Microsoft Copilot is transforming how we work by automating tasks, generating content, analysing data, and streamlining communication. But to unlock its full potential, we need one essential skill: prompt writing.

Whether you're using Copilot in Word, Excel, Outlook, PowerPoint or Teams, the quality of your prompt directly affects the quality of the output. In this guide, we’ll explore how to write effective prompts that help you get the most out of Microsoft 365 Copilot.

What Is a Prompt?

A prompt is the instruction or question you give to Copilot. It tells the AI what you want it to do, whether that’s drafting an email, summarising a document, creating a chart, or generating meeting notes.

Why Prompt Writing Matters

Copilot is powered by advanced AI, but it still relies on clear, specific instructions. A well-written prompt can:

• Save time and reduce manual effort
• Improve accuracy and relevance
• Help you automate repetitive tasks
• Enhance creativity and productivity

Prompt Writing Tips for Microsoft Copilot

Here are some best practices to follow:

1. Be Clear and Specific

Instead of saying: “Make a report”.  Try: “Create a one-page summary of Q3 sales performance using Excel data from the ‘Sales_2025’ spreadsheet.”

2. Use Context

Include relevant details: “Draft an email to the marketing team summarising the campaign results and suggesting next steps.”

3. Define the Format

Tell Copilot how you want the output: “Generate a bullet-point list of key takeaways from this document.”

4. Set the Tone

Want it formal or casual? “Write a professional LinkedIn post announcing our new product launch.”

5. Iterate and Refine

If the first result isn’t perfect, tweak your prompt:

“Make it more concise and add a call to action at the end.”

Want to Learn More?

At 365 Training Hub, we offer live workshops and on-demand training focused on prompt writing for Microsoft Copilot. Whether you're a business user of Copilot, team leader, or IT professional, we’ll help you master the art of prompting and unlock Copilot’s full potential.