Prompt engineering 101: Reimagine your workflow with Copilot for Microsoft 365

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Courtney_Hodge

In the world of AI-powered collaboration, Copilot has emerged as a valuable tool for achieving desired outcomes. Whether you’re a seasoned user or just getting started, understanding the key ingredients for a successful interaction with Copilot is essential.



In the first two blogs in this series on prompt engineering, Prompt engineering 101: Create content in 3 simple steps with ASK AI and Prompt engineering 101 for images: Crafting detailed visual descriptions, we shared some quick tips to get started with effective prompting to get the best results from Copilot. Now we’ll share how to use Copilot prompts within Microsoft 365 to seamlessly pull content and insights from any source into the format and application you need.



Let’s dive into these four crucial elements:



  1. Purpose and context: How can Copilot help?

Before engaging with Copilot, clarify your purpose. Are you seeking assistance with drafting documents, creating presentations, or analyzing data? Knowing your objective will guide your interactions.​

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  1. Stakeholders: Who’s involved?

Identify the key players. Are you collaborating with a team, clients, or stakeholders? Recognize their roles and expectations. Copilot can adapt its responses based on the context you provide.​

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  1. Expectations: How could Copilot meet your needs?

Set clear expectations. Specify the level of detail, tone, and format you desire. Copilot can generate content, but it’s up to you to review and refine it to align with your goals.​

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  1. Information sources: What data should Copilot use?

Be explicit about the sources you want Copilot to draw from. Whether it’s existing documents, research articles, or internal guidelines, Copilot can incorporate relevant information.​



Seamless workflows with Copilot​




Copilot for Microsoft 365 is available as an AI-powered feature across Microsoft 365. This means that the power of AI can be accessed seamlessly in the apps you already know and use every day – Word, Excel, PowerPoint, Teams and more.



In Word, for example, Copilot appears in a new document to help you kickstart content from a blank page. Select “Draft with Copilot” and enter your prompt to being an outline, summary, or even long-form content.



large?v=v2&px=999.pngA blank document in Microsoft Word displaying the “Draft with Copilot” prompt.

Copilot can also “sit next to you” as your assistant as you write, edit, or read documents. When you open a document, the Copilot panel lets you quickly summarize, ask for editing suggestions, build an outline, or check for clarity:



large?v=v2&px=999.pngAn example of a security checklist document in Microsoft Word with the Copilot pane displayed on the right side.

The advantage of using Copilot in Microsoft 365 is that the power of AI is available to pull insights and create new content within the tools you already use. Copilot is also interoperable between apps – you can easily turn a Word document into a PowerPoint presentation or pull meeting notes from Teams into an email.



Learn more about the breadth of Copilot for Microsoft 365 and be sure to watch Jared Spataro’s Copilot demo where he shows how quickly you can create insights and content.



Example scenario: Launching a summer mentoring program​




Let’s explore how Copilot can assist different teams involved in a nonprofit’s new mentoring program:



1. Program Management Team: Creating Guidelines and a Handbook (Copilot in Word)

  • Copilot generates a handbook for the summer mentoring program, outlining phases (initiation, planning, implementation, and evaluation).
  • It includes a checklist for mentors and mentees, clarifying their responsibilities during the program.
  • A sample schedule for 30-minute weekly check-ins is also provided.

2. Training Team: Crafting a Presentation (Copilot in PowerPoint)

  • Convert the handbook into a presentation using Copilot in PowerPoint.
  • Copilot outlines the introduction, phases, and checklist slides.
  • As an expert, review and tailor the content to match your vision.

3. Marketing Team: Engaging Volunteers via Email (Copilot in Outlook)

  • Draft an enthusiastic email to promote volunteering opportunities.
  • Copilot provides coaching, suggesting improvements to tone and formality.
  • Attach the mentoring program handbook for reference.

4. Fundraising Team: Analyzing Donor Contributions (Copilot in Excel)

  • Use Copilot in Excel to calculate total donations by donors.
  • Identify top donors for celebration and recognition.

5. Administrative Tasks: Capturing meeting notes (Copilot in Teams)

  • Record meeting notes and ask Copilot to summarize key points.
  • Copilot lists action items, streamlining follow-up tasks.



Remember, while Copilot streamlines tasks, your expertise ensures the final output aligns with your goals. Embrace the collaboration between human and AI, and let Copilot enhance your productivity across Microsoft 365 products.



Keep learning​




Explore these resources and learning paths to keep building skills in Microsoft 365:




Note: This article was created in collaboration between the author and Microsoft Copilot.



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