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M365 Copilot Promptathon — Standard — Trainer Guide

Trainer Guide — Interactive workshop covering the art of prompting, the GCSE framework, iterating & expanding prompts, conversational prompting, using templates, agents, prompt sharing, and best practices.

⚠️ Disclaimer
All prompts, scenarios, examples, and referenced entities are fictional and provided only for training and demonstration purposes. Do not use this material for decision-making, reporting, or external distribution.
📝 Session Details
Duration: ~90 minutes
Format: Presentation · Live demos · Hands-on exercises · Q&A
Level: 100-Level — Standard
Audience: Users learning core prompting skills plus practical features like templates and prompt sharing.
License key: Chat Basic = available to all M365 users  •  M365 Copilot Premium = requires M365 Copilot license
Classification: Trainer Version — For Trainer Use Only, Not for Distribution to Participants
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Section 1

The Art of Prompting

Talking Points What Is a Prompt? ▼

Prompts are how you ask Copilot to do something for you — like creating, summarizing, editing, or transforming content. Think about prompting like having a conversation. Use plain but clear language and provide context, just as you would with a human assistant.

📝 Trainer Tip
Open with: “How many of you have already used Copilot this week?” Use the response to gauge the room’s experience level and adjust depth.
Talking Points 1. Tell Copilot What You Need ▼

The first step is simply telling Copilot what you need. Here are six common use cases:

Use Case Example Prompt
Learn about projects & concepts “What are the main considerations for a new system launch?”
Edit text “Check this product launch rationale for inconsistencies.”
Transform documents “Transform this FAQ doc into a 10-slide onboarding guide.”
Summarize information “Write a session abstract of this [uploaded presentation].”
Create engaging content “Create a value proposition for a new product.”
Catch up on missed items “Provide a summary of the latest product announcements for Copilot.”
Exercise Discussion: How Can We Improve These Prompts? ▼
📝 Facilitator Instructions
Show a few vague or weak prompts on screen and ask the room:
“How can we improve these prompts to make them more effective?”

Let participants suggest improvements before revealing the GCSE framework in the next section. This builds motivation for the framework.
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Quick Reference

Where to Access Copilot

Talking Points Copilot Chat (Basic) Chat Basic ▼

Available to everyone with a Microsoft 365 subscription — no additional license required.

Access Point Details
Teams Copilot icon in the left sidebar — available in desktop and web
m365copilot.com Select Copilot from the left navigation or app launcher
m365copilot.com Full Copilot Chat experience — sign in with your work account

Best for: general drafting, research, web-grounded questions, file analysis via upload, and cross-app tasks.

📝 Facilitator Instructions
Show the Copilot Chat interface. Walk through accessing it via Teams and via the browser. Point out the prompt bar, attachment icon, and web search toggle.
Talking Points M365 Copilot (Premium) M365 Copilot Premium ▼

The premium experience adds in-app AI across Word, Excel, PowerPoint, and Outlook, plus advanced features.

Feature What It Does
In-App Copilot Embedded AI assistance inside Word, Excel, PowerPoint, Outlook
Microsoft Graph Access Full access to emails, meetings, files, and chats for context-rich responses
Advanced Agents Researcher, Analyst, and Copilot Cowork for multi-step tasks
📝 Facilitator Instructions
Show the M365 Copilot interface on screen. Navigate through the key areas and point out what’s available with a premium license vs. free.
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Section 2

Prompt Ingredients – GCSE

Framework 2. Include the Right Prompt Ingredients ▼

To get the best response, focus on four key elements when phrasing your prompts. The GCSE framework:

Giraffes Can See Everything — Goal, Context, Source, and Expectations

Here is a mnemonic to help you remember the four elements.

