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Copilot Chat (Basic) · Handout — Frontline / Warehouse

Prepared for Bunzl Distribution

CC

Copilot Chat basic

Your pocket companion — a quick-reference and practice guide for the secure AI workspace included with Microsoft 365. No extra license required.

Enterprise Data Protection. When you see the green shield, your prompts and responses stay inside the Microsoft 365 service boundary and are never used to train foundation models.

Where to access Copilot Chat

🌐 m365copilot.com primary web
🔲 Microsoft Edge sidebar
📧 Outlook side pane
💬 Teams left nav
📱 Mobile app iOS & Android
🖥️ M365 Copilot desktop app
Full interactive guide: intelligenceamplified.work/guides/customer/bunzl

The interface

Know your way around

Fourteen things worth finding the first time you open Copilot Chat.

Annotated Copilot Chat interface with 14 numbered features
  1. New chatStart a fresh conversation with no prior context.
  2. SearchFind past chats, prompts, and content across Copilot.
  3. LibraryYour saved prompts and reusable pages in one place.
  4. AgentsSpecialized assistants for specific apps and tasks.
  5. Chat historyRevisit and continue earlier conversations.
  6. Prompt boxWhere you type your request to Copilot.
  7. File uploadAttach a document or image for Copilot to use.
  8. VoiceSpeak your prompt instead of typing it.
  9. Prompt startersSuggested prompts to spark ideas fast.
  10. Saved promptsReusable prompts you've pinned for quick access.
  11. Enterprise protection shieldConfirms your data stays in the secure M365 boundary.
  12. New chat buttonClear the screen and begin again in one click.
  13. Model selectorSwitch between fast answers and deeper reasoning.
  14. App launcherJump to your other Microsoft 365 apps.

Make it yours

Personalize Copilot once, benefit every time

Custom Instructions

Set persistent preferences that apply to every conversation — like training Copilot on your working style. Set it once; every response reflects it.

How to set it up

  1. Open the ⋯ menu (top right) → Settings
  2. Go to Personalization
  3. Toggle on Custom instructions → Edit instructions
  4. Type your preferences (or click a suggested chip)
  5. Click Save instructions
Bunzl example I'm a Bunzl account manager. Keep responses concise and action-oriented. Focus on distributor–customer conversations, true case cost, and supply continuity.

Saved Memories

Copilot learns context about you over time — your accounts, role, and goals — so it gives more relevant answers without you repeating yourself.

How to manage

In any chat, say "Add the following to memory: …". Review or remove entries under ⋯ → Settings → Personalization → Manage saved memories.

Great things to save: the customers and channels you cover, your role and division, the product categories you distribute, your preferred communication style, and recurring meeting cadences. The more Copilot knows about your work, the less prompting you need.

The framework

GCSE — the anatomy of a great prompt

G
GoalWhat you want Copilot to do.
C
ContextBackground, audience, or situation.
S
SourceFiles, data, or references to use.
E
ExpectationsFormat, tone, length, and structure.

Watch a prompt get better

Good

Help me prepare talking points for a customer account review.

Better

I'm a Bunzl account manager meeting with the procurement lead at a regional grocery chain to discuss consolidating more of their packaging, can liner, and janitorial supply spend with us for Q3. Create 5 talking points covering true case-cost savings, our 60,000+ item single-source assortment, our fill-rate and on-time delivery performance, and the working-capital benefits of our vendor-managed inventory program. Use a consultative, partnership-focused tone that positions Bunzl as a supply-chain partner, not just a vendor.

Best

I'm a Bunzl account manager preparing for a quarterly business review with the procurement director at FreshMart Grocery, a 200-store regional chain. Bunzl is their primary distributor for foodservice disposables, can liners, and janitorial supplies, and we've been consolidating more of their nonfood spend over the past year. Review /FreshMart-Q2-Account-Review.xlsx for the latest case volume, fill-rate, and cost-savings data and create 5 talking points covering: documented true case-cost savings we've delivered this quarter, our fill rate and on-time delivery vs. SLA, two SKU-consolidation or sustainable-swap opportunities for Q3, and one supply-risk area we can help them de-risk. Format as a numbered list with a one-sentence executive summary at the top. Keep the tone confident but collaborative — this customer values data and brevity.

