If you're saying "Copilot doesn't work," please apply these settings immediately.
Answers are too long. Emails are stiff. Meeting minutes lack owners and deadlines.
Aren't you ending up fixing things yourself, thinking "It's faster to do it myself"?
But those fixes might be repetitive tasks that don't need to be done every time.
"Answer in Japanese, conclusion first, keep it short"
"No preamble needed for emails"
"Include decisions, owners, and deadlines in meeting summaries"
Some of these instructions can be registered as settings in advance.
Moreover, the place to configure isn't just Chat. Outlook has email tone settings, Excel has number handling settings, Teams has meeting summary templates. Each app has settings to reduce repetitive manual edits.
Before memorizing complex prompts, set up what you always fix beforehand.
This article compiles copy-paste-ready setting texts and where to configure them.
You don't need to do everything. Start with the first three settings. After that, focus on the apps you use most.
Before closing the door on "it doesn't work," try one setting in your daily workflow.
Target Audience and Verification Date
Verified against Microsoft official information as of October 5, 2026. Target is business-use Copilot accessed via company accounts. Available features vary by contract, company admin settings, app, and rollout status.
Procedures assume PC usage; English labels are included for easier navigation. Setting texts are practical examples. Replace parts like [Department/Role] with your specific job details.
Before we begin, a quick announcement:
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- AI-powered work efficiency tips
- Specific ways to use AI in jobs
- Practical examples of AI side hustles and monetization If you're stuck just "asking questions," join now. 👉 https://x.gd/yVPeS Now, let's dive into the main content ↓↓↓
1. First Thing to Know: There Isn't Just One Place to Configure
The first key point is separating general preferences from job-specific rules.
"Please answer in Japanese" and "Use this document for this month's report" are different types of instructions.
The former is a general preference. The latter is a condition for that specific task.
Be aware of this difference when choosing where to register.
Custom instructions, app-specific instructions, and project-specific instructions are stored in different places. Don't assume saving common Chat instructions will standardize all app workflows.
First, register short general preferences. Then add dedicated settings for frequently used tasks.
2. Start Here: The First Three Settings
Setting ① Register "Conclusion First, Keep It Short"
Are you specifying answer formatting every time you ask Copilot?
Consolidate this into custom instructions.
Where to Configure
In Business Copilot Chat, navigate: [... ] → [Chat settings] → [Personalization] → [Custom instructions] → [Edit instructions].
Enter instructions, save, and ensure custom instructions are turned on.
Copy-Paste Setting Text
``text
Please answer in Japanese by default.
State the conclusion first, followed by reasons and specific steps.
Keep answers short for simple questions, but include necessary explanations for complex ones.
Separate facts, speculation, and suggestions.
Do not fabricate unverifiable numbers, dates, or sources; state if unknown.
Explicitly mention missing critical assumptions.
When asked to write text, provide the ready-to-use final draft before explanations.
``
Key point: Distinguish between situations needing brevity and those needing detail. Fixing "under 100 characters" might cut essential context. Start with "conclusion first" and "short for simple queries."
Test After Saving
Send a typical question in a new chat without adding "Japanese" or "conclusion first":
``text
Tell me what to organize first when proposing process improvements to my boss.
``
Check if it follows the desired order and length.
Caution
Don't stuff confidential or monthly-specific info into common instructions. Even with "don't fabricate info," hallucinations aren't fully prevented. Always verify generated numbers/facts against sources. Reduce repetitive formatting instructions, not the questions themselves.
Setting ② Stop Re-explaining Your Job Every Time
If you start chats with "I'm in Sales Planning" or "I make monthly reports," check Saved Memories.
Copilot remembers roles/preferences for future answers. You can ask it to remember specific info, but don't store everything.
Criterion: Will this still apply next month?
Where to Configure
[... ] → [Chat settings] → [Personalization] → [Saved memories] → [Manage saved memories]. Review and delete incorrect/outdated entries.
Example Memory Text
Use only relevant parts compliant with company rules:
``text
Remember these premises for future answers.
I handle [Department/Role].
Main duties: performance aggregation, meeting materials, internal/external emails.
Prefer actionable suggestions (what to do/check) over abstract explanations.
Monthly actuals and project status change; do not treat past conversation numbers as current data.
``
Verify saved content matches intent.
Common Pitfall
Turning off memory ≠ deleting saved memories. Off mode keeps existing data. Delete unwanted items manually. Also, personalization based on chat history/work data exists separately. If old info appears after clearing memory, check those settings too.
Memory isn't just an on/off switch; it's about ensuring correct premises remain.
Setting ③ Fix Generic Answers to Internal Questions
Asking "What are the issues with this project?" yields generic advice like "Strengthen collaboration." Check what sources are accessible, not just how you phrase questions.