Element What It Means Question to Ask
Goal What response do you want from Copilot? “What do I need?”
Context Why do you need it and who is involved? “What’s the background?”
Source Which information sources or samples should Copilot use? “What data should it reference?”
Expectations How should Copilot respond to best meet your expectations? “What format, length, or tone?”
Example GCSE Building Blocks – Progressive Example ▼

Watch how each GCSE element improves the prompt:

Elements Used Prompt
G only Generate 3–5 bullet points
G + C Generate 3–5 bullet points to prepare me for a meeting with Client X to discuss their Copilot launch.
G + C + S Generate 3–5 bullet points to prepare me for a meeting with Client X to discuss their Copilot launch. Use best practice guidance from the Microsoft Adoption site.
G + C + S + E Generate 3–5 bullet points to prepare me for a meeting with Client X to discuss their Copilot launch. Use best practice guidance from the Microsoft Adoption site. Please use simple language so I can get up to speed quickly.
📝 Trainer Tip
Walk through each row one at a time. Let the audience see how the addition of each element transforms a vague request into a precise, actionable prompt.
Exercise GCSE in Practice – Job Description ▼

Try the following two prompts using Copilot Chat and compare the responses you get:

Prompt 1 – Goal Only
Write a job description for a senior project manager
Prompt 2 – Full GCSE
Generate a comprehensive job description for a senior project manager focused on technical project management for consumer electronic hardware. This role is urgent, and the candidate will join a dynamic team. Reference our company’s standard specs and industry norms. The description should be concise, max two pages, including responsibilities, qualifications.
GCSE Element Prompt 2 Mapping
Goal Generate a comprehensive job description for a senior project manager
Context Focused on technical project management for consumer electronic hardware; urgent role, dynamic team
Source Reference our company’s standard specs and industry norms
Expectations Concise, max two pages, including responsibilities and qualifications
📝 Facilitator Instructions
Have participants run both prompts and share what differences they notice. Key takeaway: specificity drives dramatically better results.
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Section 3

Iterating & Expanding Your Prompts

Example Good → Better → Best ▼

Scenario: You are an HR Manager who needs to prep for an upcoming candidate interview for a new AI Engineer position within the IT department.

Good
Help me prepare for an upcoming candidate interview for a new AI Engineer role in our IT department by creating a list of questions
Better
I’m an HR Manager who needs to prepare for a candidate interview for our new AI Engineer role in IT. Please prepare a list of appropriate questions for the candidate, so that I look prepared during the interview
Best
I’m an HR Manager who needs to prepare for a candidate interview for our new AI Engineer role in IT. Please review the candidate’s resume here: /[resume file] and the position detail here: /[position doc] and provide me a comprehensive list of questions that I can use to determine the candidate’s fit against the position
Level GCSE Elements Present
Good Goal only
Better Goal + Context + Expectations
Best Goal + Context + Source + Expectations
📝 Trainer Tip
Walk through each version and label the GCSE elements. Emphasize that “Best” adds Source — the game-changer that grounds Copilot in real data.
Talking Points 3. Expand the Purpose of the Prompt ▼

Consider how to make your prompts more impactful by thinking about how Copilot fits into your entire workflow, not just a single task.

Question to Ask Yourself What It Means
Why am I using this prompt? Understand the context for this task
What will I do with the output? Will I send it to someone? Transform it? Feed it into another step?
Can I extend Copilot’s remit? Can I ask Copilot to do a bigger task to automate more work?
Example Extending the Prompt’s Purpose – Meeting Follow-Up M365 Copilot Premium ▼

We’re all familiar with creating a list of actions from Teams meetings — but why are you doing it? If it’s to send to someone else, why not get Copilot to write the email too?

Prompt 1 – Single Task
Recap the /[Meeting Name] meeting creating a table for action items, owners and due dates.
Prompt 2 – Extended Purpose
Write a follow up email to the attendees of the /[Meeting Name] meeting with a table showing decisions made, another showing actions and owners and lastly a list of considerations for the next meeting
GCSE Element Prompt 2 Mapping
Goal Write a follow-up email
Context To the attendees of the meeting
Source /[Meeting Name] meeting
Expectations Table of decisions, table of actions & owners, list of considerations
📝 Trainer Tip
Emphasize the mindset shift: “Don’t just ask Copilot for the intermediate step. Ask it for the end product you actually need.”
Exercise Practice – Provide Specific Instructions ▼

Copilot is built to take action, so telling Copilot what “to do” or what “not to do” can be very effective.

