IT scenario: Evaluate and purchase a new IT solution

Download scenario guide Watch how to start with Microsoft Copilot
Available with: Copilot for Microsoft 365 Scenario level:

KPIs impacted

Reduce costs

Value benefit

Cost savings

Employee experience

Using Copilot to evaluate and purchase a new IT solution

1. Gather business requirements

Use Microsoft Copilot to aggregate multiple threads of conversations and create a holistic view of all essential business requirements for the new solution.

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Sample Prompt: Summarize my conversations about [project name].

2. Research solutions

Quickly and accurately compare available solutions in market using Copilot.

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Sample Prompt: Prepare a summary of information gathered from [website].

3. Create a build vs. buy analysis

Use Copilot in Excel to organize quotes from vendors and build a variance analysis.

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Copilot in Excel

Sample Prompt: Add a column showing the deviation from the lowest number in the total cost column.

Try in Copilot Lab: Get column ideas

4. Create solution RFP

Draft RFP to the selected vendors using Copilot to take content from your emails, meeting notes, and presentations.​

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Copilot in Word

Sample Prompt: Draft a “request for proposal” using the attached files as reference: [email], [meeting recap[, [presentation].

5. Create a comparison chart

Use Copilot to create a comparison chart across all the vendor proposals you received.

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Sample Prompt: Create a comparison chart with each company’s proposal, with the company at the top of each column, and rows that compare cost, services provided, and timeline.

6. Create launch communication

Use Copilot in Outlook to easily draft an email announcing the new solution and thanking contributors. ​

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Copilot in Outlook

Action: Use Coaching by Copilot to ensure that it is clear, concise, and impactful and provide coaching tips.

1Access Copilot at or the Microsoft Copilot mobile app and set toggle to “Web”.
2Access Copilot at, the Microsoft Copilot mobile app, or the Copilot app in Teams, and set toggle to “Work”.

The content in this example scenario is for demonstration purposes only. You should evaluate how Copilot aligns with your organization’s business processes, regulatory requirements, and responsible AI principles.