Notice how each step adds Goal → Context → Source → Expectations. You rarely nail it on the first try — that's normal. Iterate.

Quick reference

The cheat sheet

7 rules for better prompts

  • 1
    Let it interview youFor complex or context-heavy prompts, ask Copilot to pose 5 clarifying questions before it answers — then it builds on your goal instead of guessing.
  • 2
    Break it downMulti-step prompts beat one complex prompt. Review and refine between steps.
  • 3
    Assign a personaTell Copilot who to 'be' for more specialized, targeted answers.
  • 4
    Ask what it needsWhen stuck, ask Copilot what context would help most.
  • 5
    Think end-to-endDon't just ask for a table of action items — ask for the whole follow-up email that includes it.
  • 6
    ExperimentTry different structures, tones, and follow-ups. Curiosity reveals new capability.
  • 7
    Iterate alwaysYour first result is a draft, not a final answer. Refine, adjust, repeat.

6 power techniques

  • ▸
    Keep the conversation goingBuild on what Copilot gave you with follow-ups — don't start over.
  • ▸
    Give specific instructionsTell Copilot what to include AND what to leave out.
  • ▸
    Break it into stepsStage complex tasks instead of cramming everything into one prompt.
  • ▸
    Assign a personaTell Copilot who to 'be' for specialized, targeted answers.
  • ▸
    Use templates of goodGive Copilot an example document to follow for structure and tone.
  • ▸
    Ask Copilot what it needsWhen you're stuck, let Copilot help you write the prompt.
Open Copilot Chat m365copilot.com
Full guide · intelligenceamplified.work/guides/customer/bunzl
🏭

Role add-on

Frontline / Warehouse · a day in the life

Shift prep, quick reference, incident reports, and training.

6:00 AM

☀️Shift Prep

Generate an opening checklist for your DC.

PromptCreate a comprehensive shift-opening checklist for a warehouse supervisor at a distribution center. Include sections for: Safety & Compliance (4 items — check forklift inspections, verify clear aisles and dock areas, confirm PPE availability, review any open incident reports), Inbound & Putaway (4 items — verify overnight receipts, check for damaged pallets, confirm putaway locations, flag temperature-sensitive items), Outbound & Pick N Pack (3 items — review today's order volume, confirm staffing by zone, check for backorders or substitutions), and Communication (3 items — brief the team on priorities, note any equipment issues, log the shift handoff). Format each item as a checkbox-style line. Keep the language simple and action-oriented.
9:00 AM

📋Quick Reference

Get a plain-language explanation of a policy.

PromptDraft a simple, customer-friendly explanation of a standard product return and credit policy for distribution customers. Cover these scenarios: damaged product found on delivery, product past its expiration date, product recalled by the manufacturer, and overstock or discontinued items. Format as a quick-reference card with each scenario as a separate section including What to Do and Who to Contact. Use a helpful, professional tone I can reference while talking to a customer — and if I paste our actual policy, tailor it to match.
12:30 PM

📝Incident Reporting

Draft a structured incident report on the floor.

PromptHelp me write a warehouse incident report. Details: At [e.g., Distribution Center #12] today, [describe what happened, e.g., a loaded pallet shifted off a forklift in the outbound staging area]. [describe any injury or damage, e.g., no injuries, but two cases were damaged and an aisle was blocked for about 20 minutes]. I spoke with [who was involved, e.g., the forklift operator and the shift lead] about what happened. Format the report with sections for: Incident Summary, Location/Date/Time, What Happened, People Involved, Injuries or Damage, Immediate Actions Taken, Photos Needed (leave blank), and Recommended Follow-Up to prevent recurrence.
3:00 PM

📚Training

Create an on-the-go training guide for a new process.

PromptI'm writing a training guide for our warehouse team on a new handheld scanning and pick-verification process. Create a clear step-by-step guide a team member can follow on the floor. Include: equipment and login requirements, how to start a pick assignment, how to scan and verify items against the order, how to flag a short-pick or substitution, how to report a damaged item with a photo, and how to close out and confirm an order for shipping. Use numbered steps with brief descriptions. Keep each step to 1-2 sentences max.