Prompt 1
Write an overview of how Microsoft 365 Copilot can help improve productivity in enterprises. Generate 3 bullet points.
Prompt 2
Summarize the latest Microsoft AI announcements for a keynote speech on stage at Ignite, Microsoft’s annual conference. Do not include any announcements from before January 2025 and ensure to highlight the impact of these innovations.
GCSE Element Prompt 2 Mapping
Goal Summarize the latest Microsoft AI announcements
Context For a keynote speech on stage at Ignite
Source Microsoft AI announcements (implied web sources)
Expectations No announcements before January 2025; highlight impact of innovations
📝 Facilitator Instructions
Have participants run both prompts. Point out how Prompt 2 uses explicit “do” and “do not” instructions, which leads to much more focused and useful output.
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Section 4

Conversational Prompting

Talking Points 4. Keep the Conversation Going ▼

Following up on your prompts helps you collaborate with Copilot to gain more useful, tailored responses. You don’t need to get it perfect on the first try — iterate.

Use Case How to Keep the Conversation Going
Generating content ideas Lead with broader requests, then give specific details about the content
Enabling insightful meetings Request a meeting recap, then ask for more information about what you should know
Storytelling assistance Ask Copilot to write a story, then guide it with more specific, relevant details
Gaining insights Ask for a summary of a specific file, then ask relevant questions for deeper insights
Translating languages Ask Copilot to translate a sentence, then ask for more context or a regional dialect
Solving technical problems Present a technical problem, then narrow it down or ask for step-by-step guidance
Exercise Practice – Conversational Refinement ▼

Let’s refine the output with a conversational approach.

Starting Prompt
Write an overview of how Microsoft 365 Copilot can help improve productivity in enterprises. Generate 3 bullet points.
Follow-Up Prompt
Summarize the latest Microsoft AI announcements for a keynote speech on stage at Ignite, Microsoft’s annual conference. Do not include any announcements from before January 2025 and ensure to highlight the impact of these innovations.
📝 Facilitator Instructions
  1. Have participants run the starting prompt
  2. Ask: “What would you change about this output?”
  3. Have them refine using follow-up prompts
  4. Debrief: how did conversational refinement improve the output?
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Section 5

Use Existing Materials as Templates

Talking Points Give Copilot Examples of Good ▼

Provide Copilot with contextual details to help it generate more accurate, consistent responses. Providing a sample sentence, paragraph, or existing document offers a guideline and enhances the quality of the output. This ensures the result is formatted in a familiar and ideal way, minimising the time you need to spend reviewing and editing.

📝 Trainer Tip
Emphasize that referencing an existing document as a template is one of the most powerful “Source” techniques in the GCSE framework. It gives Copilot a concrete example of what “good” looks like.
Exercise Practice – Using a Template Document ▼
Try This Prompt
Create me a proposal for my upcoming sales call with my customer, using /[Business Proposal Template.docx] as a template
📝 Facilitator Instructions
Have participants try referencing an existing document they already have in SharePoint or OneDrive. Point out how the output matches the style and structure of the template, saving significant editing time.
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Section 7

Sharing Your Prompts

Talking Points Copilot Prompt Gallery ▼

Boost AI confidence and success through prompting with the Copilot Prompt Gallery.

Feature What It Does
Inspirational Prompt Collections Explore prompts tailored to a variety of roles, industries, or scenarios
In-App Prompt Ideas & Suggestions Find and use prompts directly in Microsoft 365 Copilot, Copilot Chat, and agents
Viral Prompt Sharing & Discovery Empower users to save and share their own prompts and learn from others
📝 Trainer Tip
Show the Prompt Gallery in the M365 Copilot interface. Walk through saving a prompt, sharing it with a team, and browsing the inspirational collections. This takes users from novice to proficient by learning from others’ prompts.
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Section 8

Prompting Best Practices

Best Practices 7 Prompting Best Practices – Overview ▼
# Best Practice
1 Prompt length and clarity matters — be specific but concise
2 Break down complex problems into multiple steps
3 Use persona-based prompting for tailored guidance
4 Ask Copilot what it needs from you
5 Take a holistic approach — think entire processes
6 Be curious — experiment with different approaches
7 Test and refine — iterate based on results
Deep Dive 1. Prompt Length and Clarity Matters ▼

If it’s too short, you will get generic results. If it’s too long, AI might not follow all your instructions.

📝 Trainer Tip
The average prompt is between 7–9 words. Aim for 25–30 words for good results. Instead of vague requests, provide specific tasks or outcomes.
Deep Dive 2. Break Down a Problem into Multiple Steps ▼

Don’t cram too many questions or requests into one prompt. A step-by-step approach offers clarity, structured thinking, manageability, and depth.

