When you use Copilot in Word, Excel, or PowerPoint, it connects to a default language model that powers its responses. Microsoft 365 Copilot uses the GPT-4 model by default, but your organization may configure a different model through admin policies. You might want to switch between models to test response quality or to align with data governance rules. This article explains how to change the default Copilot model in Microsoft 365 apps for business users and IT administrators.
Key Takeaways: Changing the Copilot Model in Microsoft 365
- Microsoft 365 admin center > Copilot > Model selection: Admins can set the default model for all users in the tenant.
- Copilot pane > Settings > Model: Individual users can override the default model in supported apps.
- Group Policy or Intune > Administrative Templates > Microsoft 365 Copilot: Admins can enforce a specific model across the organization.
Understanding the Default Copilot Model in Microsoft 365
Microsoft 365 Copilot uses a large language model to generate text, analyze data, and create content. The default model is GPT-4, which provides strong performance for general tasks like drafting documents, summarizing emails, and generating formulas. Microsoft periodically updates the model version without changing the name, but the underlying capabilities may shift.
Some organizations require a specific model for compliance or cost reasons. For example, a legal firm might need to use a model that processes data in a specific geographic region. Microsoft 365 Copilot supports model selection through two layers: the tenant-level default set by an admin and the user-level override available in each app.
Before changing the model, confirm that your Microsoft 365 subscription includes Copilot. You need a Copilot for Microsoft 365 license or a Copilot Pro subscription. Without a valid license, the model selection option will not appear.
Prerequisites for Changing the Model
To change the default Copilot model, you need one of the following:
- Global admin or Copilot admin role in the Microsoft 365 admin center to set tenant-wide defaults.
- A valid Copilot for Microsoft 365 license assigned to your user account for per-user changes.
- Access to Microsoft 365 apps version 2402 or later for the model selection UI to appear.
Steps to Change the Default Copilot Model as an Administrator
Administrators can set the default model for all users in the tenant. This setting applies to Word, Excel, PowerPoint, and other supported apps. Users cannot override this setting if the admin enforces it through policy.
- Open the Microsoft 365 admin center
Go to admin.microsoft.com and sign in with an account that has the Global admin or Copilot admin role. - Navigate to Copilot settings
In the left navigation, select Settings then Org settings. Scroll down and click Copilot. - Select the model option
Under the Model section, choose the model you want to set as the default. Options may include GPT-4 and GPT-4 Turbo. The available models depend on your license and region. - Save the setting
Click Save to apply the change. The new model takes effect within a few minutes for all users.
If you want to enforce this setting and prevent users from changing it, use Group Policy or Intune. Create a policy with the Microsoft 365 Copilot Model setting under Administrative Templates > Microsoft 365 Copilot. Set it to the desired model and deploy the policy to your users.
Steps to Change the Default Copilot Model as an Individual User
If your admin has not enforced a specific model, you can change the model in each Microsoft 365 app. The setting is per app and per session. It does not persist across restarts of the app.
- Open a supported Microsoft 365 app
Launch Word, Excel, or PowerPoint. Make sure you are signed in with your work or school account that has a Copilot license. - Open the Copilot pane
Click the Copilot icon on the ribbon. The Copilot pane opens on the right side of the window. - Access the model settings
In the Copilot pane, click the Settings gear icon near the top. Select Model from the menu. - Choose your model
From the dropdown list, select the model you want to use for this session. The options are the same as those set by your admin. - Confirm the change
The model switches immediately. You can verify the active model by looking at the model name displayed at the top of the Copilot pane.
The model selection resets to the default when you close the app. If you want to use a different model permanently, ask your admin to change the tenant default.
If the Model Selection Option Is Missing
Several conditions can hide the model selection option. Check these factors before troubleshooting further.
Copilot License Is Not Assigned
Without a valid Copilot for Microsoft 365 license, the model selection UI does not appear. Confirm your license in the Microsoft 365 admin center under Users > Active users > Licenses and apps. The license must show Copilot for Microsoft 365 as assigned.
App Version Is Outdated
Model selection requires Microsoft 365 apps version 2402 or later. Check your version by going to File > Account > About [App Name]. If the version is older, update through File > Account > Update Options > Update Now.
Admin Policy Blocks the Setting
Your admin may have set a policy that forces a specific model and hides the selection option. Contact your IT department to confirm whether a policy is in place. Admins can check this in the Microsoft 365 admin center under Settings > Org settings > Copilot > Model.
Copilot Model Options: GPT-4 vs GPT-4 Turbo
| Item | GPT-4 | GPT-4 Turbo |
|---|---|---|
| Description | Standard model with balanced performance and cost | Faster model with larger context window |
| Context window | 8,192 tokens | 128,000 tokens |
| Response speed | Moderate | Faster than GPT-4 |
| Use case | General document drafting and data analysis | Long documents, large datasets, or complex prompts |
| Availability | All Copilot for Microsoft 365 tenants | Rolling out gradually; may not be in all regions |
The table above summarizes the key differences between the two models. GPT-4 Turbo offers a larger context window, which means it can process more text at once. This is useful for summarizing a 300-page document or analyzing a large Excel table. However, GPT-4 Turbo may not be available in all geographic regions or for all license types. Check with your admin to confirm availability.
Conclusion
You can now change the default Copilot model in Microsoft 365 apps using the admin center or the per-app settings. Admins set the tenant-wide default under Settings > Org settings > Copilot > Model. Individual users can override it temporarily in the Copilot pane under Settings > Model. If the option is missing, verify your license, app version, and admin policies. For advanced control, use Group Policy or Intune to enforce a specific model across your organization.