Microsoft Copilot: Using Chat vs. Notebooks efficiently for construction projects

Microsoft Copilot: Using Chat vs. Notebooks efficiently for construction projects

In modern project control—especially in the complex construction industry—efficient data processing is crucial. Microsoft Copilot provides two key tools for this purpose: the classic Chat and the specialized Notebooks. In this guide, you’ll learn how to use both features strategically to digitize your construction processes.

System requirements for use
Before integrating Copilot into your daily work, the following technical requirements must be met:

  • An active Microsoft 365 Copilot license

  • A business or school account within Microsoft 365

  • A valid SharePoint license for data storage

  • Access via the web app, desktop app, or integration with OneNote

Copilot Chat: Ad hoc support for the construction team
Copilot Chat acts as your digital assistant for quick information retrieval in the current context. It is ideal for tasks that require an immediate response but do not need long-term storage of the interaction history.

Use cases in construction:

  • Document analysis: Ask questions about a currently open bill of quantities or a construction schedule.

  • Summaries: Have the key points of a meeting protocol summarized briefly.

  • Ad hoc communication: Quickly create draft emails to subcontractors based on the current context.

Important: The context in the chat is often tied to the file currently open. Once the session ends or the file is closed, that specific chat context is no longer directly accessible in the same form.

Copilot Notebooks: Strategic project planning
In contrast to Chat, Copilot Notebooks are designed for long-term collaboration and strategic analysis. The focus here is on file-based work over an extended period.

Key features of Notebooks:

  • File bundling: You can deliberately upload or link up to 20 files (e.g., structural calculations, PDFs, Excel lists).

  • Persistence: Chat histories and analyses remain associated with the respective notebook and can be accessed at any time.

  • Collaboration: Using Loop components, you can invite team members to collaborate on the content.

  • Targeted data control: You actively decide which project data flows into the notebook—enhancing data security for sensitive construction documents.

Chat vs. Notebooks: When should I use which?
For efficient project control, choosing the right tool is crucial:

  • Use Chat when you need quick answers about a single plan or have to draft an email. It is the tool for day-to-day operational work.

  • Use Notebooks for the strategic phase of a construction project. For example, if you want to analyze all change order offers from a specific trade or develop a long-term documentation strategy for a large construction site, the notebook is the right place.

By consciously separating the two, you maintain a clear thread in your project communication and fully leverage the power of AI—without losing oversight of your source files.

Pro tip for construction managers
Use the audio feature in Notebooks. On the construction site, you can simply dictate complex issues. Copilot analyzes your voice input in the context of the stored plans and immediately provides a well-founded assessment or a summary of the next steps.