Approach Example
Single-Step “Write a comprehensive report on the impact of digital transformation in commercial banking, including key trends, statistics, and case studies.”
Step 1 “Generate an outline for a report on the impact of digital transformation in commercial banking.”
Step 2 “Expand the section on key trends in digital transformation within the commercial banking sector.”
Step 3 “Provide statistics and case studies for each key trend.”
📝 Trainer Tip
Benefits of the step-by-step approach: Clarity & Focus (each step targets one aspect), Manageability (less overwhelming), Flexibility (adjust at each stage), and Depth (richer content per section).
Deep Dive 3. Persona-Based Prompting ▼

This approach offers specialized guidance, providing solutions tailored to each persona’s unique characteristics. It results in more satisfying interactions, with responses aligned to users’ expectations and needs.

📝 Trainer Tip
For example, asking Copilot to “act as a financial advisor” will provide insights that align with financial expertise. Note that responses from Copilot are non-deterministic — using the exact same prompt multiple times can result in different responses.
Deep Dive 4. Ask Copilot What It Needs from You ▼

Instead of guessing, ask Copilot what information you need to provide for success.

Example Prompt
Copilot, what specific details or context do you need from me to create an effective strategy for improving customer satisfaction in our services?
Deep Dive 5. Take a Holistic Approach with Copilot ▼

Don’t limit Copilot to specific tasks. Consider entire processes like Risk Management, Stakeholder Communication, or improving the overall customer experience. Break them into individual tasks to see where Copilot can transform the whole process for greater impact.

📝 Trainer Tip
Example: improving the overall customer experience at your organization. Break it down: Customer Onboarding (draft personalized welcome emails), Risk Management (analyze data and generate reports), Customer Feedback (summarize feedback from various channels), Marketing Campaigns (create targeted strategies), Stakeholder Communication (draft clear updates).
Deep Dive 6. Be Curious ▼

Experiment! Explore different prompt structures and approaches. Curiosity fuels creativity and helps you discover Copilot’s capabilities.

📝 Trainer Tip
Encourage participants to ask follow-up questions and request different variations of responses. Copilot can generate multiple drafts, styles, or approaches — keep exploring until you find exactly what you need.
Deep Dive 7. Test and Refine ▼

Like any collaboration, iterate. Adjust prompts based on results. Test variations, observe outcomes, and fine-tune your approach.

📝 Trainer Tip
Don’t expect perfection on the first try. Small tweaks — adding more context or adjusting the tone — can make a big difference. Think of it as a feedback loop: the more you interact with Copilot, the better you’ll understand how to get the most from it.
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Going Further

What Are Agents?

M365 Copilot Premium — Agents require an M365 Copilot license to create and use.

Talking Points Copilot vs. Agents ▼

While every employee has a Copilot to transform individual productivity, every business process can be transformed by agents.

Copilot Agents
Personal AI assistant for every employee Purpose-built AI that automates business processes
Responds to your prompts in real time Follows defined instructions, knowledge, and actions
General-purpose across M365 apps Tailored to a specific role, task, or workflow
📝 Trainer Tip
Bridge from the prompting content: “Everything we’ve learned about writing great prompts applies directly to writing agent instructions. The GCSE framework is the foundation for configuring agents.”
Talking Points Components of an Agent ▼

Instructions define the agent and tailor its experience to business requirements and expected outcomes. Not every skill can be fully described in instructions; some will require you to configure knowledge sources and actions.

Component What It Does
Purpose What this agent is and its goals
Guidelines General directions, tone, rules and restrictions
Skills Granular tasks with step-by-step workflow, handled by the LLM
Example Corporate Q&A Agent – Instruction Breakdown ▼

To get the best user experience, provide as many details as needed to minimize the user’s effort in prompting your agent:

Component Example Instruction
Purpose You are Corporate Q&A agent that helps to share corporate knowledge.
Guidelines You answer user’s questions using only the company knowledge base and public documentation. Say “I do not know” if there are no relevant results.
Be nice and polite.
Acronym CE means [Company Electronics].
Skills You should answer the questions in the following format:
Question: inferred user question in bold
Answer: results rephrased to be more relevant for user query
📝 Trainer Tip
Notice how Guidelines define restrictions, tone, and glossary, while Skills formalize the answer format. This maps directly to GCSE: Purpose = Goal, Guidelines = Context + Expectations, Skills = Source + Expectations.
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Bonus Material

Working with Files

Chat Basic — File upload works in Copilot Chat. M365 Copilot Premium adds direct file referencing from OneDrive/SharePoint via the / command.

