Leading this transformation is Microsoft 365 Copilot, a tool that integrates AI assistance into everyday workflows in familiar tools like Word, PowerPoint, and Excel. Microsoft 365 Copilot acts as a digital partner, saving time while enhancing creativity and the overall quality of the work. Imagine an assistant that helps you create, understand, and edit documents in Word with clarity and precision, or one that drafts presentations in PowerPoint, refines slides, and even summarizes entire decks into concise, visually engaging overviews. The potential of Microsoft 365 Copilot to free employees from administrative drudgery is immense, releasing their time and energy for the tasks that truly matter.
Why prompting matters
In order to fully unlock the power of Microsoft 365 Copilot, users must get comfortable with an essential skill: prompting. It starts simply enough—just describe what you need in plain language. But to get the best out of Microsoft 365 Copilot, it’s important to give precise instructions, relevant context, and clear expectations. While Copilot is designed to understand natural language, it’s not a mind reader. Unlike a human colleague, it cannot pick up on tone, body language, or implied context; it relies solely on the details you explicitly provide.
A practical framework for effective prompts
To help users get the most from Microsoft 365 Copilot, Microsoft’s best practice guidelines recommend structuring prompts around four key elements:
- Goal/s - Start with the purpose/s of the task. What exactly are you trying to achieve?
Example: "I need to create a summary of the quarterly sales meeting to share with the executive team." - Context - Provide relevant background information to give Microsoft 365 Copilot a clear understanding of the task.
Example: "The meeting focused on sales performance in Q3 and strategies for the upcoming holiday season, with a discussion of regional trends." - Source/s - Clearly indicate where Microsoft 365 Copilot should look for information or inspiration.
Example: "Please reference the attached Excel file containing the minutes and Q3 sales data." - Expectations - Articulate what the finished product should look like, whether it’s a polished report or a set of actionable recommendations.
Example: "Create a one-page summary with three sections entitled ‘Successes’, ‘Challenges’ and ‘Recommendations for improvement’."
These ingredients are essential for structuring prompts that help Microsoft 365 Copilot deliver accurate and helpful responses.
The learning curve: experimenting with prompting
No one becomes an expert in prompting overnight. It’s a process of trial and error, refining and adapting as you go. Microsoft 365 Copilot is highly responsive but operates within the limits of the information provided. For example, compare “Write an email about the meeting” to “Draft an email to the sales team summarizing today’s 10 a.m. meeting, focusing on the three action items for the upcoming product launch: finalizing the marketing plan, scheduling the product demo, and coordinating with the logistics team.” It’s clear to see the first prompt will only ever produce a generic response, while the second gives Microsoft 365 Copilot the clarity it needs to deliver exactly what you need.
Experimenting with different phrasing is part of the process. Over time, users learn how much detail to include, which phrases yield the best results, and how to frame their requests for optimal clarity. This iterative approach to learning is crucial and underscores the value of ongoing practice.
Customization is key
As users refine their skills through experimentation, they’ll also realize the importance of tailoring prompts to specific workflows and challenges. While the internet offers a wealth of sample prompts, these are rarely one-size-fits-all. Every organization—and every task—has its own nuances. Microsoft 365 Copilot users need to adapt and customize prompts to fit their unique workflows, challenges, and goals. A marketing professional might need Microsoft 365 Copilot to generate ideas for a campaign targeting young adults, while a finance officer might use it to summarize complex data sets. The same principles of clear, structured prompting apply, but the specifics will vary widely depending on the context.
Prompting is not just a technical skill; it’s one that needs to be trained and developed. Users must learn to clearly articulate their needs, providing precise details, a clear structure, and all relevant background information. Mistakes will happen, but they’re an opportunity to refine your approach and improve over time.
Cegeka’s role in your journey
Cegeka uses its extensive experience with Microsoft 365 Copilot to provide comprehensive support, helping users craft effective, customized prompts that meet their unique business needs. For those new to prompting, adapting to AI tools can feel daunting, but Cegeka’s digicoaching services simplify digital adoption through practical, hands-on guidance that builds confidence and enhances results.
Through one-on-one coaching, structured AI training programmes, interactive workshops, and ready-to-use prompts for common tasks, Cegeka helps users get started with minimal friction and quickly integrate Microsoft 365 Copilot into their workflows. While Microsoft 365 Copilot is designed for independent use, Cegeka’s expertise offers additional value by helping users refine their approach, enabling them to maximize efficiency and achieve the best possible outcomes.
Cegeka’s “in close cooperation” approach not only helps organizations achieve successful digital adoption, but also fully capitalize on their AI investment, driving measurable productivity gains and fostering a culture where innovation can flourish.
The long-term benefits of mastering prompting
Employees who master prompting gain a powerful tool for streamlining their workflows. They also develop a skill set that’s increasingly relevant in the modern workplace, where AI tools are becoming indispensable. But developing prompting expertise goes beyond simply adding a new skill to your CV. It’s an investment in a new way of working: one that prioritizes creativity, strategic thinking, and value-driven tasks over repetitive, low-impact activities. By learning to communicate effectively with Microsoft 365 Copilot, users can turn it into an indispensable partner that not only boosts efficiency but also removes the frustration of repetitive tasks and time-consuming searches—freeing up time for truly meaningful work and benefiting both businesses and employees alike.
Achieving this requires practice, experimentation, and, often, guidance from seasoned experts. With the right training and support – such as that provided by Cegeka – employees can overcome the learning curve and quickly build the confidence they need to fully harness the incredible power of AI.