Tips & Top 10 prompts using Microsoft Copilot for Microsoft 365

Microsoft 365 Copilot was recently released for SMB customers. To recap, it is Microsoft’s AI-powered add-on to Microsoft 365 that helps users work more efficiently. For example, it can summarise important documents, catch up on communications, generate drafts of emails & documents, search users data for answers to key questions, and a lot more.

I’ve been using Copilot since it was released. Ever since I started using Copilot, the way I work has transformed dramatically. Here’s how:

• Boosting my productivity: With Microsoft 365 Copilot by my side, managing my inbox and drafting responses has become a breeze—so much so, it played a part in crafting this post! Its ability to swiftly handle routine tasks frees up more of my time, letting me focus on the bigger picture. While I’m out & about, I can easily summarise my emails on the Outlook app on my mobile, so I don’t have to read through every thread.

• Enhancing collaboration: Nestled within the Microsoft 365 ecosystem we all rely on, Copilot makes teamwork feel effortless. Whether it’s sharing insights via email or brainstorming in Teams, it’s like having a digital assistant that ensures no beat is missed, keeping everyone in sync.

• Ensuring peace of mind with security: The thought of security doesn’t keep me up at night, thanks to Copilot’s robust framework. It’s built on Microsoft 365’s secure foundation, meeting Zero-Trust requirements and ensuring everything is up to date. My company’s security policies are automatically applied, so I can focus on my work without worry.

• Streamlining daily tasks: Copilot isn’t just about managing emails or documents; it’s about smartly integrating with tools like Planner and To-Do, making task management almost seamless. It helps prioritize my day, from setting reminders to tracking project progress, all within the flow of my work. This has been invaluable in keeping projects on track and teams aligned.

• Preparing for the future of AI: Looking ahead, Copilot is more than just a productivity tool—it’s a gateway to the future of AI. It’s thrilling to be at the forefront, ready to adopt next-gen technologies. Copilot isn’t just improving our work lives now; it’s gearing us up to thrive in an AI-enhanced future.

Here’s some handy tips & tricks:

• You’ll need to use the New Outlook: You can still use Copilot in all other Office apps without upgrading, but for Copilot to integrate into Microsoft Outlook, you need to be running the new version.

• The right prompt makes all the difference: When you start using Copilot (or any other AI assistant, like ChatGPT), you may find it initially doesn’t do exactly what you ask. Over time you’ll work out the exact keywords & phrases to use to clearly explain your requirements. As much as I like to be polite in my prompts, I’ve learned that removing “please” and unnecessary questions from my prompts gets me a far better outcome. Practice using specific keywords and phrases to precisely articulate your needs. Here are a few examples of effective prompts for various tasks:

1. 1. • Instead of “Please draft an email,” try “Draft an email to [Recipient’s Name] about [Specific Topic].”
      • Replace “Can you schedule a meeting?” with “Schedule a meeting with [Participant Names] on [Date] about [Topic].”

• Explore beyond the basics: Copilot isn’t just for emails and scheduling. Dive into its capabilities with PowerPoint for designing presentations or Excel for analysing data. Experiment with asking it to create charts from datasets or generate slide layouts based on your content.

• Use natural language for searches: When looking for emails or files, use natural language queries. For instance, “Show emails from [Person] about [Topic] last month” can be more effective than navigating through folders.

• Stay updated: Microsoft is continually updating Copilot’s capabilities. Keep an eye on the latest features and tutorials provided by Microsoft to stay ahead of the curve and make your workflow even more efficient.

One of the most important parts of Copilot is to ensure you are using the right prompts. Without the right prompts, your questions/requests will be useless and will not return the results you are looking for. I have listed my top 10 prompts below:

1. Document Creation – “Rewrite this report in a more commercial and business-like manner”
2. Social Media Post Creation –  “Create a list of social media points from this document”
3. Presentation Creation –  “Add a slide into this presentation of XYZ”
4. Presentation Creation –  “Add a summary slide into this presentation”
5. Meeting Scheduling –  “Find a time next week for a 30-minute catch-up with John Doe and Emily Clark, and schedule it in our calendars.”
6. Data Analysis – “Analyse the data in this Excel Spreadsheet”
7. Summarise – “Summarise the points raised in this email”
8. Meeting Minutes – “Based on the recording provided, generate meeting minutes highlighting the key decisions and action items.”
9. Email Drafting -“Draft an email to the project team summarizing the key points from our last meeting and asking for updates on their respective tasks.”
10. Information Research – “Compile information on the latest industry trends in digital marketing for a report I’m writing.”

If you need help setting up or using Copilot for Microsoft 365, let us know!