How to Write a Brilliant Prompt for Microsoft Copilot

Introduction to Copilot

Copilot is Microsoft’s AI-powered assistant, designed to help you work smarter across the Microsoft 365 suite.

Whether you’re drafting a report in Word, building a presentation in PowerPoint, crunching numbers in Excel, or managing emails in Outlook, Copilot is there to support your writing, editing, and content generation tasks.

By understanding your needs and context, Copilot can help you create high-quality content, automate repetitive tasks, and boost your productivity. To release its full potential, it’s important to master the art of crafting effective prompts and providing the right context—ensuring Copilot delivers exactly what you need, when you need it.

Understanding Copilot Capabilities

Copilot is more than just a text generator—it’s a versatile tool that can transform the way you work.

With Copilot, you can generate everything from detailed documents and engaging presentations to insightful emails and data-driven reports.

It can analyse data, create images, and even suggest ways to improve your writing and grammar. Need help with time management? Copilot can help you prioritise tasks and stay organised, offering suggestions and insights to keep your workflow on track.

Whether you’re looking to automate routine processes or enhance your writing skills, Copilot’s capabilities are designed to make your day-to-day tasks easier and more efficient.

Why It’s Not the Tech’s Fault When It Goes Wrong

Let’s be honest: we’ve all had that moment. You type a question into Microsoft Copilot, hit enter, and… the response is underwhelming. Maybe it’s vague, off-topic, or just not what you were hoping for. It’s easy to blame the tech.

But here’s the truth: the quality of the response is often only as good as the prompt you give it.

We will show you how to write better prompts for Copilot, why it matters, and how small to medium business owners can unlock real value from this powerful tool.

Why Prompts Matter More Than You Think

Think of Copilot like a highly skilled assistant. If you give it a vague instruction like “do the thing,” it’ll struggle. But if you say, “Write a 200-word summary of this sales report focusing on Q2 performance,” you’re far more likely to get what you need.

Microsoft themselves put it best: “Prompts are how you ask Microsoft 365 Copilot to do something for you — like creating, summarising, editing, or transforming”.

The clearer and more specific you are, the better the outcome.

The Real Problem: It’s Not the Tech, It’s the Prompt

Copilot isn’t magic—it’s logic. It works by interpreting your input and generating a response based on patterns and context. If your prompt is too broad, too short, or lacks context, Copilot can’t read your mind.

Here’s a common example:

❌ “Write a blog.”
✅ “Write a 500-word blog post for a UK-based services company about the benefits of cloud migration for SMEs, using a friendly and informative tone.”

See the difference?

Top Tips for Writing Better Prompts

Here are some practical, no-nonsense tips to help you get the most out of Copilot:

Be Specific

• Clearly state what you want Copilot to do.
• Provide context, such as the purpose or audience for your request.
• Ask Copilot to explain complex topics or prepare content for a specific audience.
• Include relevant details, like deadlines or required formats.

Start Simple, Then Build

• Begin with straightforward prompts to see how Copilot responds.
• As you become more comfortable, gradually move to more complex prompts to unlock advanced capabilities.

Use Step-by-Step Instructions

• Break down your request into smaller steps if it’s a multi-part task.
• For example, ask Copilot to search for recent sales data or identify trends in your quarterly reports before generating a summary.

Refine and Follow Up

• If the initial response isn’t quite right, modify your prompt to be clearer or more specific.
• Don’t hesitate to ask follow-up questions or request additional details.
• Copilot can provide coaching to help improve your drafts and communication, especially in tools like Outlook and Teams.

Prompt Like a Pro: Specific Strategies That Work

1. Be Specific

Include details like:

• What you want (e.g. summary, blog, email)
• Who it’s for (e.g. HR team, customers)
• Tone of voice (e.g. professional, friendly, persuasive)
• Length or format (e.g. bullet points, 300 words)
• If you want Copilot to explain a concept or topic in simple terms
• If you need Copilot to prepare a summary, report, or document for a specific purpose

2. Give Context

Copilot thrives on context. If you’re asking it to write something, tell it who you are, what your business does, and what the goal is.

For even better results, ask Copilot to include references or to reference trusted sources. This helps ensure the information provided is accurate and reliable.

3. Use Step-by-Step Instructions

Break complex tasks into smaller parts. For example:

• “Summarise this report in 3 bullet points.”
• “Now turn those points into a LinkedIn post.”
• “Search for the latest sales data and identify key trends.”
• “Organise the results into a table for easy comparison.”

4. Refine and Follow Up

Don’t expect perfection on the first go. Treat it like a conversation. Ask follow-up questions or say, “Make it more concise,” or “Add a call to action.”

Copilot can also offer coaching to help improve your writing and communication skills by providing suggestions and feedback. If you want better results, you can modify your prompt or request to tailor the output to your needs.

5. Avoid Jargon (Unless It’s Relevant)

Unless your audience is technical, keep it simple. Copilot can handle jargon, but only if it’s appropriate for the task.

6. Use Quotation Marks for Clarity

If you want Copilot to rewrite or edit something specific, put it in quotes. For example:
“Rewrite the following in a more persuasive tone: ‘Our product is affordable and easy to use.’”

Using Copilot Chat

Copilot chat brings a conversational AI experience right into your workflow. With this feature, you can interact with Copilot in real time—simply ask Copilot questions, provide prompts, and receive instant responses.

Whether you need to generate content, get answers to specific questions, or dive into research and data analysis, Copilot chat is your go-to assistant. It’s perfect for creating blog posts, articles, and even technical documentation on the fly.

To get the best results, make sure your prompts are clear and concise, and don’t hesitate to review and refine Copilot’s responses. The more specific your requests, the better Copilot can help you achieve your goals.

Troubleshooting and Feedback

If Copilot’s responses aren’t quite hitting the mark, don’t worry—there are simple steps you can take to get better results.

Start by reviewing your prompt: is it clear, specific, and does it provide enough context? If not, try refining your prompt or adding more details.

Remember, Copilot relies on your instructions to generate accurate responses. If you’re still not satisfied, use the built-in feedback options to let Copilot know what worked and what didn’t.

Your suggestions and comments help improve Copilot’s performance and accuracy over time, ensuring you get the most out of every interaction.

Real-World Example: SME Owner Using Copilot

Let’s say you run a managed IT services firm. You want to send a follow-up email to a potential client. Instead of typing:

❌ “Write a follow-up email.”

Try:

✅ “Draft a professional follow-up email to a potential client who attended our webinar on cybersecurity. Mention our free consultation offer, reference their recent request for more information, and include a friendly call to action.”

With Copilot, employees can quickly draft and respond to client requests or internal inquiries, making communication more efficient.

Boom. Now you’re speaking Copilot’s language.

Final Thought: Rubbish In, Rubbish Out

The old saying applies here: rubbish in, rubbish out. Copilot is a powerful tool, but it’s not a mind reader. The better your prompt, the better your results.

If you’re a business owner or manager looking to save time, boost productivity, or just get more done—learning how to prompt properly is a game-changer.

Want Help Getting Started?

At Acora One, we help businesses like yours get the most out of Microsoft 365, including Copilot. We assist with adopting best practices for using Copilot, support the discovery of new features, and provide practical examples to help your team leverage Copilot effectively.

Whether it’s training your team or optimising your workflows, we’re here to help you work smarter.

Sources

Microsoft Learn – Create effective prompts for generative AI

Microsoft Support – Cooking up a great prompt: Getting the most from Copilot