In this tutorial, we’ll explore how to craft effective prompts to get the most out of Microsoft Copilot.

Whether you’re asking Copilot to help draft a document, create a presentation, or analyze data, the way you frame your prompt will directly impact the quality of the response.

By mastering prompting, you can unlock the full potential of Copilot.

Key Objectives:

1. Understand what a prompt is and why it's crucial.
2. Identify the key elements of an effective Copilot prompt.
3. Apply best practices to craft clear, context-rich prompts.
4. Recognize and troubleshoot common mistakes when creating prompts.

Introduction to prompts

A prompt in Microsoft Copilot is your command or request that tells Copilot what you want it to do. Think of it as the instruction you give to an assistant—you need to be clear and specific to get the best results.

Ask Copilot, “What is a prompt, and how does it influence the results?” and review how it explains the concept.

Key elements of effective prompts

Clarity is the golden rule

When crafting prompts for Copilot, clarity is paramount. Just as a human assistant needs clear instructions to perform well, Copilot relies on precise and unambiguous prompts. Avoid vague language, ensure your sentences are complete, and avoid mixing multiple instructions in a single prompt.

Context is king

The more background information you provide, the better Copilot can tailor its responses to meet your specific needs.

Instead of:

Can you help me with a presentation?

Try this:

I'm preparing a presentation for our quarterly sales meeting. We need to showcase our Q2 results, highlight our new product launch, and outline our Q3 goals. Can you help me create an outline for this presentation?

Guide the format

Specify the tone, length, and structure of the content you want Copilot to create. This helps ensure that the output meets your expectations.

Instead of:‍

Write about our new software features.

Try this:

Create a two-page product brief about our new software features. Use a professional tone, include bullet points for key benefits, and add a table comparing our features to our top competitor's offering.

Application-specific instructions

Direct Copilot to use specific features within Microsoft applications to get more relevant and actionable results.

Instead of:

Analyze this data.

Try this:

Use pivot tables to analyze our sales data by region and product category. Then, create a line chart showing the sales trends over the past 12 months.

Relevant examples and Instructions

For complex tasks, break down the process into steps or provide sample outputs to guide Copilot’s responses.

Instead of:

Draft an email to the team.

Try this:

Draft a team email about our upcoming project kickoff meeting. Include the following sections:
1 - Meeting details (date, time, location/virtual link)
2 - Brief project overview
3 - Expected attendees and their roles
4 - Agenda items (bullet points)
5 - Any pre-meeting preparation required
Use a professional but friendly tone, similar to this example: [Insert a well-written team email that inspires your desired style]

A few power prompts

Below are some examples of power prompts designed to make the most of Copilot’s capabilities:

Drafting a document in Word

You can totally ask Copilot to generate drafts of documents. Note that here we won't give any context to Copilot so it will just generate a generic output.

Prompt:‍

Create a detailed project proposal for our new mobile application development project. The proposal should include the following sections:
1 - Executive Summary
2 - Project Overview
3 - Goals and Objectives
4 - Scope of Work
5 - Timeline and Key Milestones
6 - Budget Breakdown
7 - Team Structure and Roles
8 - Risk Assessment and Mitigation Plans
9 - Success Metrics
Make sure the document is professionally formatted, uses our company colors (blue and gray), and includes relevant charts and tables where appropriate. The final document should be between 5 to 7 pages.

Drafting a Powerpoint presentation

Prompt:‍

Develop an 8-slide presentation for our upcoming meeting with investors. The presentation should include the following slides:
1 - Company Overview
2 - Market Opportunity
3 - Product/Service Overview
4 - Business Model
5 - Traction and Key Achievements
6 - Financial Projections
7 - Team Introduction
8 - Funding Request and Allocation of Funds
Use our company’s blue and white color scheme, incorporate appropriate icons or images, and include simple animations to enhance engagement. Add speaker notes for each slide to highlight key talking points.

Drafting an Outlook email

Prompt:‍

Compose a professional email to our client, [Client Name], regarding the recent delay in our project timeline. The email should:
1 - Acknowledge the delay and express understanding of any inconvenience caused.
2 - Briefly outline the reasons for the delay (e.g., supplier issues and unforeseen technical challenges).
3 - Detail the steps we are taking to get back on track, including specific corrective actions.
4 - Provide a revised timeline for the remaining deliverables.
5 - Offer to schedule a call to address any concerns they might have.
Ensure the tone is both apologetic and confident in our ability to resolve the situation. Keep the email concise, aiming for no more than 250 words.

Common Mistakes

Even seasoned users can sometimes encounter issues when crafting prompts for Microsoft Copilot. Here are some common pitfalls to watch out for and how to avoid them:

Vague Goals‍

Without clear objectives, Copilot might not deliver the results you expect. Always be specific about what you want to achieve.

Missing Context‍

Copilot needs enough background information to perform well. Specify the relevant details, including the application you’re using.

Confusing Instructions‍

Complex tasks can confuse Copilot if not broken down into manageable steps. When giving multi-part instructions, clarity is key.

Overly Specific‍

While details are important, being too rigid can stifle Copilot’s ability to provide creative or alternative solutions.

Ignoring Application Specifics‍

Copilot’s functionality can vary across different Microsoft applications. Make sure your prompt is tailored to the specific app you're using.

Forgetting to Review‍

Even if Copilot produces output quickly, it’s important to review and verify the results. Copilot is powerful, but it’s not perfect.