Automate with Ease Using Scheduled Prompts in Microsoft Copilot for Microsoft 365

Overview

Microsoft Copilot for Microsoft 365 is getting a new feature: Scheduled prompts! This lets you set Copilot prompts to run automatically at specific times and intervals within Microsoft Teams, Office.com/chat [invalid URL removed] (link removed as potentially invalid), and web/desktop versions of Outlook. But there’s a catch: you’ll need a Microsoft Copilot for Microsoft 365 license and a Standard Microsoft Power Automate license to use it.

When this will happen

The Scheduled Prompts feature will be available to all users worldwide starting in early October 2024. Microsoft expects the rollout to be completed by late October 2024.

How this will affect your organization

This feature will introduce new capabilities and considerations for your organization:

• Before the update: Users could not automate Copilot tasks based on a schedule.
• After the update: Users can schedule Copilot prompts to run automatically. However, this functionality requires additional licenses and involves sharing user data with Power Automate and Power Platform.

New Scheduled prompts feature

Managing Scheduled Prompts as an Admin: A Simplified Guide

The new Scheduled Prompt feature in Microsoft Copilot for Microsoft 365 offers a convenient way to automate tasks. Here’s what you need to know as an administrator to ensure your organization can leverage this functionality:

The Good News:

• No action required for basic functionality: By default, the Scheduled prompts feature is automatically included in the “Optional Connected Experiences” admin setting, which is already enabled by default. This means you don’t need to take additional steps to make the feature available to your users if they have the necessary licenses.

Additional Control for Admins (Optional):

• Access and manage settings: Starting in mid-September 2024, you can access and manage the “Optional Connected Experiences” setting through two convenient locations:
  • office.com: This online portal provides a centralized hub for managing various Microsoft 365 settings.
  • Microsoft 365 admin center: Navigate to the Copilot section and select “Settings.” This option lets you manage Copilot settings directly within the Microsoft 365 admin center.

Disabling the Feature (Optional)

• Opting out: If you prefer to disable the Scheduled Prompt feature for your organization, you can do so through either of the mentioned locations (config.office.com or Copilot > Settings in the Microsoft 365 admin center). For detailed instructions, refer to the “Admin controls for optional connected experiences” documentation. Disabling “Optional Connected Experiences” will prevent anyone in your organization from seeing the Scheduled Prompt feature within Copilot.

Admins can access the Optional connected experiences setting in the Copilot > Settings in the Microsoft 365 admin center.

Managing User Access to Scheduled Prompts and Data Security

While the Scheduled Prompt feature in Microsoft Copilot for Microsoft 365 offers automation benefits, you may prefer to disable it for your organization. Here’s a breakdown of the options and data security considerations:

Disabling Scheduled Prompts:

• Opt-out flexibility: If you choose not to offer Scheduled prompts to your users, you can easily disable the feature through two methods:
  1. Navigate to office.com. This online portal provides a centralized location for managing your Microsoft 365 settings.
  2. Access the Microsoft 365 admin center, locate the Copilot section, and select Settings. This offers direct management within the admin center.

Data Security and Power Platform:

• Data protection importance: When using Scheduled prompts, user prompt information gets sent to the Power Automate and Power Platform system. To minimize the risk of exposing organizational data, it’s highly recommended that a data policy be created within the Power Platform admin center.
• Data policy benefits: As an administrator, a data policy empowers you to control access to these connectors in various ways. This helps you define who can utilize these features and minimize potential security risks within your organization.
• Learning resources: To better understand data policies within Power Platform, refer to the official Microsoft resource: Data policies – Power Platform | Microsoft Learn.

Apply suggestions for Coaching by Copilot in Microsoft Outlook

Microsoft Outlook is introducing a new “Apply All” feature for its Coaching by Copilot functionality. This update allows users to implement all suggested email improvements with a single click quickly. The feature is expected to roll out between late July and early September 2024 and will be available on new Outlook versions for web, mobile, and Mac. To utilize this feature, users will need an active Copilot license.

How this will affect your organization:

The “Apply All” feature empowers users to implement coaching suggestions provided by Copilot quickly. Once users run Coaching by Copilot on an email draft, they’ll find a convenient “Apply All” button. Clicking this button generates a new email draft incorporating all suggested edits. Users can accept or reject this new draft, replacing their original draft if desired.

Important Notes:

• This feature is exclusively available in newer versions of Outlook, including web, mobile, and Mac platforms.
• An active Copilot license is required to access and utilize the “Apply All” functionality.
• Classic Outlook versions do not support this feature.

For more information, see Email coaching with Copilot in Outlook – Microsoft Support.

New Outlook: Coach rewrite

New Outlook: Coach rewrite

Enable a Copilot adoption community in Viva Engage

Microsoft has introduced a dedicated Viva Engage community to foster a successful Copilot adoption. This centralized platform empowers network admins and communicators to create a space where users can ask questions, share knowledge, and seek support related to Microsoft 365 Copilot. By facilitating open dialogue and collaboration, this community aims to accelerate the adoption of Copilot across the organization.

Enable a Copilot adoption community in Viva Engage

Expanded availability of the Microsoft Copilot Dashboard

Microsoft has expanded access to the Copilot Dashboard. Previously requiring a Viva Insights premium license, the dashboard is now included with Copilot for Microsoft 365 licenses. This change provides broader visibility into Copilot usage and impact across the organization. Additionally, Microsoft has simplified admin controls for easier management.

Expanded availability of the Microsoft Copilot Dashboard

Turn prompt inspiration into action with Copilot Lab

Copilot Lab is your launchpad for AI-powered productivity. This platform offers a collection of pre-built prompts to help you get started with Copilot. Soon, you can seamlessly test these prompts directly within your favorite Microsoft 365 apps like Word, PowerPoint, Excel, and the Graph-grounded chat interface. This new “Try it” feature simplifies the process of experimenting with different prompts, allowing you to see how they can enhance your workflow quickly.

Turn prompt inspiration into action with Copilot Lab

Conclusion

Microsoft Copilot is a powerful tool that helps users unlock their full potential.

Drop a query if you have any questions regarding Microsoft Copilot and we will get back to you quickly.

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