Tip of the day: How to create effective prompts for M365 CoPilot
Writing good prompts is key to getting the most out of M365 Copilot. Whether you’re automating tasks in SharePoint, generating emails in Outlook, or working with Power Automate, structuring your prompts effectively ensures relevant and actionable responses.
This post covers best practices for creating precise, structured, and reusable prompts for Copilot.
1. Be Clear and Specific
Copilot works best when you provide direct and unambiguous instructions. Avoid vague requests.
❌ Bad Prompt:
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Summarize this document.
✅ Good Prompt:
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Summarize this document in 3 bullet points, highlighting key actions.
💡 Tip: If you’re generating emails or reports, specify the tone and format:
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Write a professional email summarizing this meeting in 5 sentences. Include key decisions and next steps.
2. Use Step-by-Step Instructions
For multi-step tasks, break instructions down into logical steps.
Example: Automating SharePoint Tasks
Instead of:
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Get all pending SharePoint documents and update their status.
Try:
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1. Retrieve all SharePoint list items where status is 'Pending'.
2. Update their status to 'Under Review'.
3. Notify the team in Teams about the update.
This structure helps Copilot understand the sequence of actions.
3. Provide Context
Context helps Copilot generate more accurate responses. Instead of just asking for a summary, specify what it’s for.
Example: Summarizing Emails in Outlook
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Summarize this email thread for a project update. Include key discussion points and action items, keeping it under 100 words.
💡 Tip: You can reference previous emails or documents to improve Copilot’s understanding:
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Use my last response in this thread as a reference and draft a follow-up.
4. Use Formatting for Readability
If you want structured output, define the format.
Example: Generating a Report in Teams
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Summarize the project status in this format:
- **Project Name:** [Project X]
- **Current Status:** [On Track/Delayed]
- **Next Steps:** [List next 3 tasks]
This ensures Copilot follows your preferred structure.
5. Iterate and Refine
If Copilot’s output isn’t quite right, adjust your prompt and try again.
- Too generic? Add more details.
- Not structured enough? Specify a format.
- Misses key info? Provide additional context.
Example: Improving a Task Summary Prompt
❌ Initial Prompt:
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Summarize tasks in the project tracker.
✅ Refined Prompt:
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Summarize tasks in the project tracker. Categorize them as 'Completed', 'In Progress', or 'Blocked'. List deadlines for each task.
Conclusion
Writing better prompts unlocks Copilot’s full potential. Whether you’re summarizing content, automating workflows, or generating emails, clear and structured prompts ensure accurate, actionable responses.
Start experimenting today and refine your prompts for faster and smarter AI-driven productivity!
📌 Further Reading: