microsoft ecosystems, posing challenges for organizations reliant on Zoom or Google Workspace.
Getting Started: A Guide for Cautious Early Adopters
For professionals eager to dip their toes into AI-enhanced workflows, consider starting with low-risk, high-frequency tasks: drafting routine emails, generating non-sensitive visuals, or summarizing public documents. Over time, as confidence and familiarity grow, these tools can be extended to more complex or sensitive applications.Best practice is to remain aware of the tool’s boundaries and integrate periodically updated digital literacy training into your workflow. Lean on IT security teams, leverage institutionally endorsed platforms, and keep abreast of evolving policy and training offerings.
The Road Ahead: AI as a Partner, Not a Replacement
The ultimate promise of generative artificial intelligence is not to supplant human judgment or creativity, but to empower it. By shifting repetitive, administrative overhead off employees’ plates, these tools can enable deeper concentration on mission-critical projects and high-value collaboration.As organizations like Syracuse University and industry giants such as Microsoft continue to refine both technology and training, the vision of a “digital co-worker”—one that is competent, proactive, and unobtrusive—moves closer to reality every day. The most successful workplaces will be those that blend the speed and efficiency of AI with continued investment in human expertise, oversight, and ethical stewardship.
In Glennon’s words: “Generative AI isn’t just a trend, it’s a tool. And like any tool, it’s all about how you use it.” For forward-thinking professionals, adopting this mindset today can mean less stress, more impact, and a resilient career in the technology-powered workplace of tomorrow.
Source: Syracuse University News 5 Surprisingly Simple Ways to Use Generative Artificial Intelligence at Work
