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Copilot & AI in Microsoft 365

Practical Copilot guidance — focused on prompts, preparation, and the structure your content needs to actually work with AI.

Each topic explains the purpose, best practices, and steps, with optional links to videos, articles, examples, and supporting resources where relevant. Use Ctrl+F / Cmd+F to find a topic quickly. View full Knowledge Base

Copilot Workflow Cards · Table of Contents

Click a card to jump to the full Copilot workflow guide.

Tip: Use these cards to build safe, repeatable Copilot habits — grounded in your real content.
CP-01

Summarise a Document with Copilot

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CP-01

Summarise a Document with Copilot

Purpose: Quickly understand long or complex documents without reading every word.

Description

Use Copilot in Word or SharePoint to generate a clear summary of a document, highlighting key points and themes.

When to use this

When reviewing reports, policies, meeting notes, or handover documents and time is limited.

Steps

  1. Open the document stored in SharePoint or OneDrive.
  2. Open Copilot from within Word or the document viewer.
  3. Ask Copilot to summarise the document.
  4. Refine the summary if needed (shorter, more detailed, specific focus).

Best practices

  • Use summaries as a starting point, not a replacement for critical review.
  • Ensure the document is final or near-final for best results.
  • Store documents with clear titles so Copilot understands context.

Sample Copilot prompts

  1. Summarise this document in five bullet points.
  2. Give me a one-paragraph executive summary.
  3. What decisions or actions are mentioned in this document?
  4. Highlight any risks or open questions.
AI-02

Extract Key Information From a PDF

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AI-02

Extract Key Information From a PDF

Purpose: Use Copilot to extract specific information from PDFs without reading the entire document.

Description

Quickly find specific information in long PDFs without reading the entire document.

When to use this

When you’ve been sent a long PDF (policy, contract, report, proposal) and you only need specific details like dates, obligations, totals, or key clauses.

Steps

  • Open the PDF in its source location (SharePoint/OneDrive) so Copilot can reference it properly.
  • Ask Copilot for the exact fields you need (e.g. “effective date”, “termination”, “cost breakdown”, “risks”, “requirements”).
  • Ask Copilot to quote the section heading or page reference for each key item so you can verify quickly.
  • Follow up with a tighter question if results are broad (e.g. “Only list items related to security obligations”).
  • Copy the extracted output into your notes or a checklist, then sanity-check anything critical.

Best practices

  • Be specific about what you want extracted (fields, headings, timeframes, categories).
  • Ask for page numbers or section titles so you can verify quickly.
  • Request a table output if you need structured results (e.g. “Return as a two-column table: Item | Details”).
  • For compliance/legal content, always treat Copilot output as a draft summary and confirm against the PDF.
  • If the PDF is scanned or messy, ask Copilot to flag unclear sections rather than guessing.

Sample prompts

  • Extract the key dates (effective date, renewal, notice period, termination) and include the page number for each.
  • List the top 10 requirements from this PDF. Group them by theme (Security, Privacy, Delivery, Reporting).
  • Find anything related to “data retention” or “records management” and summarise the obligations in plain English.
  • Create a checklist from this PDF: Requirement | Owner | Due date (leave blanks for owner and due date).
  • Pull out any risks, exclusions, or assumptions. Return as bullets with a short impact statement for each.
AI-03

Compare Two Documents and Find the Differences

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AI-03

Compare Two Documents and Find the Differences

Purpose: Use Copilot to compare two versions of a document and identify what changed.

Description

Identify changes between document versions without manual comparison.

When to use this

When you’ve received a revised doc (or have multiple versions) and you need a quick summary of what changed before approving, responding, or circulating it.

Steps

  • Make sure both files are accessible in SharePoint/OneDrive (not as local downloads).
  • Tell Copilot which two documents to compare (use file names or links if needed).
  • Ask for a summary of changes grouped by type (Added / Removed / Modified).
  • Ask Copilot to focus on specific sections that matter (scope, pricing, responsibilities, timelines, risks).
  • Use the output to guide your review, then confirm key changes in the document itself.

Best practices

  • Ask for “material changes” first (anything that impacts cost, timelines, scope, obligations, or risk).
  • Request section headings for each change so you can jump straight to the right place.
  • If the doc is formal (policy/contract), also run Word’s Compare/Track Changes as a second check.
  • Keep version naming clean (v1, v2, v3) so it’s obvious what you’re comparing.
  • Always verify critical changes before you sign off or share externally.

