We currently recommend three major AI toolsets for Barry University faculty, staff, and students: Microsoft Copilot for Microsoft 365, Google Gemini 2.5 Pro for Education, and ChatGPT. Each platform has distinct strengths and a clear place in our workflows. You can use a single tool for most work, but some tasks are better served by another. If you hit the limits of the included tiers, certain advanced use cases may require paid features. Most daily needs do not. If you handle large amounts of sensitive data, consult the Information Security Office for guidance.
Included with Barry LicensingAI Toolsets Available to Barry Users
What you will find
- Included vs premium capabilities by platform
- Quick "when to use which" guidance by task and role
- Data protection, access, and compliance alignment
- Where to request upgrades or advanced solutions
Fast Guidance
- Copilot: Barry data in Microsoft 365, Teams, Outlook, SharePoint. Use for sensitive or regulated content.
- Gemini 2.5 Pro: Research, analysis, and creation in Google's ecosystem. Student friendly.
- ChatGPT: Drafting, coding, ideation. Use Teams or Enterprise for private workgroups. For sensitive data, use Copilot.
Feature comparison (included functionality)
Prompting Best Practices
Tip
Use the model to co-write prompts.
Example:
Make this a power prompt: Summarize this 10 page report into bullet points for executives, focusing only on risks, costs, and deadlines.
Step | What it means | Example |
---|---|---|
Persona | Which expertise to draw from | Economics professor |
Task | What you want help with | Test prep |
Context | Background the model needs | Exam on macroeconomics |
Format | How results should appear | Open ended and multiple choice |
References | Examples to imitate | One sample quiz question |
AI Upskilling and Certification Opportunities
Prompting Essentials Specialization
- Practice 5 step prompting
- Speed up analysis and slides
- Build role play agents
Generative AI for Educators
- Practical classroom uses
- Evaluate outputs
- Create resources
Paid Features and When to Upgrade
Premium Details

Microsoft Copilot (M365)
Unlocks
- Full Copilot across Word, Excel, PowerPoint, Outlook, Teams.
- Copilot Studio agents with connectors and guardrails.
- Graph grounding with audit and retention controls.
Upgrade when
- PHI safe drafting or automation inside M365 is required.
- Reusable department agents and workflows are needed.
- Compliance requires admin controls and logging.

Google Gemini (Workspace)
Unlocks
- Gemini Advanced models and higher Deep Research limits.
- Veo video creation and expanded ImageFX or Imagen.
- Gems assistants and admin managed LTI integrations.
Upgrade when
- Need source grounded NotebookLM study packs at scale.
- Programs plan to create instructional video.
- Classroom analytics and advanced AI features are required.

ChatGPT (Org tiers)
Unlocks
- Team, Enterprise, or Edu workspaces with SSO and admin controls.
- Higher limits in Projects or Canvas for shared assets.
- Agent Mode for multi step tasks and integrations.
Upgrade when
- Collaborate on shared research or course materials.
- Need long context multi file analysis.
- Governance and audit are required for non-PHI.
Premium Add-Ons – at a Glance
Upgrade trigger |
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Org data access | |||
Outlook, Teams, SharePoint, OneDrive grounding with tenant permissions | ✔ | - | - |
Cross-repo semantic search over tenant content | ✔ | - | - |
Write inside Office apps with policy and sensitivity labels respected | ✔ | - | - |
eDiscovery, retention, DLP alignment for generated content | ✔ | • | • |
Admin telemetry for prompts and responses by user or group | ✔ | ✔ | ✔ |
Advanced agents | |||
Build department agents with enterprise connectors and guardrails | ✔ | ✔ | ✔ |
Human approval steps and scoped actions on systems | ✔ | • | ✔ |
Scheduled runs, webhooks, and workflow orchestration | ✔ | • | ✔ |
Retrieval over SharePoint or Drive with per-file ACLs enforced | ✔ | • | ✔ |
Policy prompts, block lists, safety rails, audit logs | ✔ | ✔ | ✔ |
Advanced notebooks | |||
Code execution with files, tables, charts, and package support | • | ✔ | ✔ |
Long context, multi-file research with higher caps | • | ✔ | ✔ |
Persistent projects, versioning, and collaboration in notebooks | • | ✔ | ✔ |
Connect notebook outputs back to Docs or Office files | - | ✔ | - |
Other premium triggers | |||
PHI-safe drafting inside Office apps | ✔ | - | - |
Classroom Practice Sets and analytics at scale | - | ✔ | - |
AI video generation | - | ✔ | - |
SSO and admin controls for non-PHI collaboration | ✔ | - | ✔ |
Legend: • ✔ recommended • • possible with add-ons or config • - not applicable |
- ChatGPT entries marked "•" assume approved enterprise connectors and scoped repositories. Depth varies by configuration.
- Copilot "•" under notebooks refers to Copilot Notebook or Power Platform workflows. This is not a full Python runtime.
- Gemini rows assume Workspace plus Gemini for Education tiers and, where needed, Colab or Vertex toolchain.