Introducing Microsoft 365 Copilot: AI Avatar Training Videos for a Pharmaceutical Company
Licences are purchased quickly, but that does not mean they are used for a long time. For a pharmaceutical company, we developed a modular video series that shows Copilot exactly where employees work every day: in Outlook, Teams, OneNote and OneDrive. The modules are guided by an AI avatar, and the workflows are shown as real screen recordings.
Turning a licence into a habit
Starting point
Copilot had been rolled out, but many employees did not know how to use it in their day-to-day work. In-person training does not reach all locations and shifts.
Solution
Short video modules per application with real screen recordings, hosted by an AI avatar and delivered as a video in PowerPoint, available on demand at any time.
Result
Everyone can get up to speed at their own pace, everyone sees the same content, and new Copilot features can be added without a new shoot.
The licence is there, but usage is missing
Copilot licences are among the fastest expenses and among the slowest to deliver impact. Studies on Copilot usage show that without structured onboarding, only around 36% to 38% of licensed employees use the tool regularly (Microsoft Research, 2025, and Recon Analytics, 2026). The rest try it once and return to the old way of working.
Two additional factors applied for our client. First, teams work across multiple locations and shifts, making a shared training session difficult to organise. Second, the industry is regulated: what may and may not be included in prompts is not a minor detail—it must be part of every training.
Off-the-shelf Copilot training helps little here. What was needed was something that shows the company’s own workflows, is available on demand, and can be updated when Microsoft rolls out the next update.
Short modules, real screen recordings, an avatar as host
Instead of one large training session, we built many small units. Each module covers one application and takes only a few minutes. The real on-screen workflow is shown, and it is narrated and explained by an AI avatar from Synthesia. The modules are delivered as videos in PowerPoint, so they can be distributed within the company without introducing a new platform.
- Concept and learning pathWhich roles need which features, and in what order
- Script per moduleSpecific use case, prompt and result, aligned with the client
- Screen recordingThe real workflow in Outlook, Teams, OneNote and OneDrive
- Avatar and voice-overSynthesia generates hosting and voice from the script
- Internal deliveryAs a video in PowerPoint, available for all locations and shifts
When a new Copilot feature is added, only the affected module is regenerated.
What the modules show
Each module answers a question employees actually ask. Not a feature overview, but the path from task to result, demonstrated end-to-end on screen.
- OutlookSummarise the inbox, draft replies, follow up on a topic.
- TeamsSummarise meetings, extract tasks and decisions, recap for absentees.
- OneNoteOrganise notes, turn bullet points into minutes.
- OneDriveFind documents, summarise content across multiple files.
- Prompts that workTask, context, format. With examples from your own day-to-day work.
- Do and Don’tWhich information belongs in a prompt—and which does not.
How the training videos were created
Production runs without a film crew, without a studio, and without a new learning platform. This keeps costs low and makes updates routine rather than a project.
Microsoft 365 Copilot
Training focusThe modules show Copilot in Outlook, Teams, OneNote and OneDrive—each based on a task that genuinely occurs in day-to-day work.
Synthesia
AI avatar and voiceGenerates hosting and voice output directly from the script. If a sentence changes, the module is regenerated instead of reshot.
Screen recordings
The real workflowEvery step is recorded in the live system. Employees see exactly the interface they have in front of them.
PowerPoint
Delivery formatThe modules are embedded as videos in a presentation. Anyone can open them—no additional software and no new platform are required.
Internal distribution
Via existing channelsThe modules are stored where employees already work, for example in Teams or on the intranet, and are available on demand at any time.
From learning path to finished module
Training content rarely fails because of technology. It fails because no one decides what truly matters. That is why the learning path comes first—not the camera.
Mobilization
Clarify objectives, target groups and roles; define approval workflows with IT, HR and Compliance.
Current-state assessment
Collect typical tasks per role, select suitable Copilot features, define the learning path and module list.
Development
Write scripts, create screen recordings, generate the avatar and voice-over, align the pilot module.
Implementation and support
Roll out modules, collect questions, refine content, and add updates when new features are released.
What the video series delivers for the company
Onboarding without scheduling
Shift work, multiple locations, holidays: everyone starts when it fits into their workday.
Everyone sees the same thing
Training no longer depends on who is delivering it. New employees start with the same baseline from day one.
Update instead of reshoot
Copilot is constantly changing. An updated script is enough, and the module is current again.
Copilot becomes part of everyday work
Because the examples come from employees’ own work, a paid licence becomes a daily habit.
Questions about Copilot training with an AI avatar
What is the best way to train employees on Microsoft 365 Copilot?
With short, role-based units built around real tasks rather than a broad feature overview. Key elements are examples from day-to-day work, clear prompt templates, and the option to revisit content at any time. This is exactly why on-demand video modules are better suited than a one-off session.
What are the benefits of an AI avatar compared to a traditional training video?
It makes changes inexpensive. With a filmed video, every new feature means another shoot day. With an AI avatar, the script is adjusted and the module is regenerated. In addition, you get consistent quality, easy translation into additional languages, and no scheduling effort for speakers or a studio.
Which Copilot features should be trained first?
The ones that occur every day: summarising and replying to emails in Outlook, following up on meetings in Teams, notes and minutes in OneNote, and finding and summarising documents in OneDrive. Special cases in Excel or PowerPoint come later, once the fundamentals are in place.
How do you keep training up to date when Microsoft is constantly rolling out new features?
Through the modular structure. Each module covers one application and one use case. If something changes, only that single module is revised—not the entire series.
Does this also work in regulated industries such as pharma?
Yes—if data handling is part of the training. The modules show which information belongs in a prompt and which does not. Before publication, the content goes through the usual internal approvals, and no real personal or study data is used in the examples.
Is the free Copilot version sufficient, or do you need a licence?
These are two different tools, and that distinction belongs in the training. The freely available version works without access to your company data. Only the licensed version of Microsoft 365 Copilot works with your emails, files and meetings, making it useful in day-to-day work.
You have rolled out Copilot, but hardly anyone is using it?
In 90 minutes, we will review which tasks your teams handle every day and which modules would have the greatest impact. Free of charge and with no obligation.
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