Sample prompts

  • Compare Document A and Document B. Summarise the key differences in Added / Removed / Modified sections.
  • Only show changes that affect scope, deliverables, pricing, or timelines. Ignore formatting changes.
  • List the top 10 most important changes and explain why each matters in one sentence.
  • Create a short email I can send to stakeholders summarising what changed and what needs review.
  • Find any wording changes related to risk, liability, security, or compliance and summarise them clearly.
AI-04

Find Specific Information Across Multiple Documents

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AI-04

Find Specific Information Across Multiple Documents

Purpose: Use Copilot to search across multiple documents at once to find relevant information.

Description

Search across multiple documents without opening each file.

When to use this

When you need to answer a question that’s spread across several docs (policies, meeting notes, reports, proposals, project docs).

Steps

  • Start from a folder/library where the relevant documents live (SharePoint/Teams files/OneDrive folder).
  • Ask Copilot the question and specify the scope (which folder, project, or document set to use).
  • Request a consolidated answer plus a short list of source documents used.
  • Ask for quotes or section headings for anything important, so you can verify quickly.
  • Refine if needed: narrow by timeframe, document type, or key terms.

Best practices

  • Be explicit about scope (which project/folder/team) so Copilot doesn’t pull in unrelated content.
  • Ask for “sources used” so you can trace the answer back to the original docs.
  • Use consistent file naming and metadata so content is easier for Copilot to retrieve.
  • Where accuracy matters, request direct quotes for the key points.
  • If you get too much, ask Copilot to summarise as a list of “top findings” only.

Sample prompts

  • Across these project documents, what are the agreed next steps and who owns each one? Include the source document name.
  • Find any mention of “risk”, “issue”, or “blocker” across these files. Summarise each item with context and source.
  • What decisions were made this month across these meeting notes? Group by topic and include the meeting date.
  • Create a one-page brief from these documents: Objective, Current status, Key risks, Decisions needed.
  • List all references to compliance/security requirements across these documents and consolidate into one checklist.
AI-05

Create a Summary of Meeting Notes

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AI-05

Create a Summary of Meeting Notes

Purpose: Use Copilot to turn messy meeting notes into a clean summary with action items.

Description

Create structured summaries with clear actions from unstructured notes.

When to use this

When meeting notes are messy (bullets, half sentences, random comments) and you need something you can send to the team fast.

Steps

  • Open your notes source (OneNote page, Word doc, Loop page, or Teams meeting notes) in Microsoft 365.
  • Ask Copilot to summarise the notes in a consistent structure (Summary, Decisions, Actions, Risks, Follow-ups).
  • Ask Copilot to extract action items as a list with Owner and Due Date columns (leave blanks if unknown).
  • Request a shorter “sendable” version (3–6 bullets) for busy stakeholders.
  • Scan the output, tweak names/dates, then paste into Teams/email.

Best practices

  • Ask for a consistent template every time so your meeting notes are repeatable and easy to scan.
  • Separate “Decisions” from “Actions” so nothing gets lost.
  • Ask Copilot to flag unclear items or missing owners instead of guessing.
  • Keep the final summary in a shared location (Team channel or SharePoint) so it becomes the source of truth.
  • If the meeting is sensitive, confirm what you can share before posting the summary widely.

Sample prompts

  • Turn these meeting notes into a structured summary with: Summary, Decisions, Actions, Risks, Follow-ups.
  • Extract action items as a table: Action | Owner | Due date | Notes. Leave blanks if not stated.
  • Write a Teams update I can post to the channel summarising what happened in under 6 bullet points.
  • Identify any open questions or unresolved issues and list what needs clarification.
  • Rewrite this summary in a more confident, professional tone without changing the meaning.
CP-06

Draft an Email Quickly

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CP-06

Draft an Email Quickly

Purpose: Overcome writer’s block and save time drafting emails.

Description

Use Copilot to draft professional emails based on your key points.

When to use this

When you need to respond fast but still sound clear and professional (requests, updates, follow-ups).

Steps

  1. Open Outlook (or paste the key points into Copilot chat) and gather the context you need.
  2. Tell Copilot who the email is for, what you need, and the tone (friendly, firm, concise).
  3. Ask for a draft, then request a shorter or more direct version if needed.
  4. Add the specific details Copilot can’t know (names, dates, links, attachments).
  5. Proofread and confirm you’re not sharing anything sensitive or incorrect before sending.

Best practices

  • Give Copilot the outcome you want (approve, decide, confirm, schedule) so the email has a clear ask.
  • Always add the specific action and deadline in your own words before sending.
  • Keep emails scannable: short paragraphs, clear subject line, and one main request.
  • Don’t paste confidential information into prompts unless your environment allows it and it’s approved.

Sample Copilot prompts

  1. Draft a short email to [person] asking for [thing]. Keep it friendly and clear. Include a deadline of [date].
  2. Rewrite this email to be more concise but still polite: [paste text].
  3. Create three subject line options for this email: [brief context].
  4. Turn my notes into an email: [bullet notes]. Tone: professional, warm.
CP-07

Writing a Project Update for My Manager

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CP-07

Writing a Project Update for My Manager

Purpose: Save time creating a clear and structured project update.