Talking Points How to Attach a File ▼
  1. 1 Click the + (plus) icon in the Copilot Chat prompt bar
  2. 2 Browse OneDrive, SharePoint, or upload from your device
  3. 3 Select your file — it appears as a chip/badge above the prompt bar
  4. 4 Type your question and press Enter

Supported types: Word (.docx) • PDF (.pdf) • PowerPoint (.pptx) • Excel (.xlsx) • Plain text (.txt) • Images (.png, .jpeg) • Data files (.csv, .json, .md)
File size limit: Up to 50 MB per file upload (Copilot Chat). M365 Copilot (Premium) users can reference files directly from OneDrive or SharePoint without uploading.

Cheat Sheet File Prompts Cheat Sheet ▼
What You Want Try This Prompt
Summarize a document “Summarize this in 5 key points” [attach file]
Find action items “What are all the action items and who owns them?” [attach file]
Compare two docs “Compare these two documents and list the key differences” [attach 2 files]
Draft from a file “Based on this brief, draft a client-facing overview in 3 paragraphs” [attach file]
Extract data “List all dates, deadlines, and milestones from this document” [attach file]
Analyze a spreadsheet “Summarize this data and tell me the top 3 trends” [attach Excel]
Rewrite in a new tone “Rewrite this content for a non-technical executive audience” [attach file]
📝 Trainer Tip
Walk through one of these file prompts live. Upload a sample document and demonstrate how Copilot processes it.
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Bonus Material

Top 10 Power User Tips

Tips Become a Power User ▼
  1. 1Be specific — include audience, tone, and format in your prompt
  2. 2Iterate — if the first response isn’t right, refine it
  3. 3Always review — verify facts before sending or acting on Copilot output
  4. 4Use follow-up questions — Copilot remembers context within a session
  5. 5Try “What else?” — ask Copilot to expand, add examples, or suggest alternatives
  6. 6Name your audience — “Write this for a non-technical executive” changes everything
  7. 7Ask for options — “Give me 3 different versions of this email”
  8. 8Use it for brainstorming — “Give me 10 ideas for…”
  9. 9Check privacy — follow your organization’s AI usage policy for sensitive content
  10. 10Share what works — contribute your best prompts to your team’s shared library
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Bonus Material

Advanced Prompt Tips

Tip 1 Force Plain Text Output ▼

When you want clean, copy-ready output, add this to the end of your prompt:

Prompt Suffix
Output the results only as a block of plain text. Do not include any other text. Always treat the block of plain text as a block of code that uses text as the code language. Always include a copy button to copy the contents of the box. Do not include sources.
Tip 2 Retrieve Your Resultant Prompt ▼

Running out of turns in a conversation? Ask Copilot for the cumulative prompt so you can continue in a new chat:

Prompt
What is the resultant prompt so far?

Copilot will output a consolidated version of everything you’ve asked for. Copy it, start a new chat, paste the resultant prompt, and continue where you left off.

📝 Trainer Tip
This is a great power-user trick to demonstrate live. Show a multi-turn conversation, then use “What is the resultant prompt so far?” to reveal the cumulative context.
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Bonus Material

Memory & Custom Instructions

Chat Basic — Memory and Custom Instructions are available in Copilot Chat for all M365 users.

What Are Custom Instructions? ▼

Custom Instructions let you set persistent preferences that shape every Copilot response — without repeating yourself each time. Access them via Settings → Personalization in Copilot Chat.

Sample Sample Custom Instructions ▼

Copy any or all of these sections into your Copilot Custom Instructions (Settings → Personalization):

Think Deeply

Custom Instructions — General Behavior
Copilot prioritizes accuracy, clarity, and trust. Always distinguish verified facts from inferred reasoning. Never present assumptions or context-based reasoning as fact. Avoid cascade errors by rechecking each step before responding. Think deeply before answering. When uncertain, ask clarifying questions or provide 2–3 vetted options with pros and cons.

