Domain 2 of 3 · Chapter 2 of 4

Saving, Scheduling, and Sharing Prompts

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Included in this chapter:

  • Save a prompt so you can rerun it
  • Schedule a prompt to run on its own
  • Share a prompt with your team
  • Exam-pattern recognition: pick the right action

Save vs Schedule vs Share a prompt

AspectSaveScheduleShare
Question it answersRun it again myselfRun it on its own on a cadenceLet my team run it
How to startHover, select Save promptHover, select Schedule this promptIn Your prompts, hover, select Share prompt
Where it landsYour prompts tabScheduled prompts listTeam prompts tab (for recipients)
Who can reuse itJust youJust you (runs automatically)Everyone in the chosen team
Runs automatically?No, you rerun itYes, at the set time and frequencyNo, each teammate runs it
Notable limitNone statedUp to 10 scheduled prompts; Copilot licenseShared to a team, not to individuals

Decision tree

Mainly want to rerunthe prompt yourself?YesSaveLands in Your prompts; rerun anytimeNoRun automaticallyand email you?YesSchedule this promptSet time and frequency,choose email notificationNoTeam should use thesame prompt?YesShare to teamAppears under Team promptsfor everyone on itNoJust type it as aone-off questionAll three actions start by hovering over the prompt in Prompt Gallery.Save is the foundation: you schedule or share a prompt you already saved.Scheduling needs a Microsoft 365 Copilot license and allows up to 10 scheduled prompts.
Cheat sheet

Cheat sheet

  • Save, schedule, and share are three hover actions on a prompt
  • Saving a prompt files it under Your prompts for reuse
  • Prompt Gallery sorts prompts into Suggested, Your prompts, and Team prompts
  • Schedule this prompt makes Copilot run a prompt automatically
  • A scheduled prompt can email you the result when it is ready
  • Scheduled prompts run across Copilot Chat, Teams, and Outlook
  • A user can keep up to 10 scheduled prompts
  • Scheduling a prompt requires a Microsoft 365 Copilot license
  • Scheduled prompts depend on optional connected experiences being on
  • Manage scheduled prompts from the Copilot chats and more menu
  • Sharing a prompt publishes it to a specific team, not a person or the whole org
  • Sharing a prompt shares the prompt, not its answer
  • Sharing exists to keep a team's prompts consistent
  • Reuse a single prompt, do not build an agent
  • One-off questions need no save, schedule, or share

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References

  1. https://learn.microsoft.com/en-us/microsoft-365/copilot/copilot-prompt-gallery
  2. https://support.microsoft.com/topic/29dfd5fb-211a-4515-88a6-730b8074e489
  3. https://learn.microsoft.com/en-us/microsoft-365/copilot/scheduled-prompts
  4. https://support.microsoft.com/topic/2fa7a228-8645-4dc4-beec-d75d6d0bc752