# AI for Everyday Knowledge Work | Aiqbee Academy

AI for Everyday Knowledge Work

Choose a sectionThe assistants you meet at workYour data and the training questionPersonal accounts and shadow AIPlan research and evidenceCompare documents and proposalsReview a report criticallyDraft and edit a business documentBuild a decision-ready presentationTurn a meeting into actionProjects in your AI toolMemory and custom instructionsConnect approved work sourcesDeep research and agent modesYour reliable AI workflowFinal quiz

# The assistants you meet at work

## What you'll learn

Estimated time: 9 minutes

ChatGPT, Claude, Copilot and Gemini all generate text the same way: a model trained on huge amounts of text predicts the next likely piece of it. What differs is the product wrapped around that model — file limits, connectors, tone, and which tool your employer actually pays for.

-   Name the shared technology behind ChatGPT, Claude, Copilot and Gemini.
-   Explain the practical differences that matter day to day.
-   Identify which product your employer has issued and why.

Video lesson

Side-by-side clips show the same request turn a messy email chain into an action list, answered by ChatGPT, Claude, Copilot and Gemini, highlighting where the outputs differ and where they do not.

## Same technology, different packaging

This course assumes you've already completed Practical AI Foundations, and picks up from that shared mechanism to look at the specific products built on top of it. OpenAI's ChatGPT, Anthropic's Claude, Microsoft's Copilot and Google's Gemini are all built on a large language model that predicts likely text from patterns learned in training. The base model itself doesn't reason from first principles or look anything up on its own; several of the products built around it now invoke a web search automatically, but that decision belongs to the product layer, not the model doing the predicting.

Copilot in particular ships in several shapes with different rules: the free consumer Copilot app, Microsoft 365 Copilot licensed to business users with access to their own Outlook and SharePoint content, and Copilot built into Word, Excel or Teams. Knowing which shape you actually have changes what advice in this course applies to you.

## Why you have the one you have

The tool on your desk is rarely chosen for being the single best model. A company already running Microsoft 365 adds Copilot because the licensing and admin controls are already in place. A Google Workspace shop gets Gemini built in. An engineering-heavy organisation may standardise on Claude for long, careful writing over big documents. A business buys ChatGPT Business or Enterprise outright for its broad general-purpose use and connector ecosystem.

Prompt: "Summarise the last five emails on the Northwind account and list open questions." With Microsoft 365 Copilot, connected to your mailbox through Microsoft Graph, it can actually retrieve those emails because the permission already exists. The identical prompt to a ChatGPT or Claude account with no mail connector added gets a version of "I don't have access to your email" — not because the model is weaker, but because file and connector access has to be granted explicitly, tool by tool.

## What actually changes when you switch tools

A prompt that works well in one tool usually needs adjusting in another, because file limits, available connectors and default tone genuinely differ. Nothing you save in one tool's memory or project travels to a different one either — that limitation runs through the rest of this course.

-   File and context limits differ between tools.
-   Some tools can only read and draft; others can act (send, edit, schedule).
-   Business and enterprise tiers add admin controls and, as the next lesson covers, different training defaults.

## Put it into practice

1\. Prepare your practice material

Write three to five sentences describing a real or fictional situation in which you need to identify which assistant your employer gave you, and why, before you start using it for real work. Include the intended user, one constraint and how you will check the result.

2\. Choose your AI tool

Choose one tool for this exercise. The remaining steps will adapt to it.

ChatGPTClaudeMicrosoft Copilot

3\. Copy the prompt

Prompt you will use

Open the AI tool your employer provided. Ask it: 'What connectors or files can you access right now, and what can't you see?' Write down the answer, then compare it with a colleague who uses a different tool.

4\. Open ChatGPT · Paste the prompt into a new chat

Open a new chat in ChatGPT and paste the copied prompt into the message box.

[Open ChatGPT](https://chatgpt.com/)

5\. Add your practice material

Paste your prepared scenario beneath the prompt, separated by a heading such as “Practice scenario”.

6\. Send, then review the result

Answer any clarifying questions. Before using the result, check it against your source and the completion checks below.

## Before you continue

The learner can name which assistant their employer provides and the reason for it.

The learner can state one genuine capability difference between two of the four tools.

The learner knows connector access differs per tool even for an identical prompt.

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Source: https://www.aiqbee.com/learning/en/course/ai-for-everyday-knowledge-work