University of Oxford modernises operations within its IT Services department with Microsoft 365 Copilot
Date: 04/17/2025
Education institutions are adopting AI to enhance operations and improve staff productivity. Microsoft’s collaboration with the University of Oxford highlights how Copilot can modernise IT services at scale. The original Microsoft case study is provided below.
Executive summary
The University of Oxford embarked on a digital transformation to modernise operations and enhance productivity across the university. The University partnered with Microsoft to increase access to Microsoft 365 Copilot and its IT Services department has piloted a department-wide roll-out to streamline workflows and enable AI-driven practices. The integration has resulted in increased efficiency, time savings, improved security and enhanced user experience within the IT department.
“We aim to be at the forefront of integrating AI into our work. Our vision is to make Oxford a place where people can use AI responsibly and creatively in their everyday tasks.”
Stuart Lee, Acting Chief Information Officer, University of Oxford
The University of Oxford, renowned as one of the world’s oldest and most prestigious academic institutions, is leading the way in harnessing artificial intelligence (AI) to boost productivity and streamline operations.
As part of an ambitious five-year digital transformation, Oxford is looking to increase access to generative AI tools across its departments. At the heart of this initiative is an AI Competency Centre which is supporting the entire University, and a pilot department-wide roll-out has been conducted within the IT Services department, comprising over 400 members, who are testing the use of Microsoft 365 Copilot to redefine how staff work and collaborate.
“We aim to be at the forefront of integrating AI into our work,” says Stuart Lee, Acting Chief Information Officer at the University of Oxford. “Our vision is to make Oxford a place where people can use AI responsibly and creatively in their everyday tasks.”
Embracing experimentation across the team
To explore AI’s potential, the University purchased Microsoft 365 Copilot licences for all IT Services’ team members and launched an experimental pilot programme.
A collaborative approach to adoption was key. Regular onboarding sessions and communication through Microsoft Teams kept everyone engaged. To inspire creative uses of Copilot, the department introduced a “Prompt of the Week” competition, which quickly became a highlight for the team.
“We set up dedicated Teams channels, held regular events, and encouraged staff to share prompts, use cases and challenges,” recalls Stephen Eyre, Business Analyst in the Digital Innovation Team at the University of Oxford.
Sarah Zama, Head of User Experience at the University of Oxford, admits, “I look forward to the competition every week. It pushes me to explore new and exciting ways to use Copilot.”
Empowering Oxford’s AI journey
To ensure a smooth rollout for the IT department team, Oxford partnered closely with Microsoft, leveraging comprehensive onboarding resources.
“Microsoft’s support included extensive online training materials and live sessions,” explains Alwyn Collinson, Head of the AI Competency Centre at the University of Oxford. “These resources provided clear guidance, showcased Copilot’s capabilities and addressed questions and concerns.”
The impact of Microsoft 365 Copilot has been profound. By automating repetitive tasks such as summarising documents, generating content and managing meetings, the tool has significantly improved productivity.
Boosting productivity and creativity
“It’s a game-changer,” notes Stephen Eyre. “The Teams integration and summarisation features are massive time-savers.”
The real-time transcription and summarisation capabilities in Microsoft Teams have enhanced communication and accessibility and are particularly valued by neuro-divergent users.
Stuart Lee enthuses, “Copilot’s ability to condense lengthy documents for quick review has been invaluable.”
Alwyn Collinson agrees, “It’s mind-blowing how quickly it works – just 30 seconds for a summary.”
“It feels like having a personal assistant,” says Sarah Zama. “For those without administrative support, it’s brilliant.”
Dave Smith, Enterprise IT Architect at University of Oxford, adds, “I don’t use Copilot because I can’t do my job; I use it because it makes my work easier.”
Prioritising security while innovating
Data security is a key concern for Oxford, particularly with staff handling sensitive information. By integrating Microsoft 365 Copilot with the university’s existing Azure environment, the IT team ensures data remains secure.
“We wanted to encourage experimentation while maintaining strict data security,” explains Stuart Lee. “Copilot gives us the assurance we need.”
Encouraged by the pilot’s success, the IT department plans to expand Copilot’s use across other areas, such as coding.
Stuart Lee adds, “We’re excited to see how Copilot can enhance our cybersecurity capabilities and unlock efficiencies in other technical areas.”
Preparing staff for the future
The adoption of Microsoft 365 Copilot is not just enhancing productivity but also equipping staff for the future of work. By embedding AI into daily workflows, Oxford’s Competency Centre and IT Services are fostering a more efficient, collaborative and innovative working environment.
“Our goal is to make Copilot as intuitive and indispensable as a search bar,” says Stuart Lee. “We want it to be instinctive for staff to turn to Copilot to improve their work, and we’re excited to see how it can continue to transform our department.”
As Oxford’s digital transformation continues, the IT Services department is setting a powerful example of how AI can drive innovation and redefine the future of education.
Ejaz Khan, Change Communication Lead for Digital Transformation at the University of Oxford, concludes, “By placing our people at the centre of digital services, we are ensuring that Oxford remains digitally fit for the future, maintaining our unique position in the world.”
“It feels like having a personal assistant. For those without administrative support, it’s brilliant.”
Sarah Zama, Head of User Experience, University of Oxford