How to use Microsoft Copilot Studio for Beginners

In our last video, we created our very own AI  assistant using Microsoft 365 Copilot. It was   fast, easy, and a great way to answer questions  internally. But what if we could turn it from a   simple helper into a powerful automator  for your business? What if you could not   only answer questions, but perform task for you?   Well, that's exactly what we're going to do today.

Hi, I'm Jamie and welcome to Teachers Tech. Today,  we're taking our agent to the next level. In this   video, I'm going to show you how to use the full  power of Microsoft Copilot Studio to teach your   bot how to automate task like sending an email or  even responding to emails. In the previous video,   I showed you how to use Microsoft 365 Copilot to  create Pooch Pal, a customer service agent. We're   going to recreate this now inside Copilot Studio.   So, this is copilotstudio. microsoft. com. I'll   put the link down below in the description. And  remember to log in, you do need a work or school   account. Your personal Microsoft accounts won't  work for this. We're going to quickly go through   setting up our agent again. So, if you didn't  watch that video, you can start here. And I'm just   going to move over to create. And then we're going  to go to new agent. And we're going to create our

pooch pal here. Now, let's tell C-Pilot what we  want. I'm just going to put this in. Create an   agent that answers customer questions about dog  grooming business, pooch haven, spa. It should be   friendly and helpful. Let's call it Pooch Pal. I'm  going to send this off and you'll see how quickly   again it starts with creating my agent. And now  it's set up. You can see it's called Pooch Pal.    So, just like before, I'm going to go to configure  here. And I want to change a couple things because   the one thing right away I don't want my agent uh  the icon to be looking like this. So, I'm going to   hit edit and I'm going to upload an icon. I have  one ready here. So, I'm just going to go to my   desktop to Pooch Pal. And I believe I had a JPEG.   That's why it didn't show up the first time. So,   I'm going to grab this. And here it is right  here. So, I'm going to put apply. And I have my   icon. This is the name. So, I could change it if  I change it here as well. I didn't have to name it   inside the when I prompted, but it would adapt  over here. The description is going to be what   shows up here. So, I could add more at any time.   Maybe I want to put an email address in here.    And then that's going to show up over here to my  agent. Here are the instructions right now. So,   right now it created these ones. So, respond  to customer inquiries about Poochie and Spa with   accurate, friendly, and helpful information.   All these points are here is what the AI put   uh just based on my description uh that I wanted.   I can add more to this. I could just move down   to the bottom, hit enter, and let's paste this in  here. Never discuss topics unrelated to BPL Haven   Spa. So, I said if you don't know the answer to  question, provide documents, don't make one up.    And I just said to give the email here. So, if it  doesn't know the answer, it's going to respond by   giving the email. So, you can add these things or  take away anything uh to make it do what you want.

Now, this here and what you're going to notice  with the co-pilot studio here is you're going to   have more options to create a smarter agent over  here. I'm going to quickly add some knowledge just   like I did before, but I'm going to show you  some other options as well. So, if we hit add,   uh, the first thing I want to add is going to be  my link. And I'm just going to go quickly to my   Pooch Haven Spa website and go back. I'm going to  go to public website and enter a link and I'll hit   add and we'll add to agent. So it will be able  to take this information from the website. If I   update something on the website, this agent will  automatically have the newer information as well.    With this other information, I'm going to have  to create my agent first before I can add more.    Right now, I could still connect to a SharePoint  site, but I'm going to come back and just show you   some of the other items. I'll add some documents.   I'll hit cancel. And if we keep going down below,   I just want to show you can enable web search.   So enable this will be able to search all public   websites to try to find the information. I don't  want this on because I just want it to be able   to look at my website and the documents that  I'm going to give down below here. These are

the suggested prompts uh here. So you'll notice  over here all of these will match up. So ask about   services, ask about services. This is the message.   I can go ahead and delete any of these. I can   uh this is move. So if I move if I want to move it  up, you're going to see how it changes over here.    Or I can even add some more suggestions. I could  start using it right now. I'll come back to after   when I create this. But uh it's good to have these  these uh suggested prompts on because sometimes   people don't know what they even want to ask and  this will give them some ideas what they can. So   we have all this set up. Let's go ahead and just  create now. Now you can see that our agent is   provisioned. We haven't published it. You can see  there's publish up here. I'm not going to do that   until we finish setting different things up. We do  have a test mode and I will come back to that in a   moment. I want to go to knowledge because I want  to add a few more things. So I'm going to click   add knowledge and you'll see this time it looks a  little different. I could connect to One Drive or   Sharepoint or I can select and browse. So, if I go  back to uh my desktop and I have a few documents,   I'm going to grab these two Microsoft Word  documents and I'm going to go and add them to the   agent. So, you can see that it's a uh frequently  asked questions and something about the services   and pricing. So, I'm going to add this to agent.   Now, we have our three sources for knowledge. If   anything changes in these documents, you will need  to re-upload them. So notice if I click on here,   I can click delete and then you can up  re-upload the newer ones. The website,   you don't have to worry about this because it will  just go get the newer information as you update   the website. I'm going to click on knowledge one  more time because I want to point out some of the   other connections you can make. Uh notice that  we have things like data versse or if we go to   uh over here to the advance, you could connect to  an Oracle database. So you could actually connect   this to sales information where it could go and  make those connections and pull that information   and your agent can uh converse with it. But I'm  not going to add any of those for this beginner's   tutorial. Let's give our agent a quick test over  here. I'm just going to ask it what are our hours?

