Copilot Agents: From Prompts to Agents

AI is changing how we work, but knowing when to use a prompt versus building an agent can make or break your productivity. In our recent webinar with Michael Goad and Jim Warner, we broke down prompt best practices, explained the differences between prompts and agents, and shared real-world examples using Copilot Studio Lite and Full.

Prompting: Get the Most Out of Copilot

Key Principles for Effective Prompts:

• Be Clear and Specific: Treat Copilot like a teammate. Give direct instructions. The more precise you are, the better the results.
• Provide Context: Include business scenario, audience, and relevant background. Context helps Copilot deliver answers that fit your needs.
• Define Output Format: Want a bulleted list, table, or summary? Say so. Visualize the output before you prompt, then describe it.
• Set Constraints: Limit word count, specify tone, and exclude unwanted elements (like emojis). Guardrails lead to better output.
• Use Role or Perspective: Frame prompts from a specific role (e.g., “Act as a clinical manager”). This tailors responses to your audience.
• Break Down Complex Tasks: Split multi-step requests into smaller prompts. Iterate and refine as you go.
• Avoid Ambiguity: Skip vague terms like “make better.” Be as descriptive as you would with a coworker or even a child—clear instructions matter.

Example:

• Bad Prompt: “Tell me about marketing.”
• Good Prompt: “Rewrite this email for a healthcare executive. Keep it under 150 words, professional tone, ready to send.”

If writing prompts feels like a chore, use Copilot to help you craft them. Microsoft’s Prompt Coach agent can guide you through building better prompts. 

When to Use Prompts vs. Agents

Prompts Work Best For:

• Quick answers (“What does this acronym mean?”)
• Summarizing documents or emails
• Light automation (drafting follow-ups)
• Single-turn, transactional tasks

Agents Are Better For:

• Persistent memory and formatting
• Complex decision-making and workflows
• Connecting to third-party systems (ServiceNow, Workday)
• Repeatable business processes

Real Example: Michael built a “Boss Buddy” agent to automate his weekly 1:1 summaries. Instead of pasting a long prompt every time, he now gets a consistent, formatted report with just a few clicks.

Common Agent Use Cases

1. Document Search Agents: Find policies, SOWs, or benefits info across SharePoint and Teams. Cuts search time from 30 minutes to a few.
2. Training & Communication Agents: Surface onboarding checklists or training materials in the right format, grounded in organizational policies.
3. Legal & Review Agents: Compare contracts, redline documents, and structure reports. Easier than advanced prompting—just build once and reuse.

Tip: Start small. Build an agent for a single process, get feedback, and expand as needed. Don’t overthink—iterate and improve. 

Building Agents in Copilot Studio

• Use templates or start from scratch.
• Focus on detailed instructions: tone, rules, guidelines, and knowledge sources.
• Ground agents in specific data (SharePoint, Teams, email, uploaded files).
• Add suggested prompts to help users get started.
• Share agents with individuals, groups, or the whole organization.
• Update and publish as needs change.

For advanced scenarios, Copilot Studio lets you add connectors, triggers, and custom APIs. You can automate actions (like creating tickets in ServiceNow) and build autonomous agents that respond to events without manual prompts.