Description

Use Copilot to structure a project update with progress, risks, and next steps.

When to use this

When your manager needs a quick, structured update without reading a long story.

Steps

  1. List the project name, goal, and current status (Green/Amber/Red).
  2. Provide key progress points (what changed since last update).
  3. Call out blockers/risks and what you need (decision, support, resource).
  4. Ask Copilot to format it as a short email or Teams message.
  5. Review and ensure dates, owners, and numbers are accurate.

Best practices

  • Lead with status and impact, not background.
  • Use consistent headings: Status, Progress, Risks, Next steps, Help needed.
  • Keep it to 6–10 lines unless your manager asked for more detail.
  • Be explicit about decisions required and by when.

Sample Copilot prompts

  1. Write a project update for my manager. Use headings: Status, Progress, Risks, Next steps, Help needed. Notes: [paste].
  2. Rewrite this update to be half the length but keep the key points: [paste].
  3. Turn this update into a Teams message under 100 words: [paste].
  4. Suggest a clear ‘help needed’ line based on these blockers: [paste].
CP-08

Create a Presentation Outline

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CP-08

Create a Presentation Outline

Purpose: Quickly build a structured outline before creating slides.

Description

Use Copilot to create a slide-by-slide outline with key points and flow.

When to use this

When you need to start a deck fast and want a solid structure before designing slides.

Steps

  1. Write the audience, goal, and time limit (e.g., 5 mins, 10 slides).
  2. Ask Copilot for an outline with slide titles and 2–4 bullets per slide.
  3. Request a logical flow (problem → options → recommendation → next steps).
  4. Adjust the outline to match your organisation’s language and priorities.
  5. Convert the outline into speaker notes if you’re presenting live.

Best practices

  • Tell Copilot the decision you want the audience to make.
  • Ask for slide titles that read like headlines, not labels.
  • Keep one idea per slide to avoid clutter.
  • Double-check any facts, dates, and metrics.

Sample Copilot prompts

  1. Create a 10-slide presentation outline about [topic] for [audience]. Goal: [goal].
  2. Give me slide titles only, in a compelling ‘headline’ style, for this topic: [topic].
  3. Rewrite this outline to be more executive-friendly and less technical: [paste].
  4. Create speaker notes for each slide based on this outline: [paste].
CP-09

Improve the Clarity of Your Writing

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CP-09

Improve the Clarity of Your Writing

Purpose: Improve readability and reduce time spent rewriting drafts.

Description

Use Copilot to rewrite text so it’s clearer, more concise, and easier to understand.

When to use this

When your writing is technically correct but hard to read, too long, or too ‘corporate’.

Steps

  1. Select the text you want to improve (paragraph, section, or whole page).
  2. Ask Copilot to rewrite for clarity and brevity, keeping meaning unchanged.
  3. Request a specific tone (plain English, confident, friendly, formal).
  4. Review for accuracy and any missing nuance.
  5. Replace the section and do a final read-through.

Best practices

  • Specify the audience (end users, executives, customers) before rewriting.
  • Ask Copilot to keep key terms unchanged (product names, policies, acronyms).
  • Watch for over-smoothing — Copilot can remove important detail.
  • Use shorter sentences and active voice for instructions.

Sample Copilot prompts

  1. Rewrite this in plain English for end users. Keep meaning the same: [paste].
  2. Make this more concise and remove jargon. Keep any product names unchanged: [paste].
  3. Rewrite this to sound confident but not aggressive: [paste].
  4. Give me two rewrite options: one formal, one friendly: [paste].
CP-10

Brainstorm Ideas for a Project

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CP-10

Brainstorm Ideas for a Project

Purpose: Generate ideas quickly so you can choose a direction with confidence.

Description

Use Copilot to brainstorm ideas and organise them into themes and next steps.

When to use this

When you’re stuck, need options, or want to pressure-test ideas before committing.

Steps

  1. Explain the goal, constraints, and what ‘good’ looks like.
  2. Ask Copilot for 10 ideas, then ask it to group them into themes.
  3. Pick the top 3 and ask Copilot to expand with pros/cons and effort.
  4. Ask for a simple plan to execute one option in the next week.
  5. Choose and refine with your own context.

Best practices

  • Brainstorm wide first, then narrow with constraints (budget, time, tools).
  • Ask for alternatives and ‘what am I missing?’ to reduce blind spots.
  • Use Copilot to generate options, then apply your judgement to select.
  • Capture ideas in one place (Loop/OneNote) so you don’t lose them.

