If you’re new to using Copilot to support your communications work, the most important skill to build is prompting—how you ask for help. Whether you’re formatting emails, organizing data or creating content, the way you phrase your request can make a big difference.
What you can ask for
You can:
- Extract and format content from files like Excel, Word or PDFs. (Don’t share sensitive data.)
- Search the web to find information, verify facts or gather examples.
- Automate formatting for emails, reports and templates.
- Generate content such as summaries, blog posts or social media drafts.
How to structure your prompts
A simple format:
- Start with your goal: I want to create a weekly email summary.
- Tell your source: Use data from an Excel file.
- Describe the output: I want the following sections… with styled and branded headers.
- Specify the format: I want this converted into an Outlook-ready email.
This gives Copilot enough context to deliver a complete and useful result.
Should you give instructions one step at a time or all at once?
- Step-by-step prompts are great when you’re exploring or unsure what you need. You can adjust as you go.
- Detailed prompts work best when you know your desired outcome. They help Copilot deliver a more complete solution with fewer follow-ups.
To guide Copilot toward your ideal result with detailed prompts, answer these questions in your prompt.
|
Prompt Element |
Context |
|---|---|
|
Goal |
What do you want to create? |
|
Source |
Which file or data are you using? (Word is great for background; Excel works best for structured datasets.) |
|
Structure |
How should it be laid out — sections, order, hierarchy? |
|
Style |
Any visual or branding preferences (colors, tone, voice)? |
|
Output |
What format do you ultimately need — email, blog post, Word, Excel, PDF, etc.? |
When you clearly define your goal, source, structure, style and output, Copilot has the context it needs to respond effectively.
Try it yourself: Interactive prompt examples
Use these quick tips as starting points.
Summarize data into visuals
Take this Excel file of monthly figures and create a one-page summary with charts showing the top three trends.
Context: Specifies the file, defines the format and asks for visuals.
Build a content calendar
Using this Excel file of article ideas and deadlines, format a calendar that shows weekly themes and assigned leads.
Context: Connects data to structure and makes the output easy to apply.
Turn numbers into a story
From this Excel spreadsheet of data, write a short paragraph explaining the most important patterns in plain language.
Context: Converts numbers to a clear explanation.
Repackage for social
Take the key points from this Word file and create three Twitter posts with concise text and a call to action.
Context: Shows how Copilot can adapt one source into a new format.
Polish an email draft
Rewrite this draft email with a professional tone, K-State branding, and a short subject line under 50 characters.
Context: Adds clarity by naming the style, branding and specific output needs.
Copilot helps enhance your workflow by sparking new ideas, saving time on formatting and helping you repurpose content. The more you practice shaping your prompts, the more value you’ll see in your daily communication efforts.
