Copilot in Word: Drafting Documents

Overview

Every document starts with a blank page—but with Copilot in Word, it doesn’t have to stay blank for long. Copilot can generate a first draft from a simple prompt, create new documents based on existing files, and help you iterate until the content meets your needs.

This video walks you through drafting documents with Copilot in Word, from writing effective prompts to referencing source files to refining your results through iteration.

What You’ll Learn

• How Drafting Works: Where to find the Draft with Copilot box and what it can create
• Prompt-Based Drafting: How to write prompts that produce useful first drafts
• File References: Creating documents from existing Word docs, PDFs, and PowerPoint files
• Iteration: Refining drafts with follow-up instructions instead of starting over

Script

From blank page to first draft in seconds

Every document starts with a blank page—but it doesn’t have to stay blank for long. Copilot in Word can generate a first draft from a simple prompt or from existing files already stored in your organization.

Whether you need a briefing memo, a project status report, a standard operating procedure, or an executive summary, Copilot gives you a starting point in seconds instead of hours.

In the next eight minutes, you’ll learn how to draft documents with Copilot—from a single prompt, from reference files, and by iterating on results until you have what you need.

How Copilot drafting works in Word

When you open a new blank document in Word, you’ll see the Draft with Copilot prompt box appear automatically. This is your starting point. If you’re in an existing document and want to add new content, you can access the same feature by clicking the Copilot icon in the Home ribbon.

Copilot can draft a wide range of documents. Memos, reports, briefings, standard operating procedures, executive summaries—essentially any text-based document you create as part of your work. You provide the instructions through your prompt, and Copilot generates the content.

You can also tell Copilot to reference existing files stored in your OneDrive or SharePoint. This means you can create new documents based on content that already exists in your organization—summarizing reports, combining information from multiple sources, or drafting responses to received correspondence.

For government cloud users, Copilot in Word is available in GCC, GCC High, and DoD environments. Copilot only accesses files you have permission to view, and all generated content stays within your tenant boundary. Your data is protected by the same security and compliance controls that govern your Microsoft 365 environment.

Drafting from a prompt

Let’s start with the most common scenario—drafting from a prompt. Open a new blank document in Word, and you’ll see the Draft with Copilot box. This is where you describe what you want Copilot to create.

The quality of your draft depends heavily on the quality of your prompt. Include four elements for the best results.

First, specify the document type. Tell Copilot whether you need a memo, a report, a brief, a policy document, or something else. This sets the structure and format.

Second, identify the audience. Is this for agency leadership, your team, external stakeholders, or a specific individual? Audience shapes tone, detail level, and what context to include.

Third, describe the topic and key points. What should the document cover? The more specific you are, the more relevant the draft.

Fourth, set the tone. Formal, concise, technical, conversational—tell Copilot how you want it to sound.

Here’s an example that puts all four elements together: “Draft a two-page briefing memo for agency leadership on the status of our cloud migration project. Include sections for executive summary, current status, key risks, and next steps. Use a formal government tone.”

After you submit your prompt, Copilot generates the draft directly in the document. You’ll see three options: Keep it, Regenerate, or Discard. If the draft is close to what you need, keep it and refine from there. If it missed the mark, regenerate for a new version. You can also provide follow-up instructions before regenerating to guide Copilot in a better direction.

For better results, be generous with detail. Specify the section headings you want. Mention whether you prefer bullets, numbered lists, or paragraph format. The more guidance you give, the less editing you’ll need afterward.

Creating documents from existing files

One of Copilot’s most powerful drafting features is the ability to reference existing files. In the Draft with Copilot box, you’ll see a “Reference a file” option. You can also type “/” to browse and select files from your OneDrive or SharePoint.

This opens up several practical scenarios. You can summarize a long report into a one-page executive brief. You can create a presentation outline from a project plan. You can draft a response based on a received memo. You can combine information from multiple source documents into a single new document.

Here’s a practical example: “Using /Q2-Project-Update.docx, draft a one-page executive summary for the deputy director highlighting accomplishments, budget status, and upcoming milestones.”

Copilot reads the referenced file and uses it as the source material for your new document. You get a draft that’s grounded in your actual data and content rather than generic language.

A few things to keep in mind about file references. Copilot can reference Word documents, PDFs, and PowerPoint files. You must have access to the referenced files—Copilot respects your existing permissions. The files must be stored in OneDrive or SharePoint, not saved locally on your computer.

You can also combine multiple references in a single prompt. Reference up to three files to pull information from different sources. For example: “Using /Budget-Report.xlsx and /Project-Timeline.docx, create a quarterly status report covering financial performance and schedule progress.” This is particularly useful for government reporting that requires consolidating data from multiple program areas.

Iterating on Copilot drafts

No first draft is perfect—and that’s by design. Copilot gives you a strong starting point, and iteration is how you shape it into the final product.

After you keep a draft, you have several ways to refine it. You can use the Copilot chat pane to give follow-up instructions that apply to the entire document. Try prompts like “Make the executive summary more concise,” “Add a section about compliance requirements,” “Change the tone to be less technical,” or “Expand the risk section with more detail.”

You can also use Copilot’s inline rewrite capability. Select a specific passage of text, and Copilot will offer to revise just that section. This lets you fine-tune individual paragraphs without regenerating the entire document—perfect for when the overall structure is right but a specific section needs work.

For effective iteration, follow three principles. Start with structure—make sure the sections and organization are right before wordsmithing. Address one change at a time so you can evaluate each improvement clearly. And when you regenerate, compare the new version against the previous one before deciding which to keep.

Government users will find iteration especially valuable for adding agency-specific requirements. Prompts like “Add FedRAMP compliance language to the security section,” “Format this as an official agency memorandum with proper headers,” or “Include a recommendation section aligned with OMB guidance” help you tailor general drafts to meet specific government standards and expectations.

Build your drafting workflow

Here’s what to do next. Open Word and try drafting a document from a prompt—start with something you need to create this week. Then reference an existing file to create a summary or brief. Practice iterating by giving Copilot specific feedback on what to change.

The goal isn’t a perfect first draft. It’s a strong starting point that saves you time and lets you focus on what matters—your expertise and judgment. Copilot handles the blank page so you can focus on the message.

Sources & References

• Welcome to Copilot in Word — Overview of Copilot capabilities in Word
• Create a new document with Copilot in Word — Step-by-step guide for drafting with Copilot
• Draft and add content with Copilot in Word — Detailed drafting and content guidance
• Microsoft Copilot adoption — Training resources and best practices