Enterprise Level AI Tools

Lumberjack AI Safety Check

Before you prompt, perform this quick review to ensure your work stays secure and aligned with the NAU Acceptable Use Policy.

1. Are you using an approved tool? Only use AI tools which are approved for University use.

  • Prohibited Software: Per Arizona State directive, DeepSeek is not approved and must not be used on any university-owned devices.

2. Are you logged in with NAU credentials? Some AI tools have enterprise-level data protections. To activate these protections, you must be signed in with your NAU account (e.g. NAU credentials for Microsoft products and NAU Google account (abc123@nau.edu) for Google products).

3. Am I using the right data levels? Ensure what data level is approved for your tool by checking the service catalog. Follow the NAU Data Classification and Handling Policy for all inputs.

4. Are you the "Human-in-the-Loop"? You are the final decision-maker. AI can generate drafts, but you are responsible for the accuracy, tone, and final outcome of the work. Avoid "work slop." Always verify facts and citations before sharing. Be sure to cite the use of AI in your work where relevant.

5. Is this a "Lean AI" choice? Every AI query uses energy and water. Before you run a complex prompt, ask if it is the most efficient and responsible way to complete the task. This supports our goal of reaching carbon neutrality by 2030.

AI Tools at NAU

NAU provides access to a growing set of AI tools to support teaching, learning, research, and administrative work. These tools are introduced in phases based on availability, licensing, and university standards.

To protect university data and align with state security requirements, NAU supports only AI tools that have completed rigorous security and privacy reviews. Using unapproved tools may increase the risk of exposing sensitive university information and may not meet state security guidelines.

Microsoft Suite

NAU has partnered with Microsoft as our primary AI tool because it provides a secure environment where your data remains private. This partnership also aligns with our university mission, as Microsoft’s goal to be carbon negative and water positive by 2030 matches NAU’s own commitment to reaching carbon neutrality by that same year.

The Lumberjack AI Starter Pack

Start here with AI tools available to all NAU faculty and staff. The Lumberjack AI Starter Pack includes tools that are free for the NAU community and support Enterprise Data Protection (EDP), meaning your conversations remain protected and are not used to train external AI models.
How to Choose the Right Tool
If you need to… Use this tool: Why?
Search the live web or draft an email MS Copilot Secure web access and Outlook integration.
Brainstorm a new idea or project Google Gemini High speed and creative flow.
The Golden Rule:  Check the ITS Service Catalog to verify what data classification levels are permitted for each tool before use. If you cannot find clear guidance, use Level 1 (public) data only. 

COST: FREE

M365 Copilot Chat (Basic) is already available with your NAU Microsoft account

Best for: Secure web-based AI chat, drafting emails, summarizing text, and general research.

Login Required: Sign in with your standard NAU credentials. Look for the Enterprise Protection Enabled (EDP) badge to confirm your session is secure.

Use Cases:

  • In Outlook: Use the “Draft with Copilot” feature to quickly outline a reply to a complex thread or ask it to summarize a long chain of emails you’ve received.
  • Web Chat: Paste a long article or draft into the chat and ask for a summary, a tone check, or a list of action items.
  • Research: Ask questions about current events or technical topics and receive cited sources, ensuring the information is grounded in the live web.
What can you do with Copilot Chat (Basic)?
  • Ideal for: drafting, summarizing, brainstorming, and research
  • AI within Outlook: summarizing, drafting, scheduling and more
  • AI Chat Powered by the Web: Ask complex questions and get answers drawn from live web sources, with citations included. Powered by the latest models, including GPT-4o
  • Upload and Analyze Files: Drag in a Word document, PDF, spreadsheet, or presentation and ask Copilot to summarize it, extract key points, rewrite sections, or answer
    questions from within it.
  • Generate Images: Create original visuals, diagrams, and illustrations using DALL-E 3— useful for course materials, presentations, and program
    communications. No design tools required.
  • Copilot Pages: Turn any AI-generated response into a shareable, collaborative file your team can edit together — ideal for meeting prep, reports, planning
    documents, and committee work.
  • AI Agents: Access ready-made agents built for specific tasks.

For more information about Copilot Chat, visit the Copilot Service Catalog Entry.

COST: FREE

Best for: Rapid ideation, creative drafting, and managing large amounts of text.

Login Required: Sign in with your NAU Google Account to enable enterprise-level data protections.

What can you do with Gemini & Gemini Notebook?

Gemini is built for speed and fluid conversation. It is an excellent partner for when you need to move from a rough idea to a structured plan or want to rethink the way you’re communicating a project.

  • Login Required: You must use your NAU Google account (e.g., abc123@nau.edu).
  • Use Cases:
    • Event Planning: “I’m planning a staff retreat for 30 people in Flagstaff. Suggest three unique themes that incorporate local history and a rough 4-hour agenda.”
    • Content Drafting: Use it to turn bullet points into a polished announcement or to brainstorm catchy titles for a new department initiative.

