A Guide to Using Microsoft Copilot Prompts

Microsoft Copilot is an easy-to-use AI assistant that has the potential to help businesses save time, streamline processes and enhance their productivity. But as with any new technology, there is always a learning curve when it comes to maximising its potential and getting the most out of it.

Here at Dragon IS, we support businesses to implement and use Copilot effectively, ensuring they understand and gain the greatest benefit from the AI tool.

Amongst the top queries we often hear from companies are how best to implement Copilot, what its use might mean for cybersecurity and on a practical level, how to ask the right questions.

As Copilot is based on entering written instructions into a chat box, it is key that such ‘prompts’ contain the right information. To give teams a head start, here we have pulled together a guide to getting started and reveal the secret to writing great prompts.

 

What Is Microsoft Copilot?

Copilot is a powerful AI assistant developed by Microsoft which can help with tasks across the full suite of Microsoft 365 applications – from answering questions to drafting emails, creating presentations and summarising team call discussions.

 

What are prompts?

At the heart of Copilot’s functionality are prompts. This term refers to the instructions or questions that users direct at Copilot, depending on how they’d like the tool to help them.

Crafting effective prompts is essential for getting accurate and relevant results and Microsoft has provided some helpful pointers on what to include:

4 key elements of an effective Copilot prompt

1.Goal –

Clearly state what you want Copilot to do. Be precise and specific. For example:

1. • “Write a summary based on all emails from Sam in the past two weeks.”
   • “Draft an outline of a training manual about time management for professionals working in a hybrid environment.”

 

2.Context

Provide relevant context to help Copilot understand the task better. This might include details about the audience, purpose, or tone. For instance:

1. • “Our audience is professionals who constantly attend virtual meetings and meet deadlines.”
   • “The tone of the document should be friendly and suggestive.”

 

3.Expectations

Specify any expectations you have regarding the output. Do you need a short response, a detailed report, or a creative piece? Let Copilot know:

1. • “Create a short presentation about time management.”
   • “Write an email to congratulate the project lead and team on the launch.”

 

4.Source

If applicable, mention any data sources or references Copilot should consider. This can help improve accuracy. For example:

1. • “Generate a project kick-off presentation based on the topics discussed in the chat.”

 

Examples of Copilot Prompts

Here are some more practical examples of prompts that you might use for specific types of tasks.

• Blog Posts: “Write a 500-word blog post on the benefits of remote work suitable for a small business audience.”
• Social Media Updates: “Compose a tweet announcing our new product launch.”
• Reports: “Summarise the quarterly sales data from Excel into a concise report.”
• Emails: “Draft an email to follow up with potential clients who attended our latest webinar.”
• Meeting Agendas: “Create an agenda for our team meeting next week.”
• Customer Support Responses: “Provide a helpful response to this customer query about our pricing.”
• Project Proposals: “Outline the key components of our upcoming project proposal.”
• Training Manuals: “Compile a comprehensive training manual for our new hires.”
• Presentation Slides: “Add an image of a target with arrows to slide 5.”

 

Application specific prompt examples

Outlook:

1. • “Find the latest about Project X.”
   • “What’s the current timeline for Project Y?”
   • “When are deliverables due for Project Z?”

Teams:

1. • “Summarise team communications over the last 30 days.”
   • “What are the team’s priorities?”
   • “Provide information about the new way our team is tracking work.”

Word:

1. • “Write a one-page description of Project XYZ based on files 1, 2, and 3.”
   • “Compose a catchy email inviting customers to our conference booth using Document Z.”

Excel:

1. • “Calculate the remaining budget for supplies in Project XYZ.”
   • “Analyse expenses for Project XYZ.”

PowerPoint:

1. • “Create a presentation on the benefits of Product A.”
   • “Generate slides for the quarterly business review.”

OneNote:

1. • “Organise meeting notes from the last team sync.”
   • “Summarise action items from the brainstorming session.”

Chat:

1. • “Retrieve customer feedback from last week’s emails.”
   • “Identify the top three issues we should address.”

Calendar:

1. • “Schedule a morale event for the team.”
   • “Block time for the monthly project review meeting.”

Outlook Calendar:

1. • “Check availability for a client meeting next week.”
   • “Book a conference room for the marketing workshop.”

Excel Online:

1. • “Create a budget tracker for Project Delta.”
   • “Visualise sales data for the past quarter.”

 

Top tips

Be Conversational: Interact with Copilot as if you’re having a conversation. Clear communication leads to better results.

Provide Examples: Use specific keywords and phrases. For instance, if you’re asking for a marketing plan, mention target audience, channels and metrics.

Seek Feedback: Ask Copilot for feedback on its responses. This helps the AI learn and adapt to your preferences.

Verify Accuracy: Always review the generated content to ensure accuracy and alignment with your goals.

And be polite! Copilot learns from your communication style and will respond in a similar way.

 

How to get started with Copilot

Here at Dragon, we can help your business capitalise on the many benefits of AI and Copilot, supporting you with its implementation and walking you through its use, step by step, to ensure you are getting the most from of it.

Get in touch to find out more today by emailing mike@dragon-is.com or calling us on 0330 363 0055.