Sample Copilot prompts

  1. Brainstorm 12 ideas for [project]. Constraints: [time/budget/tools].
  2. Group these ideas into 3 themes and recommend the strongest theme: [paste ideas].
  3. For the top 3 ideas, give pros/cons, effort, and risks.
  4. Create a one-week action plan for idea #2 with daily tasks.
CP-11

Understand What Your Data is Telling You

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CP-11

Understand What Your Data is Telling You

Purpose: Quickly identify trends, insights, and what the data means.

Description

Use Copilot to interpret spreadsheet data and highlight trends and key takeaways.

When to use this

When you have a spreadsheet or report and need the ‘so what’ in plain language.

Steps

  1. Open the spreadsheet or paste a summary of the columns and goal.
  2. Ask Copilot to describe trends, highs/lows, and notable changes over time.
  3. Request key insights and what they might mean for the business.
  4. Ask for suggested next actions or questions to investigate.
  5. Validate insights against the data before sharing.

Best practices

  • Tell Copilot what the metric represents and what success looks like.
  • Ask for the top 3 insights only to keep it focused.
  • Check calculations and assumptions — especially percentages and totals.
  • Use simple visuals (one chart) for one insight at a time.

Sample Copilot prompts

  1. Explain what this data is telling me. Focus on trends, spikes, and changes: [context].
  2. Summarise the top 3 insights and why they matter for [audience].
  3. What questions should I ask next based on these numbers?
  4. Write a short paragraph I can use in a report summarising the findings.
CP-12

Create a Chart Description for a Presentation

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CP-12

Create a Chart Description for a Presentation

Purpose: Write clear chart descriptions for slides and reports.

Description

Use Copilot to describe what a chart shows in plain language and highlight key points.

When to use this

When you have a chart but need a clear description for a slide, report, or accessibility.

Steps

  1. Identify what the chart shows (metric, timeframe, categories).
  2. Ask Copilot to describe the chart in plain language, including key changes.
  3. Request a one-sentence takeaway plus a longer description.
  4. Edit to match your slide tone and keep it factual.
  5. Add the description to speaker notes or alt text (where required).

Best practices

  • Keep descriptions factual (what happened) before interpretation (why).
  • Call out the biggest change and the overall trend.
  • Use units and timeframes explicitly.
  • Avoid vague terms like ‘a lot’ — use approximate values if available.

Sample Copilot prompts

  1. Write a clear chart description for this slide. Chart shows: [describe].
  2. Give me a one-sentence takeaway and a 3-sentence description of this chart: [details].
  3. Rewrite this chart description to be more executive-friendly: [paste].
  4. Create alt text for this chart that is concise but informative: [details].
CP-13

Find Patterns in Customer Feedback

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CP-13

Find Patterns in Customer Feedback

Purpose: Identify themes and trends from feedback quickly.

Description

Use Copilot to analyse feedback and group common themes for reporting or action planning.

When to use this

When you have survey comments, emails, or feedback and need themes and patterns fast.

Steps

  1. Collect the feedback text (export from Forms, copy from emails, etc.).
  2. Ask Copilot to group feedback into themes and count frequency if possible.
  3. Request representative example quotes for each theme (no sensitive data).
  4. Ask for recommended actions based on the main themes.
  5. Review and adjust based on your knowledge of the audience.

Best practices

  • Remove names and personal details before analysing feedback.
  • Ask for themes plus ‘edge cases’ so you don’t miss minority issues.
  • Separate ‘symptoms’ (complaints) from ‘root causes’ (why it happens).
  • Turn themes into actions with owners and due dates.

Sample Copilot prompts

  1. Group this feedback into themes and summarise each theme: [paste].
  2. What are the top 5 recurring issues and suggested fixes?
  3. Provide a short action list based on this feedback, prioritised by impact.
  4. Summarise feedback for leadership in 6 bullet points: [paste].
CP-14

Explain a Complex Dataset to Non-technical People

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CP-14

Explain a Complex Dataset to Non-technical People

Purpose: Communicate key findings so stakeholders understand what matters.

Description

Use Copilot to translate complex data into plain language with clear takeaways.

When to use this

When you need to explain data to stakeholders who don’t live in spreadsheets.

Steps

  1. Describe the dataset and what decision it supports.
  2. Ask Copilot to explain it in plain language with a simple example.
  3. Request a short ‘what this means’ section for non-technical readers.
  4. Ask for a recommended chart type to communicate the insight.
  5. Validate terminology and keep it consistent.

Best practices

  • Use everyday language and avoid acronyms unless defined.
  • Explain one insight at a time, then build up.
  • Include the decision or action the data supports.
  • Use analogies carefully — keep them accurate.

