Editor’s note: This is the fifth video in our ongoing series featuring our in-house experts using real-world scenarios to explore the transformative capabilities of Microsoft 365 Copilot.
Robert Gates compares Microsoft 365 Copilot to a “calculator for words.”
Gates, a partner-focused solutions architect on the Global Partner Team at Microsoft, explains how to leverage Copilot’s full potential through the art of targeting incentives. He has helped partners across the Americas develop best practices around Copilot since its initial launch. His ongoing experience with the tool has revealed that effective use of Copilot goes far beyond simply issuing commands – it’s about crafting prompts with intent and clarity.
Press play to hear Gates explain how creating prompts based on the desired outcome can make Microsoft 365 Copilot a strategic partner.
A word calculator
Just as a calculator requires the right inputs to produce meaningful results, Copilot needs well-constructed prompts to deliver valuable outputs.
“If the problem is not clearly defined, Copilot cannot generate a workable solution,” says Gates.
This is where the power of targeted encouragement comes into play.
To create effective prompts for Copilot, the goals must be clearly defined. It sounds easy, but getting it right can be difficult. One of the key challenges Gates has observed in customer interactions is a disconnect between the requested data and the actual goal. For example, asking Copilot to retrieve 50,000 rows of data may seem like a reasonable request, but it often misses the mark.
The real question is: What do you want to achieve with that data?
Instead of focusing on volume, Gates advises users to focus on the outcome they want—whether that’s summarizing key insights or generating a specific report for management. This shift in focus can dramatically improve the quality and relevance of the responses.
“A lot of the work is defining your goal and your outcome in the prompt. Sometimes you might have to work backwards because Copilot doesn’t necessarily have access to the data or the resources. Focus on the final output,” says Gates.
Preparation of targeted calls
To get the best results from Copilot, Gates emphasizes the importance of a well-defined prompt structure. A successful prompt must contain the following elements:
- Goal Definition: Clearly explain the goal of your request in your prompts. What specific output are you looking for? For example: “I need an overview of key trends from this data set for my management team.”
- Context and source information: Provide relevant context that helps the Copilot understand the scope and nature of the task. Mention any specific sources or data points that should be considered when generating output.
- Expectations: Set clear expectations for the format and depth of the response. This helps Copilot tailor its output to meet your needs more precisely.
- Persona Prompt: Consider nudging Copilot with a specific persona or role. For example, “As an expert analyst, summarize the most important findings from this data.” This can help refine the tone and depth of the response, making it more tailored to your requirements.
By defining the outcome you want, providing context and guiding Copilot with clear expectations, you can unlock the full potential of this powerful tool – transforming it from a basic query processor to a strategic partner in their work.
Thanks for watching Gates’ presentation! We hope it helps you get started with your Copilot training and adoption efforts in your company.
