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Copilot Chat (Basic) · Handout — Manager

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

Manager · a day in the life

Standups, documentation, coaching, and reporting.

8:30 AM

☀️Team Standup Prep

Generate a reusable huddle agenda in seconds.

PromptCreate an agenda for a 15-minute Monday morning huddle with my team of 8 account managers covering grocery and convenience-store customers. Include sections for: last week's wins (new accounts won or cost-savings delivered), this week's priorities (customer business reviews, site visits, or VMI rollouts), and any blockers needing escalation (backorders, pricing issues, service complaints). Format as a reusable template. Keep each section to 2-3 bullet points max.
11:00 AM

📝Documentation

Turn raw meeting notes into structured action items.

PromptI just finished a 45-minute joint business planning session with the [e.g., Kroger] procurement lead about their packaging and janitorial supply program. Here are my notes from the meeting: [paste your meeting notes here]. Transform these into a professional meeting summary with three sections: Key Decisions Made (table format), Action Items (table with Owner, Task, Due Date columns), and Open Questions for the Next Review (bulleted list).
2:00 PM

👥People Management

Build a fair, growth-oriented feedback template.

PromptI'm a regional sales manager preparing for quarterly performance reviews with my team of [e.g., 8] account managers covering [e.g., grocery and convenience-store] customers. Create a structured feedback template tailored to distribution sales that includes: Sales Performance & Impact (3 bullets covering revenue/quota attainment, new accounts won, and cost savings delivered to customers), Growth Opportunities (2 bullets with specific development actions like customer business-review skills or category/VMI knowledge), Goals for Next Quarter (3 measurable goals tied to revenue, account retention, and customer satisfaction), and a Coaching Notes section. Use a supportive and growth-oriented tone.
4:30 PM

📊Reporting

Synthesize raw numbers into an executive summary.

PromptCreate a Q2 territory performance summary for my VP of Sales. Our team of [e.g., 8] account managers covers [e.g., 1,200] grocery and convenience-store customers across the [e.g., Midwest] region. Here are our key numbers: [paste your quarterly metrics or upload your performance spreadsheet]. Include sections for: Key Metrics (format as a table with Metric, Target, Actual, % to Goal columns — include metrics for revenue, fill rate, new accounts won, and cost savings delivered), Top Achievements (3-4 bullets highlighting specific account wins), Challenges & Mitigations (2-3 bullets about competitive threats or service gaps), and Priorities for Q3 (numbered list). Keep the tone professional and results-focused.