How NOT to use Microsoft 365 Copilot – Summarize

You have seen all the buzz about Microsoft 365 Copilot and how it can change the way you work. But let’s be honest, for every amazing example of summary mastery, there are also those, well… less ideal ones. Using Copilot effectively is an art, and sometimes it’s helpful to know what not to do. Below, we explore some common missteps people take when using Microsoft 365 Copilot summaries.

1. Only using summarize without specificity
One of the most common mistakes is asking Copilot to summarize without providing enough detail. For instance, if you just use the command “Summarize,” the results will likely be generic and unhelpful. Instead, think about your purpose. Why do you need this summary? Who is it for? Are you sharing it with your team, or using it to create action items? Adding these details to your request will help you get a more useful summary. For example, instead of just “Summarize,” say “Summarize the action points from this meeting for the Marketing Team.”

2. Not thinking about the end goal
Always start by asking yourself: What is my end goal with this summary? If you don’t know what you’re trying to achieve, Copilot can’t deliver what you need. Whether it’s understanding key decisions from a meeting, creating a task list, or giving a brief update, clarifying your goal will make Copilot more effective. For instance, “Summarize the customer feedback to identify top complaints” is much clearer than a generic request.

3. Being too general
Requests like “Summarize the meeting” are too broad. Meetings often contain a lot of information, and Copilot needs guidance on what matters most to you. Are you interested in action items, decisions made, or follow-up tasks? Be as specific as possible. Try “Summarize the key action points and decisions from the Project Status Meeting.” This will save you time and help you get exactly what you need.

4. Failing to use summaries as a foundation
Copilot’s summaries are not the final product—they are a starting point. A good summary can save you time by reducing content, but it still requires your input. Add your personal insights, refine the language, and adjust the tone to match your audience. Copilot’s value lies in getting you 70-80% of the way there, but your expertise will make it truly impactful.

5. Overcomplicating the request
While specificity is key, don’t overwhelm Copilot with too many requests in one go. For example, “Summarize this meeting, draft an email to stakeholders, and create follow-up tasks” is likely too much. Instead, break it into parts: first get a summary, then use that to draft your email or create tasks. Copilot works best when each request is clear and distinct.

6. Not taking advantage of experimentation
Don’t be afraid to experiment with different approaches to see what works best. If you aren’t satisfied with the first summary Copilot provides, try rephrasing your request or being more explicit. For example, “Summarize the team’s discussion” can be expanded to “Summarize the team’s discussion focusing on the timeline adjustments and key decisions.” The more you refine your requests, the better Copilot becomes at understanding your needs.

7. Ignoring the audience
Who is this summary for? If you’re summarizing for different audiences—executives, your team, clients—your approach should change. Specify the audience in your summary request to ensure the content matches their needs. For example, “Summarize this meeting for non-technical stakeholders” will result in a much different, more suitable summary than a general one.

8. Forgetting to add context or boundaries
Without context, Copilot can’t understand the bigger picture, which means the summary might miss key points or emphasize the wrong details. Always provide specific boundaries, such as “Summarize the meeting notes but focus only on decisions related to budget approvals.” Adding this context ensures that Copilot’s summaries are aligned with your needs and saves you from having to re-edit heavily.

9. Using summarize as a One-Size-Fits-All solution
Summarizing is powerful, but it isn’t always the best answer. Sometimes, a bullet-point action list or a rephrased excerpt may be more appropriate. Think about what you actually need: Is a summary really the best format, or would an action plan or list of key takeaways be better? Adjust your request accordingly.

10. Not leveraging advanced summarization techniques
Copilot provides more capabilities than just summarizing text at a surface level. You can instruct Copilot to prioritize certain aspects over others. For instance, if you’re summarizing a meeting, you can ask Copilot to focus only on key decisions or upcoming action items. Use advanced prompts like “Summarize this meeting focusing on key decisions and next steps” to help you quickly get to the heart of the matter.

11. Overlooking key details In summaries
Summaries are great for brevity, but sometimes key details get left out if the request isn’t specific enough. Ensure you’re not sacrificing important information by reviewing Copilot’s summary and adjusting your input. For example, when summarizing meeting notes, you might lose critical deadlines if you don’t explicitly ask for them. Use prompts such as “Summarize the meeting notes with a focus on key deadlines and responsible parties” to ensure no crucial details are

12. Not iterating on the summary
Summarization is not always a one-step process. Sometimes, an initial summary might lack clarity or miss some nuances you need. Don’t be afraid to iterate—ask Copilot to refine or expand on parts of the summary. For example, “Expand on the key action items mentioned in the summary” or “Clarify the budget-related points.” Iteration helps in improving the quality and relevance of the information you receive.

Microsoft 365 Copilot is an incredible tool for improving productivity, but just like any tool, it works best when used thoughtfully. By avoiding these common mistakes and using more advanced techniques, you can harness Copilot’s full potential—helping you achieve clarity, save time, and communicate effectively. So next time you click “Summarize,” take a moment to think about what you really want, and guide Copilot to get you there.

Made this post together with Melissa Ballesteros.