How to Write Effective Copilot Prompts
Getting the best results from Copilot—whether you're using the free Chat version or the full Microsoft 365 Copilot—comes down to how you phrase your requests. Think of it like giving instructions to a highly capable colleague: the clearer and more specific you are, the better the outcome.
The Four Key Elements of a Great Prompt
Every effective Copilot prompt should include these components:
1. Goal
Getting the best results from Copilot—whether you're using the free Chat version or the full Microsoft 365 Copilot—comes down to how you phrase your requests. Think of it like giving instructions to a highly capable colleague: the clearer and more specific you are, the better the outcome.
2. Context
Why do you need it and who is involved?
3. Source
Which information sources should Copilot use?
4. Expectations
Getting the best results from Copilot—whether you're using the free Chat version or the full Microsoft 365 Copilot—comes down to how you phrase your requests. Think of it like giving instructions to a highly capable colleague: the clearer and more specific you are, the better the outcome.
Example of a Well-Structured Prompt
Rather than asking: "Tell me about the client meeting"
Try this: "Generate 3-5 bullet points to prepare me for a meeting with Client X to discuss their 'Phase 3+' brand campaign. Focus on Email and Teams chats since June. Please use simple language so I can get up to speed quickly."
This prompt includes:
Goal: Generate bullet points
Context: Prepare for a specific client meeting about their campaign
Source: Email and Teams chats from June onwards
Expectations: 3-5 bullet points in simple, accessible language
Real-World Scenarios: Copilot in Everyday Tasks
Here are practical examples of how Copilot can transform your daily work:
1. Email Management
Scenario: You've returned from holiday to 200 unread emails.
Prompt: "Summarise my unread emails from the past week. Highlight any urgent items requiring immediate action and group the rest by topic."
Result: Instead of spending hours sorting through emails, you get an organised overview in minutes, allowing you to prioritise effectively.
2. Meeting Preparation
Scenario: You have a quarterly review meeting in 30 minutes and need to get up to speed.
Prompt: "Create a brief summary of our Q3 performance metrics. Include key achievements, challenges, and action items from team meetings in September and October. Present in a bulleted format suitable for discussion."
Result: A concise, discussion-ready brief that would normally take an hour of research and compilation.
3. Document Creation
Scenario: You need to draft a project proposal but you're facing writer's block.
Prompt: "Draft a project proposal for implementing a new customer feedback system. Include sections for objectives, timeline, budget considerations, and expected outcomes. Base the tone on similar proposals we've submitted this year."
Result: A solid first draft that captures your organisation's style, which you can then refine and personalise.
4. Data Analysis in Excel
Scenario: You have a spreadsheet with quarterly sales data and need to present insights.
Prompt: "Analyse this sales data and identify the top three performing product categories. Create a chart showing monthly trends and highlight any notable patterns or anomalies."
Result: Visual representations and insights that would typically require manual analysis and chart creation.
5. Teams Collaboration
Scenario: You missed an important team meeting.
Prompt: "Summarise yesterday's product roadmap meeting. What were the key decisions made, who was assigned to each task, and what are the next steps?"
Result: A comprehensive catch-up that ensures you're aligned with your team without having to watch an hour-long recording.
6. Research and Information Gathering
Scenario: You need to quickly understand a new industry trend.
Prompt: "Provide an overview of sustainable packaging trends in the food industry. Focus on innovations from the past 12 months and include examples of companies leading in this space. Keep the summary to about 300 words."
Result: A curated research summary that saves hours of searching and reading.
7. Content Refinement
Scenario: You've written a report but it's too technical for your intended audience.
Prompt: "Simplify this technical report for a non-technical audience. Maintain all key information but explain complex concepts in everyday language and use analogies where helpful."
Result: A more accessible version of your content that communicates effectively with your target readers.
Tips for Maximising Copilot's Effectiveness
Be Specific: The more detail you provide, the better the response. Instead of "write an email," try "write a polite follow-up email to a client who hasn't responded to our proposal in two weeks."
Iterate and Refine: Don't expect perfection on the first try. Review the output and provide follow-up instructions like "make this more concise" or "add more emphasis on the timeline."
Provide Context: Help Copilot understand your situation. Mention your role, the audience, the purpose, and any constraints you're working within.
Specify Format: Let Copilot know how you want the information presented—bullet points, paragraphs, tables, or a specific document structure.
Use Natural Language: You don't need to use technical jargon or special commands. Write as if you're asking a knowledgeable colleague for help