Expanded AI Capabilities

The Lumberjack AI Starter Pack provides free, basic AI tools to all NAU faculty and staff. For users with more advanced needs, NAU also offers licensed AI products with expanded capabilities. These optional tools require a paid license and provide additional features, integrations, or specialized functionality beyond what is included in the Starter Pack.

For approved data classification levels and the most current information about AI products available at NAU, always refer to the ITS Service Catalog.

Best for: AI-powered assistance directly within Microsoft 365 applications. Microsoft 365 Copilot Premium integrates with Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and other Microsoft 365 services to help users create content, analyze information, summarize meetings, and streamline everyday work.

COST: Flat Rate / Predictable

Requires a yearly subscription purchase.

ITS recommends this AI tool for individuals who perform the majority of their work within Word, Excel, PowerPoint, Outlook or Teams due to the flat-rate predictable cost.

Common Use Cases:
  • Drafting, revising, and summarizing documents in Word
  • Analyzing data and identifying trends in Excel
  • Creating presentations from existing content in PowerPoint
  • Summarizing meetings and chats in Teams
  • Managing email and calendars more efficiently in Outlook
What can you do with Copilot (Premium)?
  • Ideal for: individuals working heavily in Microsoft 365 apps
    • AI integrated into Word, Excel, Outlook, Teams, and PowerPoint
  • Claude AI models are included inside Copilot (with no extra monthly usage fees).
    • This is not the same thing as a Claude Enterprise account.
  • Microsoft Graph/Work IQ: Unlike Copilot Chat, the paid license connects to your organizational data — emails, documents, meetings, and chats —
    through Microsoft Graph/Work IQ, so answers are specific to your actual NAU work context.
  • Analyze and Explain Data in Excel: Ask questions about your spreadsheet data in plain English, generate formulas, identify trends, build charts, and receive clear
    explanations of complex calculations — no formula expertise required.
  • Draft and Rewrite in Word: Generate first drafts, rewrite sections for tone or clarity, summarize long documents, and create structured reports — all with AI that uses NAU data to produce smarter, faster, and more context-aware responses that save you time.
  • Build Presentations in PowerPoint: Generate a complete slide deck from a prompt or an existing document, add slides on demand, rewrite speaker notes, and apply consistent design — in seconds, not hours.
  • Draft and Triage Email in Outlook: Summarize long email threads, draft context-aware replies, prepare for meetings based on your calendar, and prioritize your inbox — all using your actual NAU email history and organizational context.
  • Summarize Meetings in Teams: Get real-time meeting transcription, intelligent summaries, action item lists, and catch-up recaps for meetings you missed — so nothing falls through the cracks.
Learn More / Request Access:

COST: Usage-based / variable monthly costs

Claude Enterprise billing works differently than standalone/consumer accounts. It requires both a paid yearly subscription AND monthly usage credit purchases. Refer to the Claude Enterprise – Costs & Billing section below for more information.

When should I choose Claude Enterprise as my AI Tool?

If the majority of the work you perform happens within Word, Excel, PowerPoint, Outlook or Teams, then ITS recommends you consider M365 Copilot (Premium) as the more cost-effective option. Claude Enterprise is recommended for individuals whose primary work is conducted outside of Microsoft 365 apps who also need specific Claude features.

If the following describes your daily workflow, then Claude Enterprise may be the right option for you:

  • You need to use Claude with levels 1-3 data
    • Claude Enterprise accounts are allowed level 1-3 data usage.
    • Any other type of Claude account (Free/Pro/Max/Team) is allowed level 1 data usage only
  • Analyze contracts, research papers, policy docs, or technical reports
  • Write, review, or debug code; agentic development with Claude Code
  • Build, deploy, or automate with Claude Code in a developer workflow
  • Multi-session project work organized around a defined research question
  • Analyze or model large institutional datasets requiring secure data handling
  • Run multi-session agentic projects with tool integrations and connectors

Best for: Research, analysis, writing, and working with large volumes of information.

Claude Enterprise provides access to advanced AI capabilities designed to support complex research, planning, and knowledge-management tasks. It excels at working with lengthy documents, synthesizing information from multiple sources, and developing detailed written content.

Common Use Cases:

  • Reviewing and analyzing lengthy reports or research materials
  • Summarizing information across multiple documents
  • Developing project plans, recommendations, and communications
  • Organizing information within AI-assisted projects and knowledge bases

Learn More / Request Access:

 

Prohibited AI Products

Notice on Prohibited Software: DeepSeek

Please be aware that DeepSeek is not approved for use at Northern Arizona University. In alignment with directives from the Governor of Arizona and the Arizona Department of Administration (ADOA), this application is prohibited on all university-owned devices and networks.

This restriction is based on significant security and data privacy concerns regarding the platform’s connection to foreign entities and the potential for unauthorized access to sensitive information.

Action Required: If you have DeepSeek installed on an NAU-issued laptop, phone, or tablet, please uninstall it immediately.