Sample Copilot prompts

  1. Explain this dataset to a non-technical audience in plain English: [context].
  2. Write a short ‘What this means’ section for leadership based on these findings: [summary].
  3. Suggest the best chart to communicate this insight and why.
  4. Create a 60-second verbal explanation I can say in a meeting.
CP-15

Identifying Outliers or Unusual Patterns in My Data

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CP-15

Identifying Outliers or Unusual Patterns in My Data

Purpose: Spot unusual results and potential issues faster.

Description

Use Copilot to identify anomalies and highlight unexpected spikes, dips, or patterns.

When to use this

When something looks ‘off’ in your data and you need help spotting anomalies.

Steps

  1. Define what normal looks like (range, average, expected pattern).
  2. Ask Copilot to identify outliers and possible reasons.
  3. Request checks you can run (filters, pivots, grouping) to confirm.
  4. Ask for a shortlist of follow-up questions to investigate.
  5. Confirm outliers are real before escalating.

Best practices

  • Make sure you’re comparing like with like (same timeframe, same segment).
  • Check for data entry issues (duplicates, blanks, wrong units).
  • Look at outliers in context — sometimes they’re valid events.
  • Document assumptions so others can reproduce the analysis.

Sample Copilot prompts

  1. Based on this data summary, what outliers or unusual patterns stand out? [summary].
  2. Suggest validation checks I should run in Excel to confirm these anomalies.
  3. List possible reasons these numbers could be unusually high/low.
  4. Draft a short message asking the data owner to verify these outliers.
CP-16

Researching a Topic Quickly

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CP-16

Researching a Topic Quickly

Purpose: Save time by getting a fast overview and key points.

Description

Use Copilot to summarise a topic and give you the key terms and concepts to focus on.

When to use this

When you need a fast overview of a topic and a shortlist of what to focus on next.

Steps

  1. State the topic, your goal, and the level (beginner, intermediate, expert).
  2. Ask Copilot for a summary plus key terms you should understand.
  3. Request pros/cons or common pitfalls if it’s a method or tool.
  4. Ask for a simple checklist you can follow in your workplace.
  5. Apply what’s relevant and ignore what doesn’t fit your context.

Best practices

  • Be specific about your context (industry, role, constraints).
  • Ask for ‘what to avoid’ so you don’t repeat common mistakes.
  • Turn research into actions: next steps, checklist, or template.
  • Verify any claims if you’re using it for policy or compliance.

Sample Copilot prompts

  1. Give me a quick overview of [topic] and the key terms I need to know.
  2. What are the most common mistakes people make with [topic]?
  3. Create a simple checklist I can apply at work for [topic].
  4. Explain [topic] at a beginner level, then at an advanced level.
CP-17

Understanding a Technical Concept

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CP-17

Understanding a Technical Concept

Purpose: Understand technical concepts faster and explain them to others.

Description

Use Copilot to explain technical concepts in plain language with examples.

When to use this

When you’re reading technical material and need it translated into human language.

Steps

  1. Paste the technical paragraph or describe the concept.
  2. Ask Copilot to explain it in plain English with an example.
  3. Request a short summary you can share with stakeholders.
  4. Ask for ‘what to do next’ if it’s a process or config topic.
  5. Validate terminology with your technical SMEs if needed.

Best practices

  • Ask for examples using your own tools and scenarios.
  • Request a glossary if the concept includes lots of terms.
  • Keep the final explanation aligned to your organisation’s standards.
  • Don’t skip review — Copilot can be confidently wrong.

Sample Copilot prompts

  1. Explain this concept in plain English and give a simple example: [paste].
  2. Summarise this for a non-technical audience in 5 bullet points: [paste].
  3. What questions should I ask an SME to confirm I understand this correctly?
  4. Create a short glossary of the key terms in this passage: [paste].
CP-18

Finding Best Practices for a Process

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CP-18

Finding Best Practices for a Process

Purpose: Improve the quality of a process by starting from proven approaches.

Description

Use Copilot to generate best practices and quick wins for a specific workflow or process.

When to use this

When you’re trying to improve a workflow and want a solid, practical set of best practices.

Steps

  1. Describe the process and what problem you’re solving.
  2. Ask Copilot for best practices and a ‘minimum viable’ version of the process.
  3. Request common risks, controls, and governance considerations.
  4. Ask for a checklist and a simple rollout plan.
  5. Tailor the output to your organisation’s tools and policies.

Best practices

  • Anchor best practices to outcomes: speed, quality, compliance, user experience.
  • Ask for ‘good enough’ options if your organisation is starting from messy.
  • Document ownership and decision points, not just tasks.
  • Turn guidance into a checklist your team can actually follow.

