Learn365 in Microsoft Copilot

Introduction

You can use Learn365 inside Microsoft Copilot to get AI-powered assistance in creating courses, as well as find and view information from Learn365.

Using the Learn365 agent in Copilot, you can:

• Create a course in Learn365;
• Search for courses and training plans in Learn365;
• Get an overview of your training progress; and
• Get an overview of your direct reports’ training progress.

This article explains these actions in detail.

 

 

Learn365 and Copilot

Learn365 can be added to Copilot for any Learn365 subscription. The functionality of Learn365 inside Copilot is the same across all subscriptions. The learn365 agent is available across all Copilot plans. General Copilot usage isn't connected to your monthly AI allowance in Learn365. However, if you finalize a course you've created via the Learn365 Copilot agent, your monthly allowance will be reduced by one point per finalized course.

 

Add the Learn365 agent to Copilot

To add Learn365 to Copilot, go to the Copilot app in Teams or Microsoft 365. On the right-hand sidebar, select Get agents. In the Search apps and more field, enter Learn365. Select Add next to the Learn365 result. This adds the Learn365 agent to Microsoft Copilot.

 

 

 

Ask a question

Start a chat with the Learn365 agent

Select the Learn365 agent from the sidebar. The Learn365 Copilot agent window opens. To start the chat, you can either:

• Enter any prompt in the text field,
• Select one of the six starting prompts on the Learn365 agent page, or
• Select the prompts button at the bottom right to open the starting prompts at any time.

 

Search for courses and training plans in Learn365

Copilot can help you find courses and training plans in Learn365. You can ask Copilot the following question “Can you find a course about networking basics in Learn365?” or “Find a course about new digital ways of working.”

If Copilot finds an exact match, it will include a link to the course in the response. Select View Training on the card to open the course home page in Microsoft Teams.

If there are several possible matches, Copilot includes the list with links to individual courses. Hover over an item and select View Training to go the course home page.

 

 

 

Get an overview of your training progress

Anyone in your organization can see their training overview, regardless of job position.

 

 

Enter “Show my training overview” to generate the following response, which shows the number of courses in which you are currently enrolled, across all catalogs, (including courses that are part of training plans) in each category:

• Trainings: The number of enrolled courses.
• Completed
• In progress
• Not started
• Mandatory, Not Completed
• Overdue.

 

 

Select Dashboard to go to the My Training Dashboard > Training page. For more information about My Training Dashboard and its capabilities, see this article.

Select Show mandatory to show mandatory courses on the card. Select Show overdue to see only overdue courses and training plans on the card. Show mandatory and Show overdue are available only if there are incomplete mandatory or overdue courses, respectively.

 

Get an overview of your direct reports' training progress

Required role: Line Manager.

As a line manager, you can get a training review of your direct reports. For example, you can get a review for John, your subordinate, by entering “Show me John’s training overview.”. Copilot responds with a Learn365 card, which contains John’s training overview, along with color-coded numbers depending on the training status (for example, green for completed and red for overdue).

 

 

• Trainings: The number of e-learning courses and instructor-led training in which the learner is currently enrolled, across all catalogs.
• Completed
• In progress
• Not started
• Mandatory, Not Completed
• Overdue.

 

 

Select Dashboard to go to the My Training Dashboard > Training page. To see the training status of your direct reports, go to the My Training Dashboard > Overview page. For more information about My Training Dashboard and its capabilities, see this article.

Select Show mandatory to show up to three mandatory courses on the card. Select Show overdue to see up to three overdue courses on the card. Show mandatory and Show overdue are available only if there are incomplete mandatory or overdue courses, respectively.

Select Copy to copy the card, which you can send to a learner via chat.

 

 

Create a course with AI via the Learn365 agent in Copilot

Required role: catalog admin. Course admin can edit and manage the course in the Learn365 Admin Center once it's created.

Introduction

You can create e-learning or instructor-led training courses in Copilot via the Learn365 agent. The courses you create are added to the Learn365 Admin Center > Training Management page, and become visible in the specified catalog after you publish them. Course admins can then modify and manage the courses via the Learn365 Admin Center.

 

Create a course

To create a course in Microsoft 365 or Teams, follow these steps:

1. Go to the Copilot app and select Learn365 from the sidebar under Agents. The Learn365 Copilot agent window opens.

2. Select the prompts button > Kickstart a draft. Alternatively, start the chat with Learn365 by entering “I want to create a course about [topic],” replacing [topic] as required. The agent might ask for more information or a more specific topic if the one you’ve provided is too general.

3. The Learn365 agent displays a confirmation message, asking you to allow connection to the Learn365 API. Select Confirm.