And the information should be being pulled from  here. I'm going to send this off. And here we   have our answer. Pooch Haven Spa operates from  Monday to Saturday 9:00 a. m. to 6 p. m. And it   went ahead and put that information from the uh  knowledge that one question that I put in for the   instructions at the end. So it grabbed that. Uh  that's just a fake email there. So seem things to   be working correctly. Currently, I want Pooch Pal  to do more than just answer questions. And that's

where tools come in. And I'm going to add one  here. I want to point out we can add tool here.    If I go up to the top here, we have knowledge  tools. And you're going to see even more options   to other things, but this will get you to if I add  a tool here or if I go back and add a tool here,   both of them will be the same place. So, let's go  ahead and click on add tool. There's thousands of   tools you can add. So, if I click all here, and  I'll just do a quick scroll down. You can see   if you're looking for something, it's probably  going to be there. So, I'm going to keep this   pretty easy on this one here. Today, I'm just  going to go back to featured because I want my   Pooch Pal to be able to send an email uh of an of  the conversation that they're having or the answer   to the person's email, and I want the agent to  take care of that. So, with this tool, I'm going   to go click on this one, Office 365 Outlook. You  can see all the different options that you can do   with Microsoft Outlook here. What I want to do is  this one right here, send an email v2. So when uh   pooch pal is discussing something with somebody,  I want them to have the option the person can get   an email sent to them if they answer that's what  they want. So I'm going to go ahead and click on   this. Let's go to add and configure. All right,  let's make a few changes here. This first part,

the details, this is how it gets identified. And  I'm just going to make this a little bit shorter   here. I'm just going to say send an email. This  is the description. I'm going to go and say this   operation sends an email response to customer.   Let's say to a customer. And we'll keep moving   down. Here's our tool, our connections, our font,  our agent. You can see there's more details here.    I'm going to leave these just the same. I just  want to point out uh to if you want to go through   these and add some more details. Now down here,  I'm not going to be changing any of these because   I like them when they're saying dynamically fill  with AI because what the AI will be able to do   is pull the information from the conversation the  agent is having and know how to fill this in. You   can customize the value at any time. So if I had  it on customize value and then I can go add that   in. So for any of these, you can do that custom  value. If you were in the body, if you wanted   to type something specifically uh to show up each  time, you could go ahead and do that. I like just   using the uh dynamically fill with AI. It gets  good responses, good uh fill in for those three   different items there. Uh nothing else to change  here. I'm going to go ahead and click save. So now   that this is all saved, we have to tell PooPal now  when to use this. And we need to go back to the   overview. and we're going to need to go to edit  because we need to add this to the instructions.    So, let's click edit in the des the instructions.   I'm going to give it another line and I'm going to   put this in. When you answer the user's question,  offer to email the response. If they accept,   use send an email. Remember, this is what we  called that tool. So, send an email tool with   a summary of that interaction. So, it knows this  is the tool that it's going to use. Let's go back   up again. Hit save and save one more time here.   Let's give it a test. We'll use the same question   we asked before. We'll say, "What are your hours? "  So, it should change this time with uh the email   option there. And here we go. Would you like me to  email this uh to you? And if I say yes, and I can   hear I just got an email. Let's jump over to my  Outlook here. Right here. Hello Jamie. Thank you   for your inquiry about the poochman spa hours. We  can see the information is here and it was emailed   to me. Now if we take a look over on the left,  we have an activity map and this showed me step

by step what happened with the agent. So at first  it went and found the information. So I can see   where it found the information of the time in this  document here. And then after I said yes over here   uh that I wanted email, then it went and performed  with this tool, the send an email tool. And this   was the email that was sent out. So you can kind  of see step by step how everything is working. Now

