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 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 |
| @ mention | 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 @ or /; 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
⚠️ 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?