Business Copilot Chat manages Work IQ (internal emails/meetings/docs) and public web search separately.
Check Internal Info Access
In Copilot Chat input bar: [+ / Add and manage sources] → [Change data sources]. Verify Work IQ/source status. Broad internal access requires specific Copilot contracts.
Check Web Search
[... ] → [Chat settings] → [Personalization] → [Advanced] → [Web search]. Company restrictions may override user settings.
Note: [Turn off all] in data sources does NOT disable web search. Officially, it disables non-web sources. Check web search status separately when focusing on specified docs.
Test with Explicit Docs
For monthly reports:
``text
Based on the attached actuals file, summarize period actuals, gap vs target, and points needing verification. Include period/units for numbers. Do not assert causes absent in docs; list as hypotheses. Cite source doc names/sections.
``
After answering, verify citations/[Sources] links.
If Work IQ Unavailable?
Broad internal access differs from uploaded-file Q&A. Some Copilot Chat tiers allow file uploads without extra licenses. If settings are missing, start by attaching/specifying files per company policy.
If Copilot seems unaware of your company, first check "what company info you're showing it."
3. Next, Configure Only Frequently Used Apps
No need to read all. Pick your biggest pain point.
Setting ④ Outlook | Define Email Tone in Advance
Tired of cutting long preambles/excessive politeness? Register draft-specific instructions instead of editing each time.
Where to Configure
New Outlook official path: Menu next to Copilot icon → [Settings] → [Draft Instructions]. Toggle [Use custom instructions when drafting email], enter text, save. Requires eligible license.
Copy-Paste Setting Text
``text
Business emails: polite, natural Japanese. Brief greeting, then get to the point quickly. Avoid long preambles, excessive honorifics, repetition. For requests, clearly state action required and deadline. Separate multiple confirmation items. Do not auto-fill dates, amounts, names, or unagreed actions; flag missing info for confirmation. Create signatures only if specified.
``
Test Same Request
``text
Draft email asking vendor to review quote. Deadline: [Date]. Items to confirm: Amount, Delivery date.
``
Check preamble length, clarity of request, deadline placement. If you often cut "Sorry to bother you during your busy schedule...", see if edits decrease.
If settings unavailable, paste text into draft request (not saved). Reduce tone edits, but never skip verifying recipients/dates/amounts/attachments. Post-generation review remains mandatory per Microsoft guidelines.
Setting ⑤ Outlook | Teach Importance Criteria
Importance isn't just sender rank. It's emails blocking your workflow, near-deadline approvals, or project issues. Teach Prioritize feature.
Where to Configure
Supported Outlook: [Settings] → [Copilot] → [Prioritize]. First enable via menu next to Copilot button. Requires at least one high-priority rule.
High Priority Example
``text
Emails requiring my reply/approval/action within 3 days. Emails about blockers/complaints/deadline changes for my projects. Emails needing my decision/prep before next meeting.
``
Low Priority Example
``text
Regular notifications/ads needing no action. Broadcasts for reference only. Exception: If containing specific requests/deadlines for me, do NOT mark low priority.
``
Describe content criteria, not just keywords like "Important"/"Ad".
Post-Config Notes
Applies to NEW incoming emails only. No bulk re-evaluation of past mail. Excludes emails moved by inbox rules. Initial week: Continue normal checks to calibrate accuracy. Goal: Easier triage, not guaranteed zero misses.
Setting ⑥ Excel | Standardize Numbers/Dates/Blanks
Repeatedly saying "Date format X," "Don't fill blanks," "Show formulas"? Use Personalization.
Where to Configure
Excel Copilot panel: Top-right [...] → [Personalization] → Enter instructions → [Save]. Stored to account, applies to future requests/books. Not saved in book itself; not shared automatically.
Copy-Paste Setting Text
``text
Label aggregation results with period/units. Default date format yyyy/mm/dd. Distinguish blank/unentered/zero; do not replace blanks with zero. Retain verifiable formulas for calculations. Explain before modifying original data/formulas. Report changed sheets/cells/additions briefly after work.
``
Register display/workflow preferences. Specify changing conditions (e.g., "Aggregate September") per request.
Test on Copy First
Open test copy, request one aggregation:
``text
Summarize department totals in new sheet. Confirm period/units/blank meaning before aggregating. Do not modify original data.
``
Verify totals match, blank handling correct, formulas/changes visible.
Anxious About Auto-Edits? Check Modes
Supported Excel offers Plan (review), Chat only (analyze/no edit), besides direct edit. Choose non-edit modes for consultation.
For Advanced Users
Book-specific Rules (.Rules sheet col A, English support, hidden sheets ignored) and Skills (English UI requirement) exist. Not essential for beginners. Start with Personalization + test copy.