Sample Copilot prompts

  1. Give me best practices for this process: [describe]. Include pitfalls and quick wins.
  2. Create a simple checklist we can use every time for this workflow: [describe].
  3. Propose a lightweight governance approach for this process in Microsoft 365.
  4. Write a short ‘how we do it here’ guideline based on these requirements: [paste].
CP-19

Staying Updated on Industry News

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CP-19

Staying Updated on Industry News

Purpose: Save time by summarising relevant news quickly.

Description

Use Copilot to summarise industry news and highlight what matters.

When to use this

When you want a short digest of updates relevant to your role without doom-scrolling.

Steps

  1. Tell Copilot your role and the topics you care about.
  2. Ask for a concise summary of key updates and why they matter.
  3. Request a shortlist of actions (what to adopt, watch, or ignore).
  4. Ask for a weekly summary format you can reuse.
  5. Keep a running note of changes that impact your team.

Best practices

  • Limit to 3–5 topics so the summary stays useful.
  • Ask for impact on your tools and workflows, not just headlines.
  • Capture decisions: what you will adopt, when, and who owns it.
  • Validate major changes before communicating them widely.

Sample Copilot prompts

  1. I’m a [role]. Give me a weekly digest of updates on: [topics]. Keep it under 10 bullets.
  2. Summarise what changed this month in Microsoft 365 that impacts end users.
  3. What should I watch for in the next quarter related to [topic]?
  4. Turn these updates into a short internal post for staff: [paste].
CP-20

Learning a New Tool or Skill

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CP-20

Learning a New Tool or Skill

Purpose: Learn faster with a guided learning plan and practical tasks.

Description

Use Copilot to build a learning plan with exercises and a checklist of core skills.

When to use this

When you need to get up to speed fast and want a guided learning path.

Steps

  1. Name the tool/skill and your current level.
  2. Ask Copilot for a 2-week or 30-day learning plan with short daily tasks.
  3. Request hands-on exercises you can do using your own files.
  4. Ask for a checklist of ‘core skills’ you should be able to do confidently.
  5. Track progress and adjust the plan as you learn.

Best practices

  • Focus on real tasks you need at work, not generic tutorials.
  • Learn in small loops: try, reflect, repeat.
  • Keep a cheat sheet of commands/steps you use often.
  • Ask Copilot to quiz you to reinforce learning.

Sample Copilot prompts

  1. Create a 14-day learning plan for [tool/skill] for a beginner. 20 minutes per day.
  2. Give me 5 practical exercises I can do in [tool] using real workplace scenarios.
  3. What are the top 10 things I should learn first in [tool]?
  4. Quiz me on [topic] with 8 questions and explain the answers.
CP-21

Translate a Document or Email

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CP-21

Translate a Document or Email

Purpose: Translate text quickly while keeping meaning and tone.

Description

Use Copilot to translate content into another language with the right tone.

When to use this

When you need a quick translation while keeping the meaning and tone intact.

Steps

  1. Paste the text and specify the target language.
  2. Tell Copilot the tone (formal, friendly, customer-facing, internal).
  3. Ask for a translation plus a ‘literal’ and ‘natural’ version if needed.
  4. Review names, product terms, and acronyms.
  5. Send or save the final version.

Best practices

  • Specify region if needed (e.g., Spanish (Spain) vs Spanish (Mexico)).
  • Ask Copilot to keep brand/product names unchanged.
  • Use the ‘natural’ version for readability, ‘literal’ for precision.
  • Don’t translate confidential content unless approved for your environment.

Sample Copilot prompts

  1. Translate this into [language] in a professional tone: [paste].
  2. Translate this into [language] but keep product names and acronyms unchanged: [paste].
  3. Provide two options: one literal, one more natural and conversational.
  4. Translate and shorten this to under 120 words: [paste].
CP-22

Proofread and Improve Writing

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CP-22

Proofread and Improve Writing

Purpose: Improve grammar, tone, and clarity faster.

Description

Use Copilot to proofread writing and suggest improvements for readability.

When to use this

When you want cleaner writing: grammar, tone, structure, and readability.

Steps

  1. Paste your draft or select the section to improve.
  2. Ask Copilot to proofread and suggest improvements.
  3. Request a clearer structure (headings, bullets) if the text is long.
  4. Choose changes you agree with and keep your voice.
  5. Do a final human read before publishing.

Best practices

  • Ask for ‘suggested edits’ and ‘why’ if you want to learn.
  • Keep key terms consistent (process names, teams, systems).
  • Use short sentences for instructions and policies.
  • Be careful with compliance language — confirm exact wording where required.