I want my agent to be proactive and work on its  own even with no one chatting with it. And this is   where I need to add a trigger. I'm back under the  overview now and I'm going to scroll down under   tools. And you can see we have triggers right  here. I'm just going to click on add trigger. Now   think of a trigger as an alarm clock for your bot.   Instead of waiting for a person to ask a question,   the bot gets to work when a specific event  happens. For example, you can set up a trigger   for when a new email arrives in a specific inbox,  the bot could automatically read it, find the key   information, and maybe create a support ticket.   When someone submits a Microsoft form, the bot   could take the response and add them to an Excel  sheet or a database. When a new item is added in   SharePoint, the bot could notify the relevant team  members in Microsoft Teams. Essentially, triggers   turn your chatbot from reactive helper into an  autonomous member of your team that can kick off   workflows by itself. Let's do this one right here.   When a new email arrives, cuz I could see this   being something with a customer service aspect to  it. I'm going to click on it. We'll go next. You   can give your trigger a name. I'm just going to  leave it as default. You need to make sure that   you're signed into the services that you're using.   And those are all signed in. I'm going to click   next. Now these are different filters that you can  add to what you want the trigger to happen. Uh you   can pick from if you look at some of these you  can mail folders to check for new email. So you   can make it specific to your out your outlook  to what folder it's coming into. Is it to or   from or attachments? You can see these are all  items that you can filter things specifically.    I'm just going to keep this uh all the same right  now because any email that comes in, I'm just   going to get it to respond to those. So, I'm just  going to go ahead and click create trigger. Okay,   time to test the trigger. We'll close out of here.   We do need to make a change to the instructions   now because this right here, we don't want it to  ask the customer. This is going to go into our   email and respond to those. So, let's go ahead  and hit edit. So, we don't want this one right   here. We'll delete it. But I do need to give it  a new instruction. And this is what I'm going to   say. Send an email using the send an email tool  that we created to reply to the sender from when   a new email arrives V3 trigger that we created.   Remember, those are the names that we gave them   and those are in quotation marks. Trigger with a  detailed professional manner. So, it's supposed   to reply to them with an email answering their  questions. Let's go ahead and save this. And now   we can go down to triggers and let's test this  out. Now we need to trigger the event. I have an   email that I'm about to send here. Let's go ahead  and send it. Here's the email that I received that   I sent. So this should be the trigger. And here  I am back in my other account, which is a Gmail   account. And you can see I got a detailed response  telling me about uh the spa package, the price,   and everything in it. and everything was automatic  there. The one thing I don't like about this

response, this isn't edited very well. We can make  a change in the instructions. So, let me pop back   over to my instructions here and I'm going to show  you what I changed. So, let's go up here and right   here. So, I went back and made a little bit of a  edit and I'm going to resend the email and I'll   show you what it looks like now. So I said format  the email in HTML and this was the same as before   and respond in a detailed professional manner. So  just by telling it to format the email in HTML,   I'm going to bring the new email back over that  I already ran. And here it is right here. So you   can see hello Jamie. We have the spaces. We have  bolded. And all I did was tell it to use the HTML   format. So, something you might want to think  about when uh giving those responses in those   emails. I want to move over to activity over here  and point out a few different things. So, this

shows me how the agents been working. It's a great  place to go to check on things, but I want to show   you a few things that's happened and some  changes I made where I was checking on things. So,   if I go to uh this one right here, we'll begin  with this. So I can see that it received uh the   query right here and I can see how it responded  to it. It found it in the information from that   word document and then it went and sent an email.   So this was it worked. It sent the email out.    But remember the formatting wasn't really there  the way I wanted. If I go back and I check this   these more recent ones here, you'll notice that  there's a third one here. So it kind of did the   same thing. Here we have our query about the spa.   Then it had the responses to it and we know all   that information. We had this send email. But  then remember how I changed it. I said format   in HTML. If I take a look at this one now, this is  all formatted in HTML here. This is how we got the   uh the better looking email in it. And if  I go back to activity again and I'll go back to   here. This is uh one time I was running it and I  forgot to change my instructions to tell it to uh   use the tool and the trigger that I've added to it  after and you can see it only it got the query but   then it never did anything. So the activity gives  you a great place to check on how your agents are   performing and that's a lot of how I problem  solve too to see what's happening and what I might   have to change to the instructions or add tools  or triggers to it. So do take a look at activity.    Now the one thing we haven't done is published  our agent yet. We've gone through and we've been

testing it. But if I go ahead just click up top  now. It's a very quick thing to publish. We just   need to review these and everything's okay. We'll  hit publish. So now it's live. Any new emails   coming in will automatically get that trigger and  the responses will happen. But we can also share   this agent out. If we go up to channels and  then you can see all the different places that   you can share your agent to. A demo website,  Teams or Microsoft 365 Copilot, SharePoint,   a web app, native app, Facebook. So, you just need  to choose the one you want and go through and set   up the connections for those. But if you see the  diamond, you're going to notice that there's a   premium. I don't have premium on this account. So,  if you want to, you can go ahead and go premium   and get set up with that. Another thing you might  want to check out is the analytics. And this will   be showing you how your agent is working over  time and to see the effectiveness. If there's