Setting ⑦ Teams | Define Usable Summary Template
Minutes unclear on "Who does What by When?" Fix recording setup AND summary template together.
Ensure Post-Meeting Accessibility
Organizers check Copilot meeting options. To use transcripts post-meeting, select [During and after the meeting] + enable transcription. "During only" without transcript limits post-meeting reference. Participants cannot change; ask organizer.
Start Transcript, Match Language
During meeting: [More actions] → [Record & Transcribe] → [Start transcribing]. Set spoken language to Japanese for JP meetings. Recording not strictly required for transcript-only. Follow company rules.
Save Summary Template
Supported env: Post-meeting → [Recap] → [Custom summary] → [Create template]. Enter format, preview, [Save and Apply] with name.
Copy-Paste Summary Template
``text
Organize meeting content in this order:
1. Decisions: Formally agreed items.
2. Actions: Table of Task/Owner/Deadline. Mark 'Undecided' if not in record.
3. Open Issues: Undecided items + additional checks needed.
4. Key Points: Disagreements + brief reasons.
Do not turn proposals into decisions. Do not guess unclear names/numbers; list as verification items.
``
Name templates descriptively (e.g., "Weekly Sync - Decisions & Owners"). Recurring series inherit saved format.
Final Check Against Transcript
Watch for shifts: "Consider" → "Implement"? "Next week approx" → "Friday deadline"? Wrong owner assigned?
If Custom summary unavailable but post-meeting Copilot works, paste same text as request (not template registration).
Reduce time spent rebuilding "Who/What/When," not just reading time.
Setting ⑧ Notebooks | Consolidate Project Docs/Rules
Attaching actuals, explaining rules, sharing last report every month? Group into project Notebooks.
Notebooks gather related docs for answers/drafts. Eligible users can create; requires OneDrive/SharePoint plan. Sources depend on contract.
Example: Monthly Report Notebook
Create new Notebook in Business Copilot. Select ONLY relevant docs: current actuals, rules, last report, decision memos. Don't dump entire dept folder initially.
Accessible content = added locations/files you have rights to. No auto-gathering of unseen internal info.
Register Project-Specific Instructions
Open Notebook in Copilot app: Top-right [...] → [Instructions]. Or OneNote: Menu next to notebook name → [Copilot instructions].
Copy-Paste Setting Text
``text
This notebook is for creating monthly performance reports.
Structure: Actuals / Gap vs Target / Verified Factors / Next Steps.
Use current period actuals file as numerical basis.
Use last report for structure reference only; do not reuse past numbers as current actuals.
List causes absent in docs as hypotheses.
Label numbers with period/unit/source doc.
If docs conflict, show discrepancy; do not pick one arbitrarily.
``
Request example:
``text
Draft monthly report for current period. First, state source docs/period used for numbers.
``
Review Docs Monthly
Rename files clearly: "Oct 2026 Actuals - Final" vs vague "Latest." Label archived files "Comparison"/"Structure Ref."
Check sharing permissions for referenced docs, not just notebook. Adding docs may invite others to linked files.
Common Custom Instructions = "My Preferences." Notebook Instructions = "Project Agreements." Separation prevents stuffing all project contexts into global settings.
Setting ⑨ PowerPoint | Separate Look from Workflow
Asked for "Company-style deck" but colors/layout wrong? Separate visual template from creation steps.
Start with Company Template
Use designated template if available. Layout/theme/sample slides guide visual consistency.
Pitfall: Text inside placeholders is NOT treated as instructions by Microsoft. Visuals = Template. Creation logic = Prompt/Skill.
Save Repetitive Steps as Skill
Skills store repeatable procedures. Supported PowerPoint: Copilot input [+] → [Choose skills] → [Manage skills] → [Add skill]. Paste form or upload file.
Example Skill (monthly-report-check):
``text
---
name: monthly-report-check
description: Use for checking structure/numbers/decisions in monthly report decks.
---
# Monthly Report Deck Check
1. Confirm audience/decision goal.
2. Check flow: Conclusion -> Actuals -> Factors -> Actions -> Ask.
3. Verify numbers have period/unit/source.
4. Ensure facts/hypotheses separated.
5. Check actions have owner/deadline.
6. Flag unclear info as verification items.
7. Initially suggest edits with slide numbers; do not modify yet.
``
Select skill via [Choose skills], request:
``text
Suggest edits for this deck. Do not modify slides yet.
``
If Skills unavailable, paste steps into prompt each time.
Brand Kit selection ([+] → [Select brand]) uses approved templates/colors/fonts/assets.
Don't rely solely on "Make it company-style." Pass visuals and procedures separately.
4. For Advanced Users: Cowork Sets Procedures & Permissions
Not mandatory for everyone. Requires specific licenses, environment enablement, pay-as-you-go. Confirm scope/cost with IT.