Sample Copilot prompts

  1. Proofread this and improve clarity while keeping my tone: [paste].
  2. Rewrite this to be more direct and easier to scan: [paste].
  3. Suggest a better structure with headings and bullets for this content: [paste].
  4. Identify any ambiguous wording and propose clearer alternatives: [paste].
CP-23

Create a To-do List from a Messy Conversation

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CP-23

Create a To-do List from a Messy Conversation

Purpose: Turn unstructured conversations into clear action items.

Description

Use Copilot to extract action items, owners, and next steps from a chat or notes.

When to use this

When a chat or meeting turns into a mess and you need clear actions.

Steps

  1. Paste the conversation text or key points (remove sensitive details).
  2. Ask Copilot to extract action items with owners and due dates.
  3. Request a prioritised list (urgent vs later).
  4. Ask for a version you can paste into Planner/To Do.
  5. Confirm owners and dates before sending.

Best practices

  • Always confirm action owners — Copilot will guess if unclear.
  • Keep actions verb-based: Decide, Confirm, Draft, Review, Publish.
  • Capture dependencies and blockers as separate items.
  • Send the action list back to the group for confirmation.

Sample Copilot prompts

  1. Create a to-do list from this conversation. Include owner and due date if mentioned: [paste].
  2. Summarise this chat into actions, decisions, and open questions: [paste].
  3. Rewrite the actions into a format I can paste into Planner: [paste].
  4. Prioritise these actions by impact and urgency: [paste].
CP-24

Quickly Prepare for a Meeting

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CP-24

Quickly Prepare for a Meeting

Purpose: Prepare quickly with context, questions, and a short update.

Description

Use Copilot to summarise the background and help you prepare questions and talking points.

When to use this

When you have back-to-back meetings and need context in minutes.

Steps

  1. Gather the meeting invite, agenda, and any related files/links.
  2. Ask Copilot to summarise the background and what decisions are needed.
  3. Request a short list of questions you should ask in the meeting.
  4. Ask for a quick script for your update or contribution.
  5. Skim the key document sections before joining.

Best practices

  • Focus on decisions, risks, and what you need from others.
  • Prepare one clear update and one clear ask.
  • Keep a reusable meeting prep prompt template.
  • After the meeting, capture actions immediately while it’s fresh.

Sample Copilot prompts

  1. Help me prepare for this meeting. Agenda: [paste]. What should I know and what should I ask?
  2. Summarise the background from these notes and list key decisions to make: [paste].
  3. Draft a 30-second update I can say in the meeting based on: [paste].
  4. Create a short checklist for what I should bring to this meeting.
CP-25

Responding to a Difficult Email

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CP-25

Responding to a Difficult Email

Purpose: Write a calm, professional response and avoid escalation.

Description

Use Copilot to draft a professional response with clear next steps.

When to use this

When you need to reply professionally without escalating the situation.

Steps

  1. Draft your raw response (even messy) or paste the email you received.
  2. Tell Copilot the outcome you want (resolve, clarify, set boundary, request info).
  3. Ask Copilot for a calm, professional reply with clear next steps.
  4. Ensure facts are correct and remove anything that could inflame the situation.
  5. Send after a final read (and consider waiting 10 minutes if it’s heated).

Best practices

  • Focus on facts, impact, and next steps — avoid blame.
  • Use boundaries: what you can do, what you can’t do, and what you need.
  • Keep the tone neutral and the ask explicit.
  • Don’t CC extra people unless there’s a clear reason.

Sample Copilot prompts

  1. Rewrite my reply to be professional and calm. Outcome: resolve and agree next steps. Draft: [paste].
  2. Write a response that acknowledges concerns, clarifies facts, and proposes next steps: [paste].
  3. Give me two options: one firm and one more collaborative: [paste].
  4. Shorten this reply to under 120 words while keeping it polite: [paste].
CP-26

Onboarding a Team Member Quickly

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CP-26

Onboarding a Team Member Quickly

Purpose: Help a new starter get productive fast with a simple plan.

Description

Use Copilot to create a structured onboarding plan with tasks, links, and key people.

When to use this

When someone new starts and you want them productive without overwhelm.

Steps

  1. List the role, key responsibilities, and the first week priorities.
  2. Ask Copilot to create an onboarding checklist (day 1, week 1, month 1).
  3. Request a list of key links, systems, and people to meet.
  4. Turn the checklist into a simple one-page guide.
  5. Review and tailor to your team’s actual workflow.

Best practices

  • Keep onboarding practical: tools, access, and real tasks first.
  • Include ‘how we work’ norms: where files live, how decisions are made.
  • Assign a buddy and clear owners for each onboarding step.
  • Update the checklist after every onboarding to keep it current.

