IT scenario: Outage user communications
Available with: Copilot for Microsoft 365 Scenario level:
KPIs impacted
Application downtime
Value benefit
Employee experience
Using Copilot to improve user communications
1. Summarize an urgent email thread
Your day begins with a high priority email thread about a network outage in your region. You need to quickly get up to speed and send a communication email to users.
Copilot in Outlook
Sample Prompt: Select “Summarize” to efficiently review the email for scope of impact and next steps.
2. Pinpoint detail from meeting
After a similar network outage, the team debriefed via a case study. Review the meeting summary to locate details associated with the outage that will assist with your email.
Copilot in Teams
Action: In Meeting Recap, review meeting topics to quickly locate the relevant details as you draft your user communications email.
3. Source IT support questions
Brainstorm support questions and answers that are relevant to the network outage to be referenced in the user communications email.
Copilot in Loop
Sample Prompt: Create a list of information technology user support frequently asked questions for a network outage .
4. Draft email to users in your region
Write an email to users in the affected region and include a link to the FAQ.
Copilot in Outlook
Sample Prompt: I am a Field IT Manager sending an email about a network outage to the local leadership team. Based on , follow the structure: description / impact, timing of next update, and contact.
5. Translate the email into Spanish
The communication email needs to be translated into Spanish.
Business Chat2
Sample Prompt: The attached email is a communication to users about a recent network outage. Please translate the language from English to Spanish. [email.eml].
6. Post a message in Viva Engage
To ensure users are notified and to support Q&A, create a short message that can be posted in the relevant Viva Engage community.
Copilot in Word
Sample Prompt: Please summarize this email about a network outage that will be posted as a discussion post in Viva Engage to affected users. Do not exceed 1500 characters.
1Access Copilot at copilot.microsoft.com or the Microsoft Copilot mobile app and set toggle to “Web”.
2Access Business Chat at copilot.microsoft.com or the Microsoft Copilot mobile app and set toggle to “Web”.
3Copilot agents allow Microsoft 365 Copilot to access your organization-specific apps. In the past, this would have required an API call to get data from a system of record. The content in this example scenario is for demonstration purposes only. You should evaluate how Copilot aligns with your organization’s business processes, regulatory requirements, and responsible AI principles.
The content in this example scenario is for demonstration purposes only. You should evaluate how Copilot aligns with your organization’s business processes, regulatory requirements, and responsible AI principles.
