Recommended AI Tools for Administrative Staff
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1. Copilot Chat
Copilot is Microsoft's AI assistant. It's the primary recommended tool for a wide range of administrative tasks.
- Data protection: When you log in with your UCLouvain credentials, your conversations are protected and are not used for model training. This is the preferred solution for working with internal content.
- Common uses:
- Draft emails, reports, or meeting minutes.
- Summarize lengthy documents or email threads.
- Translate texts.
- Brainstorm ideas for projects or events
2. Piccolo BETA
Piccolo is a generative AI platform developed by UCLouvain for secure and scalable use.
Piccolo is currently in BETA with essential features and limited to 15 administrative teams. Feedback from beta testers is essential for ongoing development.
As part of its 2026 development roadmap :
- You will be able to import your files into Piccolo conversations.
- “UCLouvain Data Libraries” will be created to connect the Piccolo interface with UCLouvain data sources (open data from the website, training catalog data, etc.).
- Locally hosted AI models (on UCLouvain servers) will allow staff members to transcribe sensitive audio files or process confidential information in a controlled environment.
3. Word Online: Automated Audio Transcription
Built into the online version of Microsoft Word, the "Transcribe" feature automatically converts audio files into text.
- How it works: The tool uploads your recording, converts it to text, and even separates different speakers.
- How to access it: Open a document in Word online (via your Office 365 portal), then in the "Home" tab, click the dropdown arrow next to "Dictate" (the microphone icon) and select "Transcribe."