Sample Copilot prompts

  1. Create a day 1 / week 1 / month 1 onboarding plan for a new [role].
  2. Write a one-page ‘How we work’ guide for our team. Context: [paste].
  3. Generate an onboarding checklist for tools and access we use: [list tools].
  4. Create a simple FAQ a new starter would ask based on these notes: [paste].
CP-27

Creating an FAQ from Common Questions

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CP-27

Creating an FAQ from Common Questions

Purpose: Reduce repeated questions by creating a reusable FAQ.

Description

Use Copilot to group common questions and draft clear answers quickly.

When to use this

When the same questions keep coming up and you want a reusable FAQ.

Steps

  1. Collect the common questions (emails, chat logs, meeting notes).
  2. Ask Copilot to group questions into categories and draft answers.
  3. Request a consistent answer format (short + more detail).
  4. Review answers for accuracy and align with policy.
  5. Publish the FAQ where people will actually find it.

Best practices

  • Use real wording from users so the FAQ matches how people ask.
  • Keep answers short, then add a ‘More detail’ section if needed.
  • Include links to authoritative sources (policies, forms, pages) when available.
  • Review the FAQ regularly — outdated FAQs create more confusion.

Sample Copilot prompts

  1. Create an FAQ from these questions and draft clear answers: [paste].
  2. Group these FAQs into categories and suggest a good page structure: [paste].
  3. Rewrite these answers to be simpler and less technical: [paste].
  4. Turn this FAQ into a short internal article with headings: [paste].
CP-28

Explain a Decision to My Team

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CP-28

Explain a Decision to My Team

Purpose: Communicate decisions clearly and get alignment faster.

Description

Use Copilot to draft a clear explanation of a decision, the rationale, and next steps.

When to use this

When you need to explain the ‘why’ behind a decision and get buy-in.

Steps

  1. State the decision, context, and constraints (time, budget, risk).
  2. Ask Copilot to draft an explanation with rationale and benefits.
  3. Request a version for executives and a version for the wider team.
  4. Add the specific next steps and what will change for people.
  5. Share and invite questions.

Best practices

  • Be transparent about constraints — it builds trust.
  • Explain impact: what changes, what stays the same, when it happens.
  • Anticipate objections and address them calmly.
  • Use consistent messaging across email, Teams, and meetings.

Sample Copilot prompts

  1. Draft a message explaining this decision to the team. Decision: [x]. Reasons: [y]. Impact: [z].
  2. Create two versions: executive summary and team-friendly explanation.
  3. List likely questions people will ask and suggested answers.
  4. Rewrite this message to be more empathetic while staying clear: [paste].
CP-29

Creating a Project Status Template

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CP-29

Creating a Project Status Template

Purpose: Create a reusable template so updates are consistent every time.

Description

Use Copilot to generate a project status update template that your team can reuse.

When to use this

When you want consistent project reporting without reinventing the wheel every time.

Steps

  1. Decide the sections you need (Status, Progress, Risks, Next steps, Help needed).
  2. Ask Copilot to draft a simple reusable template.
  3. Request a short version for Teams and a fuller version for a report.
  4. Save it somewhere central for the team to reuse.
  5. Update as your project rhythm evolves.

Best practices

  • Keep templates lightweight so people actually use them.
  • Make ‘Help needed’ mandatory — it drives action.
  • Use consistent status definitions (Green/Amber/Red).
  • Date-stamp updates so they don’t become timeless noise.

Sample Copilot prompts

  1. Create a project status update template with sections: Status, Progress, Risks, Next steps, Help needed.
  2. Create a short Teams version (under 80 words) of the same template.
  3. Suggest a weekly project reporting cadence and what to include each week.
  4. Rewrite this template to be more executive-friendly: [paste].
CP-30

Summarise a Long Email Thread

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CP-30

Summarise a Long Email Thread

Purpose: Save time by extracting the key points and next steps from a long thread.

Description

Use Copilot to summarise an email chain and identify decisions, actions, and open questions.

When to use this

When an email chain is long and you need the key points and what to do next.

Steps

  1. Open the email thread or copy the relevant messages into Copilot (remove sensitive details if needed).
  2. Ask Copilot to summarise the thread with decisions, actions, and open questions.
  3. Request a short ‘reply draft’ based on the agreed next step.
  4. Confirm details (names, dates, commitments) before sending.
  5. Reply with a clear action and deadline.

Best practices

  • Ask for a structured summary: What happened, Where we are now, Next step.
  • Don’t rely on the summary for commitments — verify the source emails.
  • Make your reply outcome-focused: one action, one owner, one date.
  • Close loops quickly by restating what’s agreed.

Sample Copilot prompts

  1. Summarise this email thread into decisions, actions, and open questions: [paste].
  2. What is the current status and what do we need to do next based on this thread?
  3. Draft a reply that confirms the agreed next step and asks for confirmation by [date].
  4. Rewrite this reply to be shorter and clearer: [paste].
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