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What you’ll learn

A prompt is the instruction you give to Copilot. The clearer your direction, the better the response. This module shows you how to structure prompts that get useful results on the first try.

Structure prompts

Use frameworks to organise your requests

Apply patterns

Copy proven formats for common tasks

Enrich inputs

Add files, references, and context to your prompts

Automate tasks

Set up scheduled prompts and saved prompts

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What is a prompt?

A prompt is the way you tell an AI what you want and how you want the result to look. A good prompt doesn’t just say what to do. It often includes context, tone, format, or constraints to guide the result. Think of it as having a conversation with a very knowledgeable assistant who needs clear directions to help you best. The more precise you frame your request and prompt, the more accurate your responses can be.

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Essential prompting frameworks

These four frameworks cover most workplace prompting scenarios. Pick the one that matches your task type.
Use CLEAR when you need Copilot to produce something specific, like a report, email, or summary.
1

Context

What is the purpose or situation?
Example: “Our sales team is struggling with quarterly targets”
2

Length

How long should the response be?
Example: “I need a concise 2-page proposal for senior management”
3

Examples

What style or format should it follow?
Example: “Follow our standard business case format with executive summary”
4

Audience

Who will read this?
Example: “Sales director, regional managers, and C-suite executives”
5

Request

What exactly do you want as output?
Example: “Create a competitive analysis and action plan to improve Q3 performance”
Use PREP when you need Copilot to write or create something from scratch.
1

Purpose

What is the goal of this content?
Example: “Train a new employee on workplace safety”
2

Role

Who should Copilot act as?
Example: “Act as a workplace safety trainer”
3

Expectations

What format or style should it follow?
Example: “Create a checklist with explanations for each point”
4

Parameters

What constraints should it consider?
Example: “Maximum 15 items, use simple language, include emergency procedures”
Use STAR when you need Copilot to help you work through a challenge or make a decision.
1

Situation

What is the current business challenge?
Example: “Our customer support team is overwhelmed with 40% more tickets since product launch”
2

Task

What needs to be accomplished?
Example: “Need to reduce response times to under 4 hours while maintaining quality scores above 85%”
3

Action

What options are you considering?
Example: “Consider automation, staffing options, or process improvements”
4

Result

What outcomes define success?
Example: “Want to achieve target response times within 8 weeks. Help me evaluate these options and create an implementation roadmap.”

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Common prompting patterns

These five patterns work across most business tasks. Copy the structure and swap in your own details.

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Enriching your prompts

Text is not your only input. Copilot can work with your Microsoft 365 data, files, and references to give you faster, more accurate results.

Work vs Web toggle

Copilot Work vs Web toggleSwitch between two data sources depending on your task.Work modesearches your Microsoft 365 data including emails, Teams chats, documents, and calendar events. Use this for internal tasks.Web modesearches the public internet for current information and general knowledge. Use this for external research.Try this:Toggle to Work mode and ask Copilot to summarise your recent emails from a specific colleague.

Reference with slash commands

Copilot slash commandsUse the ’/’ command to reference specific files, people, or meetings.Type ’/’ followed by a file name, person’s name, or meeting to attach context directly to your prompt.Copilot can then search relevant emails, documents, and Teams messages.Try this:Type ’/[colleague name]’ to prepare for a meeting by pulling recent communications with them.
Combine Work mode with slash commands for the most relevant results. Reference a specific document with ”/” and Copilot will use it as context for your request.

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Advanced techniques

Once you are comfortable with the basics, these techniques help you tackle more complex tasks.
Break complex tasks into smaller steps. Complete one step before moving to the next.
1

First prompt

“Help me brainstorm topics for a presentation about climate change”
2

Second prompt

“Now help me create an outline for a presentation about renewable energy solutions”
3

Third prompt

“Create detailed content for the first three slides of this outline”
Start broad, then narrow down based on the response you receive.
1

Initial

“Help me plan a team building event”
2

Refine

“Focus on indoor activities for 15 people with a budget of $500”
3

Finalise

“Create a detailed timeline for a cooking class team building event”
Add specific limitations to get focused results.
    Write a product description for wireless headphones with these constraints:
    - Maximum 100 words
    - Highlight 3 key features
    - Use conversational tone
    - Include a call-to-action
    - Target audience: fitness enthusiasts
Ask Copilot to analyse from different viewpoints.
    Analyse the decision to work remotely from three perspectives:
    1. Employee benefits and challenges
    2. Employer costs and benefits
    3. Impact on team collaboration
    
    Provide balanced insights for each perspective.
Explore different possibilities before committing to a plan.
    Help me plan for three scenarios for our product launch:
    1. Best case: High demand, no technical issues
    2. Worst case: Low demand, technical problems
    3. Most likely: Moderate demand, minor issues
    
    Provide action plans for each scenario.

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Automating your prompts

Copilot can run prompts automatically and save your favourite prompts for reuse. These features save time on repetitive tasks.

Scheduled prompts

Copilot Work vs Web toggleRun prompts daily, weekly, or monthly without manual input. Copilot sends you results when the task completes.
Limitation:You can only schedule a prompt to run up to 15 times. After it reaches this limit, you will need to set it up again.

Prompt Gallery

Copilot Work vs Web toggleSave and organise your favourite prompts for quick access. Copilot provides a gallery filled with premade templates.
Hover over your submitted prompts and select “Save Prompt”. You can then edit, organise, and share them as needed.
Save Prompt
To access the Prompt Gallery, select “See more” underneath the chat window and select “Prompt Gallery” to browse premade templates for common tasks.

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Quick checkpoint

Good prompting is like briefing a capable colleague. The clearer you are about what you need, the better Copilot can help. Start with the frameworks, practise with different patterns, and refine your approach based on what works for your tasks. You are done with this module when you can do the following:

Structure prompts

You can apply at least one framework to a real task

Apply patterns

You have used a prompting pattern from this module

Enrich inputs

You have tried Work mode or slash commands

Refine outputs

You have used follow-up prompts to improve a response

Ready to practice?

Complete the challenge by building a prompt using what you have learned