Mastering Microsoft Co-Pilot: Crafting Effective Prompts

The Goal
The first element to include in your prompt is the goal. Clearly define what you want Co-Pilot to achieve for you. Whether you need it to generate a document, create a bulleted list, or summarize an email, a concise, straightforward description is key. Typically, a single sentence or even a fragment of a sentence will suffice. For example:
- “Generate a summary of the latest project meeting.”
- “Create a bulleted list of key points from the attached document.”
By specifying the goal, you provide Co-Pilot with a clear direction for its output.
The Context
Next, include the context for why you need this information. Context helps Co-Pilot tailor its response to your specific needs. Are you preparing a presentation? Crafting an email? Collecting data points for a report? Detailing the context ensures that Co-Pilot delivers content that is relevant and usable. For instance:
- “This summary will be included in the monthly report.”
- “The bullet points are for a presentation to the marketing team.”
Providing context helps Co-Pilot produce more precise and actionable content, reducing the amount of additional work you might need to do.
The Source
The third element is the source of the information Co-Pilot should use. Specify where Co-Pilot should retrieve the data from, whether it’s a particular SharePoint site, an email, or another document. This ensures that Co-Pilot uses the correct and most relevant data.
Examples include:
- “Use data from the latest sales report on SharePoint.”
- “Refer to the email from John sent last Thursday.”
Co-Pilot leverages Microsoft’s Graph to access and integrate your data across various platforms, making it essential to direct it to the right sources.
The Expectation
Finally, clarify the expected results from Co-Pilot. Define what the output should look like in terms of length, format, and readability. This helps Co-Pilot deliver content that meets your needs precisely. Examples are:
- “Provide a summary in two to three paragraphs.”
- “Create bullet points that are easy to understand and suitable for a fifth-grade reading level.”
Setting clear expectations ensures that the content generated by Co-Pilot is ready to use, minimizing the need for further adjustments.
Putting It All Together
To see how these elements come together, consider the following example prompt:
“Give me four to five bullet points for a presentation from the Co-Pilot email I sent last week. Make them easy to understand and short.”
This prompt includes all four components: the goal (creating bullet points), the context (for a presentation), the source (the email sent last week), and the expectation (easy to understand and short). Such a comprehensive prompt provides Co-Pilot with all the necessary information to generate high-quality content.
Improving Responses
Despite providing a detailed prompt, there might be times when Co-Pilot’s initial response isn’t perfect. It’s perfectly normal to iterate and refine the output. You can give additional instructions to Co-Pilot, such as:
- “Make it longer.”
- “Include more detail.”
- “Simplify the language.”
By iterating over Co-Pilot’s responses and providing feedback, you can fine-tune the content to meet your needs better.
Example 1: Drafting an Email Response
Prompt: “Draft a polite response email to the client feedback email from last Friday, summarizing their main concerns and proposing a meeting next Tuesday to discuss further. Keep the email professional and concise.”
Breakdown:
- Goal: Draft a response email.
- Context: Responding to client feedback.
- Source: Feedback email from last Friday.
- Expectation: Polite, professional, and concise.
Co-Pilot Output: “Dear [Client Name],
Thank you for your feedback email from last Friday. We appreciate your detailed input and have noted your main concerns regarding [specific issue]. We propose scheduling a meeting next Tuesday to discuss these further and explore possible solutions.
Please let us know your availability.
Best regards, [Your Name]”
Example 2: Preparing a Meeting Agenda
Prompt: “Create a detailed agenda for the project kickoff meeting next Monday, using the project plan document from SharePoint. Include sections for introductions, project overview, timeline, roles, and Q&A. Format it as a bulleted list.”
Breakdown:
- Goal: Create a meeting agenda.
- Context: Project kickoff meeting.
- Source: Project plan document from SharePoint.
- Expectation: Detailed, bulleted list format.
Co-Pilot Output:
- Introductions
- Team Members
- Stakeholders
- Project Overview
- Objectives
- Scope
- Timeline
- Key Milestones
- Deadlines
- Roles and Responsibilities
- Team Roles
- Individual Responsibilities
- Q&A
Example 3: Summarizing a Research Article
Prompt: “Summarize the key findings of the research article on AI trends from the document uploaded to OneDrive last week. Provide a summary in three paragraphs suitable for inclusion in our quarterly report.”
Breakdown:
- Goal: Summarize key findings.
- Context: Quarterly report.
- Source: Research article on OneDrive.
- Expectation: Three paragraphs, suitable for report.
Co-Pilot Output: “The research article on AI trends highlights significant advancements in machine learning algorithms, particularly in the area of natural language processing (NLP). These advancements have enabled more accurate and context-aware language models, enhancing the capabilities of virtual assistants and translation services.
Moreover, the article discusses the growing integration of AI in various industries, such as healthcare and finance, where it is used to predict outcomes and optimize operations. In healthcare, AI is improving diagnostic accuracy and personalized treatment plans, while in finance, it is enhancing fraud detection and customer service.
Lastly, the research emphasizes the ethical considerations and potential biases in AI systems. It calls for stricter regulations and the development of fair AI practices to ensure technology benefits all users equitably, highlighting the importance of transparency and accountability in AI development.”
Feedback Mechanisms
Co-Pilot includes various feedback mechanisms to improve its performance over time. You can mark responses that didn’t meet your expectations by using features like the trash can icon to delete unsatisfactory results or saving documents that Co-Pilot handled well. This feedback helps train the AI, making it smarter and more attuned to your preferences.
Remember To Provide The Feedback
Prompting Co-Pilot involves understanding and utilizing these four essential components: the goal, the context, the source, and the expectation. By incorporating these elements into your prompts, you can enhance the quality and usability of the content generated by Co-Pilot, making it a more effective assistant in your work.
Remember to iterate on the responses and provide feedback to continually improve both your prompting skills and Co-Pilot’s performance. With practice, you’ll find that Co-Pilot can become an invaluable tool in streamlining your tasks and boosting your productivity.