AI Toolsets

Included with Barry LicensingAI Toolsets Available to Barry Users

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.

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.
PHI safe: Copilot
Student friendly: Gemini
Coding & drafts: ChatGPT
Copilot Icon

Microsoft Copilot (GPT‑5 in M365)

  • PHI permitted
  • Governed tenant
  • Email and document drafting in Outlook, Word, PowerPoint.
  • Summarize and compare files in OneDrive or SharePoint.
  • Meeting notes and actions in Teams.
  • Notebook workspace in M365 Copilot app.
Gemini Icon

Google Gemini 2.5 / Gemini Advanced

  • Non-PHI
  • Classroom first
  • Plan lessons, generate practice sets, quick rubrics.
  • NotebookLM study packs with audio or video overviews.
  • Summarize Drive files; create slides and study guides.
  • Image and video concepts for instruction.
ChatGPT Icon

ChatGPT (GPT-5)

  • Non-PHI
  • Research and coding
  • Deep research style summaries with sources.
  • Projects or Canvas for long context multi-file analysis.
  • File analysis for PDFs, spreadsheets, and media.
  • Code and data prototyping for courses.

Feature comparison (included functionality)

Feature
Copilot IconMicrosoft Copilot (M365)
Gemini IconGoogle Gemini 2.5 / Advanced
ChatGPT IconChatGPT (GPT-5)
Email composition, file analysis and comparison Outlook compose; OneDrive multi-doc summarize and compare. Outlook compose; OneDrive multi-doc summarize and compare. Compose, summarize, compare files in chat; Projects for multi-file.
Research assistance and summarization Drafts and summaries grounded on M365 files and chats. Drive summaries; NotebookLM overviews from provided sources. Source-linked summaries; long context Projects.
Guided learning or study mode Learning Accelerators; rubric helpers in Teams. Guided coaching; Classroom resources; NotebookLM study packs. Study Mode with goals and spaced practice.
Deep research reports (automated) No native deep research report generator. Gemini Advanced Deep Research with daily caps. Included with plan limits shown in product.
Agent or assistant options Copilot Studio agents configured by IT. Gems assistants in apps; Vertex AI for full agents. Agent Mode for multi-step tasks (non-PHI).
Notebook workspace Copilot Notebooks or Pages. NotebookLM packs and reports. Projects and Canvas persistent workspace.
Image creation Designer image creation in Copilot surfaces. Imagen or ImageFX for images. Built-in image generation.
Video generation No native AI video generator. Veo in Gemini app or API (lengths vary by plan). Available in consumer tiers, not in Team, Enterprise, or Edu.
Automated feedback and grading aids Teams Assignments AI feedback and rubric support. Classroom Practice Sets; Gemini in Classroom feedback tools. Prompt driven rubrics and feedback; LMS tools that integrate OpenAI.
Coding assistance Copilot Chat coding; Integrates with Edge or VS Code ecosystem. Gemini code help; NotebookLM assists with code context. Strong coding and data analysis in chat.
LMS integration Deepest with Teams, EDU, LTI via 365 tools. Native with Google Classroom, Workspace LTI or Assignments. Indirect via vendor add-ons using OpenAI.
Accessibility supports Immersive Reader; Reading or Math Coach; dictation. Read aloud; captions across Workspace. Read aloud and Voice in Projects.

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

Go to Coursera

AI Essentials

  • Everyday workflows
  • Write clear prompts
  • Responsible use

Go to Coursera

Generative AI for Educators

  • Practical classroom uses
  • Evaluate outputs
  • Create resources

Go to Google Learning Center

Google AI Essentials Specialization

  • Idea generation and decisions
  • Bias awareness

Go to Coursera

Paid Features and When to Upgrade

Premium Details

Copilot Icon

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.
Gemini Icon

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 Icon

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
Copilot IconCopilot (M365)
Gemini IconGemini (Workspace)
ChatGPT IconChatGPT (Org)
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.

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