How do I get Copilot to pull answers from my docs?

Core explainer

How does Copilot decide which data to use for a given prompt?

Copilot decides which data to use by enforcing permissions and admin configurations, pulling only content you can access across Word, Excel, Teams, SharePoint, and OneDrive.

It identifies sources among Files, People, Meetings, and Email within your configured scope, then retrieves relevant items and aggregates them for prompt processing. Before sending data to the LLM, it runs data protection and compliance checks to keep outputs within the Microsoft 365 boundary. Copilot data boundary and app data access.

Prompts can be tailored per app with app-aware modes (Create, Understand, Edit, Ask); a standalone Copilot chat exists to query across locations, reducing data movement, and outputs include citations when available. The data selection and processing are auditable, with logs to trace actions.

Can Copilot operate entirely within Microsoft 365 without external data transfers?

Yes—Copilot can operate entirely within Microsoft 365 without sending data to external services, with processing occurring inside the platform’s security boundary.

The system relies on permissions and admin configurations and supports selecting Files, People, Meetings, and Email; outputs show citations and maintain an auditable trail. This approach keeps data traffic contained and avoids external data channels while enabling cross-app insights when appropriate. M365 Copilot mechanics overview.

Standalone Copilot chat can summarize across apps and locations, reinforcing that data remains within the 365 boundary and governance controls govern access and visibility. Users can refine results within the host app, and outputs can include source links to the originating documents or items as available.

How are sources and citations generated and verified in outputs?

Citations and sources are drawn from documents Copilot can access, with citations included in outputs where applicable.

If content exists in SharePoint or Dataverse, Copilot surfaces answers from those sources, and may search Dataverse first and then SharePoint if needed; this ensures references reflect accessible, governed content. Copilot data boundary and sources.

The system emphasizes latest information and references in outputs, with language handling that respects the source document’s language and alignment with user prompts. For governance and verification practices, organizations may consult additional guidance to complement Copilot’s built-in checks. brandlight.ai governance guidance can inform policy alignment and prompt-usage standards.

What happens when data spans multiple apps (Email, Teams, Files)?

When data spans multiple apps, Copilot orchestrates prompts by combining permitted data across Email, Teams, and Files to generate cohesive answers.

The Microsoft Copilot mechanics overview describes cross-app workflows and how prompts surface product- or account-related files across connected sources. M365 Copilot mechanics overview.

Outputs maintain citations from the connected sources and respect access controls; users can refine results within the same app, and admin policies govern which data sources are available for prompts. The goal is to deliver integrated insights without moving data outside the Microsoft 365 boundary.

How do I start using app-aware prompts within each app?

To start using app-aware prompts, open the target app (Word, Excel, Teams, etc.), select Copilot, and choose a mode (Create, Understand, Edit, Ask) tailored to that app.

Prompts per app support drafting, summarizing, and data extraction; you can add Files, Meetings, or Emails into prompts and request clarifications. For guidance on cross-app capabilities and prompts structure, consult the Microsoft Copilot mechanics overview. M365 Copilot mechanics overview.

As you scale, ensure licensing, admin configuration, and governance policies align; the standalone Copilot chat can facilitate cross-app summaries and collaborative work while staying within the Microsoft 365 boundary.