4.2. Selecting and Referencing Resources in Prompts
💡 First Principle: Copilot is only as grounded as the resources you give it. Explicitly referencing a source is not just helpful — it is the difference between a response that reflects your actual data and one that reflects the model's general patterns.
When writing prompts in Microsoft Copilot (formerly Microsoft 365 Copilot), you have several methods to reference specific resources:
Methods for referencing resources in prompts:
| Method | How to Use | Best For |
|---|---|---|
| / (slash command) | Type / to open a file browser within the prompt field | Selecting files from OneDrive or SharePoint |
| / (by name) | Type / followed by the file, person, or meeting name | Referencing specific documents, emails, or people |
| Attach | Use the attachment button to upload or link a file | Files not already in OneDrive/SharePoint |
| Paste in context | Paste relevant text directly into the prompt | Short passages where file reference isn't practical |
Choosing the right resource type:
| If you need Copilot to use... | Reference method |
|---|---|
| A specific OneDrive document | /filename or / browse |
| A Teams meeting transcript | /meeting name in Teams Copilot |
| Emails from a specific person | /person name in Outlook Copilot |
| Current web information | Enable web search; ask Copilot to "search the web for..." |
| Multiple files together | Reference each with /; combine in one prompt |
What "appropriate resources" means in context: The exam will present scenarios and ask which resource you should reference. The right answer is always the most specific, authoritative source for the task:
- Drafting a proposal → reference your organization's proposal template and the relevant project brief
- Answering a policy question → reference the official policy document, not a past email discussion about the policy
- Analyzing sales results → reference the actual sales data file, not a previously written narrative summary
Controlling which sources Copilot may use. Referencing a resource adds it, but you can also narrow what Copilot draws on. In Copilot Chat, Add and manage sources > Change data sources lets you switch individual sources on or off, and Turn off all disables every source except web search. For licensed users, the Work IQ button (2.2.3) controls whether work data is used at all. Afterwards, check what Copilot actually used through the inline citations or the Sources button. That's how you confirm the response came from the resource you meant.
⚠️ Exam Trap: Just because Copilot can answer a question without a source reference doesn't mean it should. If an authoritative source exists (a policy document, an official report, a specification), the best practice is always to reference it explicitly — even if Copilot could generate a plausible-sounding answer from training alone.
Reflection Question: A user wants Copilot to help them answer a question about their company's expense reimbursement policy. They plan to just ask Copilot without referencing any documents. What should they do instead, and why?
