Copilot for Teams periodically doesn't locate my Outlook messages properly

This issue is related to how Copilot accesses and interprets your data. Here's a breakdown of what's happening and how to improve reliability:

1. Data Access and Indexing:
Copilot doesn't directly read your mailbox in real time. Instead, it relies on Microsoft Graph and the search index. These indexes are updated regularly, but not instantly. If a message is new, recently moved, or not yet indexed, Copilot may not "see" it immediately.

2. Session Context and Caching:
Each Copilot session has its own context. When you start a new conversation or refresh the chat, Copilot may need to reprocess your request from scratch. This explains why a prompt that failed before might suddenly work a few minutes later.

3. Prompt Interpretation and Semantics:
Even simple prompts are interpreted semantically. Small changes in wording or structure can lead to different results. If your request is too vague, Copilot might not fully understand the intent or fail to match the right messages.

4. Permissions and Compliance Settings:
If your organization uses sensitivity labels, Microsoft Purview policies, or conditional access rules, Copilot might be restricted even if you can see the email in Outlook manually.

How to improve reliability:

Use more specific and structured prompts.
For example: "Find all emails from <email> that mention 'order' or 'purchase' and reference <Company name>."

Use Copilot in Outlook for email-related queries.
Copilot for Teams is not always optimized for deep mailbox searches, especially across folders.

Avoid switching chats or resetting the session when unnecessary.
Reusing the same chat helps maintain context.

Add metadata or keywords to important emails.
Including specific words in the subject line or using categories can make it easier for Copilot to find them.

Try filter-based prompts.
For example: "Show emails from <email> mentioning <Company name>, sorted by date."