Configure mainly these four:
Preferences | Basic Work Rules
Cowork → [Customize] → [Preferences]. Store fundamental instructions used every session. Keep concise/non-contradictory.
``text
Confirm purpose/sources/output before starting.
Explain necessity before modifying originals.
Specify output location/filename.
Require confirmation for sending emails/sharing/modifying existing files.
Report created items/changes/unverified points upon completion.
``
Guides workflow, not security substitute.
Skills | Repeatable Procedures
[Customize] → [Skills] → [Add]/[Create new]. Build skills after testing manually to solidify steps.
Example request:
``text
Create skill 'Weekly Report Draft'. From specified progress docs, summarize completed/delayed/next week/asks for boss. Separate facts/projections. Output draft for review; no sending/sharing.
``
Save confirmed sequences, not vague ideas.
Permissions | Track Approvals
Actions like sending/scheduling require viewing/approving execution details. [Always allow] applies to current session only, not permanent global permission. Manage/revoke via [Permissions] panel. Editing cloud files may update shared versions; test on copies first.
Automations | Schedule Verified Tasks
Define recurring tasks/frequency via [Automations].
``text
Every Friday 4 PM JST, run 'Weekly Report Draft'. Period: Mon to execution time. Output for my review; no send/share.
``
Verify time/period/location/approvals at registration. "Worked once" ≠ "Safe to automate weekly."
Model choice: Start with Auto. Max reasoning isn't always best for quality/speed/cost balance.
5. Troubleshooting Missing/Non-Working Settings
Don't blame yourself if settings vanish.
First, check button location changes (Word/Excel/PPT bottom-right vs ribbon).
Still missing? Check sequence:
- Signed in with company account?
- License assigned to you?
- Correct app/version/update channel?
- Company allows feature/connection?
- Feature rolled out to your tenant? Conditions vary. Contact IT for admin-controlled items.
Outlook Draft Feature Unavailable
Plain text emails excluded from [Draft with Copilot] in New Outlook/Web. Check [Settings] → [Mail] → [Compose and reply] for HTML format. Respect company mandates.
Excel Edits Not Working
Official FAQ: Copilot edits supported only when Calculation is [Automatic]. Manual calc books require impact assessment before change.
Desktop Version Only Fails
Check update channel (Office update method). On managed PCs, consult IT; don't change channels yourself. Test Web version to isolate cause.
Company Docs Not Referenced
Check access rights/storage location/info protection settings. Do not bypass network/protection limits. Verify privacy settings (connected experiences) affecting Copilot availability.
IT Support Request Template
Instead of "Copilot broken," provide:
``text
App: [Name]
Feature: [Name]
Issue: [Missing/Error]
Account: [Type]
Version: [Number]
Steps Tried: [Details]
Error Message: [Text]
Web Version Behavior: [Same/Different]
Please check license assignment, admin settings, version compatibility, rollout status.
``
6. Things You DON'T Need to Do with "God Settings"
No need to configure everything.
Don't enable all features. Activating unused sources/memory isn't the goal.
Don't max out reasoning always. Short drafts vs multi-doc analysis differ.
Don't cram all project contexts into common instructions. Separate preferences from project rules.
Don't skip verification because settings applied. Especially for polished outputs, check numbers/facts.
Don't disable info protection for accuracy. Verify proper permissions/company rules for inaccessible docs.
Settings aren't to make Copilot omnipotent. They prevent re-explaining premises every time. Output review remains necessary.
7. Finally: Set One Today, Test Same Task
Today's action: Pick ONE frequent fix, apply setting, test identical request before/after.
Cutting email preambles? → Outlook Draft Instructions.
Adding owners/deadlines to minutes? → Teams Summary Template.
Re-explaining project background? → Notebooks.
Check three things:
- Required info present?
- Numbers/facts accurate?
- Manual edits reduced? If change unclear, rewrite ONE repetitive fix specifically before adding more settings. No need to trust Copilot with everything instantly. Start by reducing one routine manual correction. Thanks for reading. We share AI work efficiency/side hustle examples in free open chat. Free bonuses included. 【Free Bonuses】 ① AI Work Design Complete Guide ② ChatGPT Human-like Writing Prompts Top 10 ③ Codex Initial Setup Guide ④ Claude Code Initial Setup Guide ⑤ Claude Intro ⑥ ChatGPT/Work/Codex Intro ⑦ Microsoft Copilot Intro ⑧ 100 Work-Ready Prompts ⑨ 4 Major AI Usage Cheat Sheet ⑩ AI Side Hustle Start Guide Join to become an AI user 👇 https://x.gd/yVPeS
Reference Links
Business Copilot Requirements/Licenses
Personalization/Temporary Chat/Data Retention
