Getting The Best From Microsoft Copilot

Microsoft Copilot (powered by OpenAI models) works across Microsoft 365 apps and the web. Here's what you need to know to use it effectively.

Memory: Copilot Only Remembers Within A Chat

Copilot doesn't remember previous conversations once you start a new chat. Each chat is independent.

In the work version (Microsoft 365 Copilot), it can access your files, emails, and calendar within that session, but it doesn't carry context between chats.

Tip: Keep related questions in the same chat. Start a new chat for unrelated topics.

Use Positive Phrasing

Copilot responds better to positive instructions than negative ones.

Instead Of	Say
Don't use jargon	Explain all jargon or Use simple language
Don't make it too long	Keep it to 200 words

This applies to most AI tools, but Copilot particularly benefits from clear, affirmative language.

Say Copilot Not You In Meta Prompts

When asking Copilot to generate prompts for itself, use Copilot instead of you.

Example:

Write a prompt for Copilot to create a marketing plan

Not:

Write a prompt for you to create a marketing plan

This helps it understand you're creating something to use in a future chat.

Be Specific About What You Want

Vague prompts = vague results. Give Copilot:

The task (write, summarise, analyse)
The format (bullet points, email, table)
The tone (professional, casual, persuasive)
The length (200 words, 5 key points)
Any context it needs

Example:

Write a professional email to a client explaining a project delay. Tone should be apologetic but confident. Include a revised timeline and next steps. Keep it under 150 words.

Access To Your Microsoft 365 Data

If you're using Microsoft 365 Copilot (the work version), it can access:

Recent emails
Calendar events
Documents in OneDrive and SharePoint
Teams messages and meetings
Your organisational data

You can ask things like:

Summarise my emails from this week about the project
What's on my calendar tomorrow?
Find the latest version of the budget document

This only works in the paid Microsoft 365 Copilot version, not the free web version.

Iterate And Refine

If the first response isn't quite right, keep going:

Make it more concise
Rewrite the second paragraph to be more positive
Add more detail about the budget

Copilot handles follow-up refinements well within the same chat.

Use Copilot Where You Work

Copilot is integrated across Microsoft apps:

Word: Draft, rewrite, summarise documents
Excel: Analyse data, create formulas, generate insights
PowerPoint: Create presentations from prompts or documents
Outlook: Draft emails, summarise threads
Teams: Recap meetings, summarise chats

Using Copilot directly in these apps is often more efficient than copying and pasting from the web version.

Know Its Limitations

Copilot can't:

Access the internet in real-time (in most versions)
Remember your preferences across chats
Access files outside your Microsoft 365 environment
Execute actions (like sending emails) - it can only draft them

It's a drafting and thinking tool, not a fully autonomous assistant.

Stay Within The Guardrails

Microsoft has strong content filters on Copilot. It will refuse prompts that:

Request harmful, illegal, or explicit content
Try to manipulate or jailbreak the system
Involve personal data it shouldn't access

If you hit a filter, rephrase your request more professionally or specifically.

Copilot Prompting Tips

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