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

When to use which platform

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.

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 (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.

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.

Feature

Email 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 / Advanced

Outlook compose; OneDrive multi‑doc summarize and compare.

Feature

Research 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 / Advanced

Drive summaries; NotebookLM overviews from provided sources.

Feature

Guided 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 / Advanced

Guided coaching; Classroom resources; NotebookLM study packs.

Feature

Deep 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 / Advanced

Gemini Advanced Deep Research with daily caps.

Feature

Agent 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 / Advanced

Gems assistants in apps; Vertex AI for full agents.

Feature

Notebook workspace

ChatGPT (GPT‑5)

Projects and Canvas persistent workspace.

Microsoft Copilot (M365)

Copilot Notebooks or Pages.

Google Gemini 2.5 / Advanced

NotebookLM packs and reports.

Feature

Image creation

ChatGPT (GPT‑5)

Built in image generation.

Microsoft Copilot (M365)

Designer image creation in Copilot surfaces.

Google Gemini 2.5 / Advanced

Imagen or ImageFX for images.

Feature

Video 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 / Advanced

Veo 3 in Gemini app or API (lengths vary by plan).

Feature

Automated 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 / Advanced

Classroom Practice Sets; Gemini in Classroom feedback tools.

Feature

Coding 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 / Advanced

Gemini code help; NotebookLM assists with code context.

Feature

LMS 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 / Advanced

Native with Google Classroom; Workspace LTI or Assignments.

Feature

Accessibility supports

ChatGPT (GPT‑5)

Read aloud and voice in Projects.

Microsoft Copilot (M365)

Immersive Reader; Reading or Math Coach; dictation.

Google Gemini 2.5 / Advanced

Read 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.

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