4. When you’ve signed in, Copilot starts to create a course draft, using the material you provided as its foundation. You can stop the process by selecting the stop button in the chat window.

5. When it’s finished, Copilot displays the preview card that shows the course catalog, AI usage and default training parameters, and whether the course contains learning content or a quiz.

 

 

Copilot’s default values for the draft course are:

• Course Title. This is the suggested title of the course, based on your prompt.
• Course Content. This is the source text, based on your prompt, which the agent uses to generate the course.
• Course Catalog. By default, the agent selects the first catalog on the tenant alphabetically. You can ask the agent to change to any other catalog on the tenant. If the catalog doesn’t exist, Copilot responds with an error message.
• Course Type. The default type is e-learning. The prompt supports creation of e-learning and instructor-led training courses.
• Language. This is the language of the course that you’re creating. By default, this is the language of the content in your prompt. For information about languages supported by the Learn365 AI, see this article.
• Learning Content. Enabled by default. You can ask the agent not to add learning content in the course, if you want to add it yourself later. For information about creating and managing course content in the Learn365 Admin Center, see this article.
• Quiz. Enabled by default. You can ask the agent to skip the quiz. For information about creating quizzes in the Learn365 Admin Center, see this article.

Additionally, the following default settings are applied:

• The course is set to Not Published by default, which means it isn't visible to learners in My Training Dashboard > Course catalog. To make a course visible to learners, you must publish the course via the Learn365 Admin Center.
• The user who created the course will become the course admin.
• The course will inherit the catalog’s default thumbnail and banner images.

 

Change the default course settings

Copilot might display follow-up prompts, such as “Change the course type to ILT”, which you can select, or enter in the chat field.

You can ask Copilot to change any parameters presented in the preview card. For example, if you want to remove a quiz from your course, enter “Remove the quiz” and press Enter. To change the course type from e-learning to instructor-led training, enter “Change the course type to ILT.” in the chat field.

 

Finalize the course creation process

 

When you’re happy with the preview, you can finalize course creating. To do this, enter “Finalize the course creation” in the chat field, and press Enter or select the blue arrow key.

Copilot responds that this concludes the drafting phase and starts to generate the course in SharePoint, according to the parameters specified. The process may take several minutes and runs in the background using Learn365 AI.

Creating a course with AI via the Learn365 agent in Copilot counts as one request out your organization's monthly AI allowance.

When the course is finalized, it is available in the Learn365 Admin Center, and Copilot displays a message , together with a link to the course.

You can now manage the e-learning or instructor-led training course in the usual way. Once the course is finalized, you can't make any further change to it from Copilot. Instead, you'll need to edit the course in the Learn365 Admin Center.

The Learn365 Copilot agent in Microsoft Office apps

You can use the Learn365 agent inside Microsoft Word and PowerPoint in similar way to Microsoft 365. In this section, we’ll use Microsoft Word as an example.

 

Start a chat with Learn365 in Microsoft Word

1. Open any document in Microsoft Word.

2. Select Copilot from the menu bar. The Copilot sidebar opens.

3. Select the three bars menu and select Learn365 from the list of agents. If you don’t have the Learn365 agent installed, select Get agents and install it.

4. Select a starting prompt, or enter your own into the Ask a question field to start the chat.

 

Create a course based on document content in Microsoft Word

The Learn365 Copilot agent in Microsoft Word enables you to create a course based on the text in the document. To do this:

1. Open the document you’d like to use as the course source material in Microsoft Word.

2. Select Copilot from the menu bar.

3. Select the three bars menu and select Learn365. The Learn365 agent panel opens with six starting prompts.

4. Select or enter “I want to create a new course” and add “based on the selection”.

5. In your document, select the text that you’d like to use as source material for the course.

6. In the Copilot chat window, select Add selection. This will paste the text you selected into the chat.

7. When the agent asks to confirm Learn365 API access, select Allow once or Always allow, as required.

8. Sign into your tenant with a username and password, if required.

9. The agent responds with a course creation confirmation, including the suggested course title along with the content you selected as source material in Step 5.

10. If you’re happy with agent's response, select Confirm. The agent will now start creating the course, and when finished, will respond with a course summary and preview card, which includes the parameters you specified.

11. If you’re happy with the preview, you can finalize the course the same way you would in Microsoft 365 or Teams.

 

Uninstall the Learn365 agent from Copilot

To uninstall the Learn365 agent, select the ellipsis menu (the three dots) next to the Learn365 agent on the right-hand sidebar and select Uninstall.

 

Data protection and privacy

For information about data, privacy, and security in Microsoft Copilot, see this Microsoft article.

For information about Zensai’s AI data usage and privacy, see this article in the Zensai Trust Center.