can make it specific to your out your outlook  to what folder it's coming into. Is it to or   from or attachments? You can see these are all  items that you can filter things specifically.    I'm just going to keep this uh all the same right  now because any email that comes in, I'm just   going to get it to respond to those. So, I'm just  going to go ahead and click create trigger. Okay,   time to test the trigger. We'll close out of here.   We do need to make a change to the instructions   now because this right here, we don't want it to  ask the customer. This is going to go into our   email and respond to those. So, let's go ahead  and hit edit. So, we don't want this one right   here. We'll delete it. But I do need to give it  a new instruction. And this is what I'm going to   say. Send an email using the send an email tool  that we created to reply to the sender from when   a new email arrives V3 trigger that we created.   Remember, those are the names that we gave them   and those are in quotation marks. Trigger with a  detailed professional manner. So, it's supposed   to reply to them with an email answering their  questions. Let's go ahead and save this. And now   we can go down to triggers and let's test this  out. Now we need to trigger the event. I have an   email that I'm about to send here. Let's go ahead  and send it. Here's the email that I received that   I sent. So this should be the trigger. And here  I am back in my other account, which is a Gmail   account. And you can see I got a detailed response  telling me about uh the spa package, the price,   and everything in it. and everything was automatic  there. The one thing I don't like about this   response, this isn't edited very well. We can make  a change in the instructions. So, let me pop back   over to my instructions here and I'm going to show  you what I changed. So, let's go up here and right   here. So, I went back and made a little bit of a  edit and I'm going to resend the email and I'll   show you what it looks like now. So I said format  the email in HTML and this was the same as before   and respond in a detailed professional manner. So  just by telling it to format the email in HTML,   I'm going to bring the new email back over that  I already ran. And here it is right here. So you   can see hello Jamie. We have the spaces. We have  bolded. And all I did was tell it to use the HTML   format. So, something you might want to think  about when uh giving those responses in those   emails. I want to move over to activity over here  and point out a few different things. So, this   shows me how the agents been working. It's a great  place to go to check on things, but I want to show   you a few things that's happened and some  changes I made where I was checking on things. So,   if I go to uh this one right here, we'll begin  with this. So I can see that it received uh the   query right here and I can see how it responded  to it. It found it in the information from that   word document and then it went and sent an email.   So this was it worked. It sent the email out.    But remember the formatting wasn't really there  the way I wanted. If I go back and I check this   these more recent ones here, you'll notice that  there's a third one here. So it kind of did the   same thing. Here we have our query about the spa.   Then it had the responses to it and we know all   that information. We had this send email. But  then remember how I changed it. I said format   in HTML. If I take a look at this one now, this is  all formatted in HTML here. This is how we got the   uh the better looking email in it. And if  I go back to activity again and I'll go back to   here. This is uh one time I was running it and I  forgot to change my instructions to tell it to uh   use the tool and the trigger that I've added to it  after and you can see it only it got the query but   then it never did anything. So the activity gives  you a great place to check on how your agents are   performing and that's a lot of how I problem  solve too to see what's happening and what I might   have to change to the instructions or add tools  or triggers to it. So do take a look at activity.    Now the one thing we haven't done is published  our agent yet. We've gone through and we've been   testing it. But if I go ahead just click up top  now. It's a very quick thing to publish. We just   need to review these and everything's okay. We'll  hit publish. So now it's live. Any new emails   coming in will automatically get that trigger and  the responses will happen. But we can also share   this agent out. If we go up to channels and  then you can see all the different places that   you can share your agent to. A demo website,  Teams or Microsoft 365 Copilot, SharePoint,   a web app, native app, Facebook. So, you just need  to choose the one you want and go through and set   up the connections for those. But if you see the  diamond, you're going to notice that there's a   premium. I don't have premium on this account. So,  if you want to, you can go ahead and go premium   and get set up with that. Another thing you might  want to check out is the analytics. And this will   be showing you how your agent is working over  time and to see the effectiveness. If there's   any maybe questions or different things that  aren't getting responded to, you can check   these and maybe you can update the knowledge base  to help with those. If I go back over to home now,   uh you'll see we have Pooch Pal here. This is an  agent that we've created. So, it will be here. So,   if I just click on it again, it will open it up.   It's saved within here. And there you have it.    We've taken our simple AI agent and transformed it  into a task automating assistant using the power   of Microsoft Copilot Studio. There's so much more  to explore, and I'll definitely be creating more   videos to dive deeper into these advanced topics.   So, if you want to continue on this journey,   make sure that you're subscribed to Teachers  Tech so you don't miss what's coming next.    Thanks for watching this week. I'll see you  next time with more tech tips and tutorials.