Writing prompts and summarizing documents in Copilot Chat

Understanding prompts

What you type into Copilot Chat is called a prompt. A prompt tells the tool what you want. It can be a question or a set of instructions. It helps the tool understand what kind of answer you’re looking for.

The way you phrase your request shapes the answer you get. You might get different answers to the same question. Even small changes in wording or order can lead to a different response.

For beginners, there are two simple prompting styles: Structured prompting and conversational prompting.

Structured prompting

Structured prompting gives artificial intelligence (AI) tools a clear format to follow.

Use it when you know what you need. It works best for tasks like writing a summary, drafting an email or creating a table.

The more specific you are, the better the result.

A structured prompt includes:

Your goal

• What do you want Copilot Chat to do?

Your desired format

• How should the answer be delivered?
• For example, in table, bullet or paragraph form

Context

• What background should the tool consider?
• For example, “This is for a grade six class” or “This is going in a marketing report”

Constraints

• What should the tool avoid in its response?
• For example, technical jargon or brand names

Voice and tone

• What writing style should it use?
• For example, friendly, formal or neutral

Examples or input

• What should it base its answer on?
• For example, sample text, links or data

Role

• Whose perspective should the tool adopt?
• For example, a policy advisor or a help desk agent
• This helps the tool draw on deeper expertise, rather than generic web content

Example

Goal: Write an email to the data working group about the next meeting, which will focus on reviewing the first draft of the new data strategy.
Format: 200 words or fewer. Include a table with a bi-weekly meeting schedule (2 to 3 pm) for the next 2 months.
Context: Some members are new and may not know the usual processes.
Constraints: Avoid acronyms.
Voice and tone: Warm, welcoming and casual.
Examples or input: Use the attached draft strategy summary as reference.
Role: Act like a digital leadership specialist working in a B.C. natural resource ministry.

Conversational prompting

Conversational prompting is when you chat with an AI tool like you would with a person.

You don’t need to plan the whole prompt in advance. You can ask the tool one question at a time, then build on the answers.

This style works well when you’re exploring ideas or don’t know exactly what you want yet. It works best for tasks like brainstorming, testing ideas, thinking through a problem or starting something from scratch.

Start by asking the tool a broad, general question. From there, build on the response. You can:

• Ask follow-up questions
• Change direction or angles
• Tell the tool to “try again”
• Provide more context
• Ask the tool to ask you questions until it understands
• Layer in requirements. For example, introducing desired format, audience or constraints in later steps

How to format your prompts

There are two formatting options in Copilot Chat: Markdown and XML.

Markdown

Markdown is a lightweight markup language that formats text using simple characters. It’s commonly used in instant messaging applications.

In Copilot Chat, you can show that certain words are emphasized by bolding them. This is done by putting 2 asterisks on each side of the word or phrase.

For example:

**Rock type**
Igneous

**Location found**
Northern Vancouver Island

**Possible age**
Late Jurassic

**Goal**
Write a description of this rock for a museum display

Summarizing documents

Copilot Chat can help you summarize long or complex documents. But you still need to review the results and check for accuracy.

Step 1: Add the source document

To start, attach the document you want to summarize. Click the paperclip icon in the bottom left side of the prompt window to add your files.

The file will be stored in your OneDrive for Business in a folder called “Microsoft Copilot Chat Files.” You can delete it at any time. Uploaded files are not used for training the AI tool. The document is also not saved by Copilot Chat after the session ends.

Step 2: Build an effective prompt

Write a clear prompt to give Copilot Chat direction. Be specific to set the context of the document content, the intended tone, desired format and focus of the summary you’re seeking.

Step 3: Fact check

Copilot Chat generates summaries as new content based on your input. Because it creates new content, it can get facts wrong or misread the document. Do not rely on its response alone.

When possible, ask Copilot Chat to direct you to information rather than creating new content. For example, if you’re analyzing survey responses, don’t ask for a summary of the responses. Instead, ask it to show you all the responses relevant to your analysis and then create your own summary.

A subject matter expert will need to compare the original document to what Copilot Chat produces and ensure the summary is correct.

Step 4: Cite use when sharing summaries

If you include AI-generated content in your summary, say so clearly. For example:

Generative AI (Copilot Chat) was used in the editing of this document.

This supports transparency and helps others understand the role AI played in shaping the content. It also sets the right expectation about accuracy and authorship.