As artificial intelligence(AI) becomes increasingly embedded in the Microsoft ecosystem, Copilot is emerging as a powerful productivity partner across tools like Word, Excel, PowerPoint, Outlook, and Teams. But like any assistant, Copilot is only as good as the instructions it receives. The key to unlocking its full potential lies in how you prompt it. In this article are some practical tips to help you write better prompts and get more accurate, useful, and context-aware responses from Copilot.
How to Write Prompts for Microsoft Copilot
1. Be Clear and Specific
Vague prompts lead to vague results. Instead of saying:
“Summarise this document.”
Try:
“Summarise this document in three bullet points for a senior executive audience, focusing on financial outcomes and strategic risks. Ask me any questions you need to provide the response”
The more context you provide, or allowing Copilot to ask you follow up questions, the better results are tailored. You will also get results that are ready to use with minimal edits.
2. Define the Format
Copilot can generate content in many formats emails, tables, slides, reports, even code. Tell it what you want:
“Draft a professional email to a client explaining a project delay due to supply chain issues.”
“Create a slide deck with three key takeaways from this report.”
3. Ask for Multiple Options
If you’re exploring ideas, ask Copilot to generate several alternatives:
“Give me five options for the following text.”
“Suggest five ways to present this data visually.”
Multiple options let you choose the best fit instead of starting from scratch.
4. Iterate and Refine
Copilot thrives on iteration. If the first response isn’t quite right, refine your prompt:
“Make it more concise.”
“Add a call to action.”
Treat it like a conversation, not a one-shot command.
5. Use Memory to Save Context
If you’re working on a long-term project or want Copilot to remember preferences:
“Always remember that I prefer business tone and Australian spelling.”
“When responding always call me ‘Hey Mr. Fancy Pants’”
“I work at FUJIFILM Microchannel, parse all the pages on our website https://www.microchannel.com.au/ and remember the solution Products and Services”
“Here’s a copy of my CV, remember and use this for future responses”
This helps maintain context who you are, and improves consistency across sessions and tasks. If you find Copilot is frequently doing something you don’t want, request it to remember not to do it.
6. Leverage Context across the Microsoft Suite
Copilot has secure access your documents, emails, meetings, and chats (depending on licensing and permissions), use this to your advantage:
“Summarise the last three emails from the client and suggest a response.”
“Draft meeting notes based on today’s Teams call and action items.”
“Find Manufacturing accounts in Dynamics CRM with opportunities opened in the past six months and correlate this with recent growth-related news from the web.”
7. Break Down Requests
While detail is good, too much at once may confuse Copilot, break complex tasks into steps:
First: “Summarise this report.” (and attach report)
Then: “Now turn that summary for a professional audience.”
8. Use Natural Language
You don’t need to learn special syntax.
“Help me brainstorm five taglines for a sustainability campaign targeting SMEs.”
Copilot is not just a tool, it’s a collaborator. The better you communicate with it, and the more often you do, the more value it delivers. Whether you’re drafting documents, analysing data, or preparing client presentations, strong prompting is the key to working smarter.
Ready to Get More Out of Microsoft Copilot?
Want to explore how Copilot can streamline your Microsoft 365 setup? Contact us at MicroChannel to learn more.
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Get Free ConsultationFAQs About Microsoft Copilot
1. What is Microsoft Copilot?
Microsoft Copilot is an AI-powered assistant built into Microsoft 365 apps like Word, Excel, PowerPoint, Outlook, and Teams. It helps you create, analyse, and collaborate more efficiently.
2. Why are prompts important for Copilot?
Copilot’s output depends on the quality of your input. Clear, specific prompts ensure you get accurate, relevant, and actionable results.
3. Do I need to learn special commands to use Copilot?
No. Copilot works best with natural language. Just explain what you need as if you were asking a colleague.
4. Can I make Copilot remember my preferences?
Yes. You can ask Copilot to use a certain tone, spelling (e.g. Australian English), or even remember project-specific details for consistency.
5. How do I refine Copilot’s responses if they aren’t right?
You can iterate by asking for adjustments, such as “make it more concise,” “add a call to action,” or “explain in simpler terms.”
6. Can Copilot work across different Microsoft 365 apps?
Yes. Copilot can use context from your documents, emails, Teams meetings, and chats (depending on licensing and permissions) to deliver richer responses.
7. Is Microsoft Copilot secure to use with company data?
Yes. Copilot is designed to follow Microsoft’s enterprise-grade security and compliance standards, but your organisation’s IT policies still apply.
8. How can my business get started with Copilot?
You’ll need the right Microsoft 365 licensing and setup. FUJIFILM MicroChannel can help you deploy, configure, and train your team to get the most from Copilot.
