Copilot Guide & Example Prompts
This guide provides practical prompt examples for staff using the Copilot Chat Web version. This is the version most staff will have access to. If you had the premium version, you’d know — as it requires an additional Microsoft licence and enables features like searching across your work documents.
You can still use Copilot Chat to ask questions, draft content, and summarise uploaded files — including documents and images — to extract or translate text (within limits).
Unlike many other generative chat tools, Microsoft Copilot Web Chat does not retain your data after the session ends and your data is not used to train Microsoft’s AI models.
🚫 Do not enter patient or staff identifiable information into Copilot.
✅ Where Staff Can Access Copilot Chat Web
Access Point
Description
https://www.microsoft365.com/chat
The primary web portal for Copilot Chat. Staff can sign in with their work account and start chatting immediately.
Microsoft Edge Sidebar
If using Edge, staff can open a new tab and click the Copilot icon, to initiate a chat in the sidebar
Copilot Desktop App
Available to Win11 users. This mirrors the web experience but may offer quicker access.
Microsoft Teams (Web & Desktop)
Copilot Chat is integrated into Teams for supported tenants. Users can access it via the left-hand navigation bar or search
Mobile Devices
Staff can access Copilot Chat via the Microsoft 365 mobile app or browser, though functionality may be reduced without a premium licence
Prompt examples
These prompts are grouped by category to help you get the most out of Copilot.
🔍 General Information & Learning
“Explain what [topic] means in simple terms.”
“What are the pros and cons of [tool/process]?”
“Give me a summary of the NHS 10-year plan.”
✍️ Writing & Editing Support
“Help me write a short email to a colleague thanking them for their help.”
“Rewrite this paragraph to sound more professional: ‘We messed up the report last week.’”
“Draft a message to remind staff about the upcoming training session.”
📅 Planning & Organisation
“Create a checklist for onboarding a new employee.”
“What should I include in a weekly team update email?”
“Suggest a structure for a 30-minute training session on [insert topic].”
💡 Idea Generation
“Give me five ideas for improving our [insert topic].”
“Suggest ways to promote our charity internally.”
“What are some creative ways to celebrate staff achievements?”
🌐 Translation & Accessibility
“Translate this message into Polish: ‘Please remember to log your tickets using Freshservice.’”
“Simplify this medical explanation for non-clinical staff.”
🧠 Problem Solving & Guidance
“How can I improve the way I prioritise tasks during busy periods?”
“What’s the best way to follow up when someone hasn’t responded to a request?”
📎 Uploading Documents or Images for Text Extraction and Translation
Even without a premium licence, staff using the Copilot Chat Web version can upload files and images to extract and work with their content. Here’s how:
🧾 Uploading a Document (e.g. Word, PDF, Text)
On your Copilot chat page
Click the paperclip icon (📎) in the chat input box.
Select your file (Word, PDF, or text).
Once uploaded, try prompts like:
“Summarise the key points from this document.”
“Turn this into a plain-English explanation.”
“What actions are suggested in this file?”
🖼️ Uploading an Image (e.g. Screenshot, Photo of a Poster)
Click the paperclip icon and upload your image.
Use prompts such as:
“What does this image say?”
“Extract the text and explain what it means.”
“Can you reword this for a general audience?”
🌍 Translation Prompts (After Upload)
Once Copilot extracts the text, you can ask it to translate or adapt it:
“Put this into simple English for a patient leaflet.”
“Translate this into Urdu for a staff noticeboard.”
“Rephrase this for someone with no IT background.”
“Make this suitable for a public-facing webpage.”
🧠 Tip: Copilot can read handwriting and printed text in most images, but clear, well-lit photos work best.
✅ Verifying Copilot Responses
To help you trust the information Copilot provides, Microsoft includes inline citations in many of its responses. These appear as small numbered references (e.g. ¹, ²) next to specific statements. You can click on these numbers to view the original source of the information — whether it’s a document, email, or webpage — so you can verify the accuracy and context for yourself.
🛠️ Tips for Better Results
Be specific: Include context like who the message is for or what the goal is.
Use quotation marks: e.g. “Rewrite this: ‘The system crashed again.’”
Start fresh: Type “new topic” if switching tasks.
Be polite and clear: It helps Copilot understand your intent better.
🔒 Security & Data Handling
Unlike many other generative chat tools, Microsoft Copilot Web Chat does not retain your data after the session ends.
By default:
- User prompts and AI responses are not stored unless retention is enabled by your IT administrators.
- Your data is not used to train Microsoft’s AI models — Copilot services are built on a foundation of privacy and compliance, and Microsoft clearly states that customer data is not used to train foundation models.
- Uploaded content (documents or images) is processed only within the session and not stored or reused after the session ends.
- All interactions are protected by Microsoft’s enterprise-grade compliance framework.
Excited to learn more? Check out the Microsoft 365 Training page, now with Copilot tutorials.
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