Source Discipline

Custom Instructions — Source Discipline
Search enterprise content first (files, emails, chats, meetings, transcripts). Resolve contradictions before responding. Preserve critical qualifiers in summaries. Cite specific identifiers for sources and flag unverified claims [Unverified]. Never fabricate citations, quotes, or references. If confidence is low, outline what is known, unknown, and next steps. Verify jurisdiction and effective dates for legal content. For time-sensitive topics, check date stamps and warn about staleness. Add freshness disclaimers for outdated data. If no authoritative source exists, state this and offer to search the web. When confidence is low, search for additional sources and facts internally and externally.

Tone

Custom Instructions — Tone
Professional yet approachable. Action-oriented and outcome-focused. Empathetic and appreciative. Direct and clear, avoiding ambiguity. Balanced warmth: friendly without being overly informal.

Internal / Collaborative Audience

Custom Instructions — Internal Tone
Collaborative and supportive. Slightly informal; occasional humor or emojis (😊 😁 👍). Quick confirmations and pragmatic language. Examples: “Thanks for sharing.” “Would it work to…” “Appreciate your support.”

Customer / External Audience

Custom Instructions — External Tone
Professional, courteous, and reassuring. Formal greetings and closings. Avoid jargon unless contextually relevant. Provide clear next steps and timelines. Examples: “Looking forward to discussing the way forward.” “We completely understand the need to…” “Sounds like a great opportunity.” Maintain professionalism, clarity, and reassurance. Avoid slang or overly casual language.

Formatting & Content Labels

Custom Instructions — Formatting
Do not use characters like “-” when writing text. Use clear labels such as: [Verified] for facts from authoritative sources [Inference] for logical assumptions or context-based reasoning [Confidence] Provide confidence cues for inferred content (e.g., “Likely,” “Based on observed patterns”) [Sources] Sources section with live links or identifiers [Glossary] Acronyms used with clarification of the acronym Avoid cascade errors; recheck each step. Present verified facts first, then present inferences with a disclaimer like: “The following points are inferred based on available context and may require validation.” If no source exists, state: “No authoritative source found” and propose next steps. Avoid presenting inferences as facts.

Quick Shortcuts

Custom Instructions — Shortcuts
#e = Translate this text to English #f = Traduire le résultat en français #i = Improve this text #s = Summarize this text #esp = Traduce el texto a castellano
📝 Trainer Tip
Walk through setting up Custom Instructions live. Show how to navigate to Settings → Personalization. Encourage participants to start with the General Behavior block and Source Discipline, then layer in tone and formatting instructions as needed. The Quick Shortcuts section is a great crowd-pleaser — demonstrate #s or #i live.
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Bonus Material

Demo Prompts to Try Today

Try These Ready-to-Use Prompts ▼

📎 Attach a file using the + icon before sending this prompt.

Summarize
Summarize this document in 5 bullet points highlighting the key decisions.

📎 Attach a file using the + icon before sending this prompt.

Action Items
What are the action items from this document and who owns each one?

📎 Attach two files using the + icon before sending this prompt.

Compare
Compare these two documents and list the top 5 differences.
Draft Email
Draft a professional email to my team summarizing today's progress and next steps.

✍️ Paste the paragraph you want rewritten directly into this prompt.

Simplify
Rewrite this paragraph for a non-technical audience in plain English.
Meeting Prep
Create a 5-item agenda for a 30-minute project status meeting.
📝 Trainer Tip
These are great leave-behind prompts for participants. Encourage everyone to try at least 2–3 of these before the next session.
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Section 9

Q&A

Talking Points Wrap-Up & Questions ▼

Key Takeaways:

  • Use GCSE — Goal, Context, Source, Expectations — every time you write a prompt
  • Iterate — your first prompt is a starting point, not the final answer
  • Keep it conversational — follow up, refine, and build on responses
  • Use templates — reference existing documents for consistent, high-quality output
  • Share what works — use the Prompt Gallery to save and share prompts with your team
  • Experiment — the best way to learn is to try different approaches
📝 Facilitator Instructions
Open the floor for questions. If the room is quiet, use these conversation starters:
  • “What was your biggest takeaway today?”
  • “What’s the first thing you’re going to try with Copilot tomorrow?”
  • “What task do you think would save you the most time?”