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.
When to use which platform
Microsoft Copilot (GPT‑5 in M365)
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.
Google Gemini 2.5 / Gemini Advanced
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 (GPT‑5)
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.
MatrixFeature comparison (included functionality)
Feature |
ChatGPT (GPT‑5) |
Microsoft Copilot (M365) |
Google Gemini 2.5 / Advanced |
Email composition, file analysis and comparison |
Compose, summarize, compare files in chat; Projects for multi‑file. |
Outlook compose; OneDrive multi‑doc summarize and compare. |
Outlook compose; OneDrive multi‑doc summarize and compare. |
Research assistance and summarization |
Source‑linked summaries; long‑context Projects. |
Drafts and summaries grounded on M365 files and chats. |
Drive summaries; NotebookLM overviews from provided sources. |
Guided learning or study mode |
Study Mode with goals and spaced practice. |
Learning Accelerators; rubric helpers in Teams. |
Guided coaching; Classroom resources; NotebookLM study packs. |
Deep research reports (automated) |
Included with plan limits shown in product. |
No native deep research report generator. |
Gemini Advanced Deep Research with daily caps. |
Agent or assistant options |
Agent Mode for multi‑step tasks (non‑PHI). |
Copilot Studio agents configured by IT. |
Gems assistants in apps; Vertex AI for full agents. |
Notebook workspace |
Projects and Canvas persistent workspace. |
Copilot Notebooks or Pages. |
NotebookLM packs and reports. |
Image creation |
Built in image generation. |
Designer image creation in Copilot surfaces. |
Imagen or ImageFX for images. |
Video generation |
Available in consumer tiers; not in Team, Enterprise, or Edu. |
No native AI video generator. |
Veo 3 in Gemini app or API (lengths vary by plan). |
Automated feedback and grading aids |
Prompt driven rubrics and feedback; LMS tools that integrate OpenAI. |
Teams Assignments AI feedback and rubric support. |
Classroom Practice Sets; Gemini in Classroom feedback tools. |
Coding assistance |
Strong coding and data analysis in chat. |
Copilot Chat coding; integrates with Edge or VS Code ecosystem. |
Gemini code help; NotebookLM assists with code context. |
LMS integration |
Indirect via vendor add ons using OpenAI. |
Deepest with Teams EDU; LTI via 365 tools |
Native with Google Classroom; Workspace LTI or Assignments. |
Accessibility supports |
Read aloud and voice in Projects. |
Immersive Reader; Reading or Math Coach; dictation. |
Read aloud; captions across Workspace. |
FeatureEmail composition, file analysis and comparison |
ChatGPT (GPT‑5)Compose, summarize, compare files in chat; Projects for multi‑file. |
Microsoft Copilot (M365)Outlook compose; OneDrive multi‑doc summarize and compare. |
Google Gemini 2.5 / AdvancedOutlook compose; OneDrive multi‑doc summarize and compare. |
FeatureResearch assistance and summarization |
ChatGPT (GPT‑5)Source‑linked summaries; long‑context Projects. |
Microsoft Copilot (M365)Drafts and summaries grounded on M365 files and chats. |
Google Gemini 2.5 / AdvancedDrive summaries; NotebookLM overviews from provided sources. |
FeatureGuided learning or study mode |
ChatGPT (GPT‑5)Study Mode with goals and spaced practice. |
Microsoft Copilot (M365)Learning Accelerators; rubric helpers in Teams. |
Google Gemini 2.5 / AdvancedGuided coaching; Classroom resources; NotebookLM study packs. |
FeatureDeep research reports (automated) |
ChatGPT (GPT‑5)Included with plan limits shown in product. |
Microsoft Copilot (M365)No native deep research report generator. |
Google Gemini 2.5 / AdvancedGemini Advanced Deep Research with daily caps. |
FeatureAgent or assistant options |
ChatGPT (GPT‑5)Agent Mode for multi‑step tasks (non‑PHI). |
Microsoft Copilot (M365)Copilot Studio agents configured by IT. |
Google Gemini 2.5 / AdvancedGems assistants in apps; Vertex AI for full agents. |
FeatureNotebook workspace |
ChatGPT (GPT‑5)Projects and Canvas persistent workspace. |
Microsoft Copilot (M365)Copilot Notebooks or Pages. |
Google Gemini 2.5 / AdvancedNotebookLM packs and reports. |
FeatureImage creation |
ChatGPT (GPT‑5)Built in image generation. |
Microsoft Copilot (M365)Designer image creation in Copilot surfaces. |
Google Gemini 2.5 / AdvancedImagen or ImageFX for images. |
FeatureVideo generation |
ChatGPT (GPT‑5)Available in consumer tiers; not in Team, Enterprise, or Edu. |
Microsoft Copilot (M365)No native AI video generator. |
Google Gemini 2.5 / AdvancedVeo 3 in Gemini app or API (lengths vary by plan). |
FeatureAutomated feedback and grading aids |
ChatGPT (GPT‑5)Prompt driven rubrics and feedback; LMS tools that integrate OpenAI. |
Microsoft Copilot (M365)Teams Assignments AI feedback and rubric support. |
Google Gemini 2.5 / AdvancedClassroom Practice Sets; Gemini in Classroom feedback tools. |
FeatureCoding assistance |
ChatGPT (GPT‑5)Strong coding and data analysis in chat. |
Microsoft Copilot (M365)Copilot Chat coding; integrates with Edge or VS Code ecosystem. |
Google Gemini 2.5 / AdvancedGemini code help; NotebookLM assists with code context. |
FeatureLMS integration |
ChatGPT (GPT‑5)Indirect via vendor add ons using OpenAI. |
Microsoft Copilot (M365)Deepest with Teams EDU; LTI via 365 tools |
Google Gemini 2.5 / AdvancedNative with Google Classroom; Workspace LTI or Assignments. |
FeatureAccessibility supports |
ChatGPT (GPT‑5)Read aloud and voice in Projects. |
Microsoft Copilot (M365)Immersive Reader; Reading or Math Coach; dictation. |
Google Gemini 2.5 / AdvancedRead aloud; captions across Workspace. |
Enablement 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 |
Free Coursera programsAI Upskilling and Certification Opportunity
Prompting Essentials Specialization
- Practice 5 step prompting
- Speed up analysis and slides
- Build role play agents
AI Essentials
- Everyday workflows
- Write clear prompts
- Responsible use
Generative AI for Educators
- Practical classroom uses
- Evaluate outputs
- Create resources
Google AI Essentials Specialization
- Idea generation and decisions
- Bias awareness
DecisionsPaid 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.
DecisionsPremium add‑ons – at a glance
Upgrade trigger | Copilot (M365) | Gemini (Workspace) | ChatGPT (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.