MODULE 2 — EXERCISE GUIDE

Document and Email Productivity with Free Copilot Chat

Module Duration: 90 minutes (5 exercises)

Delivery Mode: Instructor-led | Virtual Instructor-led
Sample Files Required: FILE1, FILE2, FILE3, FILE4 (provided
separately)
Access Required: Microsoft 365 Business Premium — Copilot
Chat enabled
TRAINER OVERVIEW
Module 2 focuses on the most common daily productivity tasks for office workers: reading and
summarizing long documents, extracting specific information, drafting new content from notes,
improving weak drafts, and managing email threads. These exercises directly simulate real
workplace scenarios that participants will encounter immediately after the workshop.
Emphasize the iterative prompting technique — participants should learn that Copilot's first
response is a starting point, not a final output.

Exercise Activity Duration

Exercise 1 Summarizing a Long Operational 15 mins
Report
Exercise 2 Extracting Targeted Information 15 mins
from Document
Exercise 3 Drafting Content from Brief 20 mins
Notes
Exercise 4 Rewriting and Improving a Weak 20 mins
Draft
Exercise 5 Email Thread Summarization 20 mins
and Reply Drafting
TOTAL 90 mins
EXERCISE 1: Summarizing a Long Operational Report in Word
Duration: 15 minutes
Objective: Participants learn to use Copilot Chat to
quickly extract key information from a
lengthy report (1,800 words) without reading
every paragraph, saving significant time on
document review.
Files Required: FILE1 — Annual Training Needs Analysis
Report 2025

Step-by-Step Instructions
STEP 1 — Open Copilot Chat and upload FILE1: Launch [Link] and open Copilot
Chat. Click New conversation. Upload FILE1_Annual_Training_Needs_Analysis_2025.docx.

STEP 2 — Request executive summary: Type: "Summarize this training needs analysis report in
5 key bullet points suitable for senior management." Read the response carefully.

STEP 3 — Extract budget information: Type: "Based on this report, what is the total
recommended training budget for 2026 and what are the top 3 spending categories? Give me
the answer as a table with category name and amount." Review the table for accuracy.

STEP 4 — Query specific section: Type: "What training needs were identified for the IT
department in this report? List all items mentioned." Check whether Copilot found all relevant
information.

STEP 5 — Extract action items: Type: "List all the recommendations from Section 5 of this report
that require action or decision from management. Format as a numbered list with clear action
verbs." Copy the output into a new Word document.

STEP 6 — Verify one claim manually: Choose one fact from Copilot's responses (e.g., total
budget amount, number of survey responses). Open FILE1 and manually verify whether Copilot
was accurate. Note any discrepancies.

STEP 7 — Reflection: How long would it have taken you to manually read this 1,800-word report
and extract the same information? Write your estimate in FILE4 Prompt Practice Card.

Expected Outcome
Participants can summarize a 1,800-word report into key points in under 5 minutes using Copilot
Chat, and successfully extract specific data points and action items.
Discussion Questions
1. Did Copilot capture all the key points in its 5-bullet summary, or did it miss anything
important?
2. How accurate was the budget table? Did you need to verify the numbers yourself?
3. In what situations would you still need to read the full report instead of relying on Copilot's
summary?
EXERCISE 2: Extracting Targeted Information from a Document
Duration: 15 minutes
Objective: Participants practice asking precise questions
to extract specific data points, quotes, and
comparisons from a document,
demonstrating Copilot's ability to function as
a document Q&A assistant.
Files Required: FILE1 — Annual Training Needs Analysis
Report 2025 (same file as Exercise 1)

Step-by-Step Instructions
STEP 1 — Continue from Exercise 1 or start new conversation: If continuing from Exercise 1,
keep the same Copilot Chat session. If starting fresh, upload FILE1 again.

STEP 2 — Extract specific data point: Type: "According to this report, how many staff completed
the training survey and what was the response rate?" Note whether Copilot provides both
numbers.

STEP 3 — Category breakdown query: Type: "Which training category received the most
requests from staff and how many requests were there as a percentage?" Verify the answer
against Section 3 of the report.

STEP 4 — Find and quote specific mention: Type: "What does this report say about Microsoft
365 Copilot training? Quote the exact sentences where it is mentioned." Check whether Copilot
provides accurate quotes or paraphrases.

STEP 5 — Timeline and date extraction: Type: "When was this training needs analysis
conducted (which months)? When is the recommended budget approval deadline? List all dates
mentioned in chronological order." Review for completeness.

STEP 6 — Comparison question with calculation: Type: "How does the 2026 recommended
training budget compare to the 2025 actual spend? What is the absolute difference in RM and
the percentage increase? Show your calculation." Verify the math manually.

STEP 7 — Complex multi-part query: Type: "Create a summary table showing: (1) Training
category name, (2) Budget allocation, (3) Key vendor or delivery method. Base this on the
information in Section 3 and Section 4 of the report." Assess table quality.

Expected Outcome
Participants can extract precise information, quotes, dates, and numerical comparisons from a
document using targeted Copilot prompts, and understand when Copilot may need clarification
or follow-up questions.
Discussion Questions
4. Which type of question did Copilot answer most accurately: factual data, quotes, or
calculations?
5. Did you need to rephrase any questions to get better results? What did you change?
6. When extracting quotes, did Copilot quote exactly or paraphrase? Does this matter for your
work?
EXERCISE 3: Drafting Content from Brief Notes
Duration: 20 minutes
Objective: Participants learn to use Copilot Chat to
expand rough bullet points or brief notes into
polished, professional documents,
demonstrating iterative content creation.
Files Required: None (participants will use their own scenario
or trainer-provided bullet points)

Step-by-Step Instructions
STEP 1 — Scenario introduction: Trainer provides (or displays) the following scenario: Your
manager sends you this WhatsApp message at 3 PM: 'Need a memo to all staff about the new
parking policy. Main points: (1) New contractor starts 1 May, (2) All staff must register vehicles
by 15 April, (3) Visitor parking now at Basement 2, (4) Monthly season parking increases from
RM80 to RM100, (5) Contact facilities@[Link] for registration. Draft this by 5 PM
today.'

STEP 2 — Open Copilot Chat and create structure: Open a new Copilot Chat conversation. Type:
"I need to write an internal memo about a new parking policy. Suggest a structure with
appropriate headings and what should go in each section." Review the suggested structure.

STEP 3 — Draft from bullet points: Type: "Turn these bullet points into a professional internal
memo addressed to All Staff with subject: New Parking Arrangement Effective 1 May 2026. Use
a formal but friendly tone. Here are the key points: [paste the 5 bullet points from Step 1]" Read
the generated memo.

STEP 4 — Refine the output — add details: Type: "This is good but too brief. Expand the section
about vehicle registration to include: (a) Why it is important, (b) What information is needed
(vehicle make, model, registration number), (c) Consequences of not registering by deadline
(temporary parking only)." Review the expanded version.

STEP 5 — Adjust tone: Type: "The tone is a bit too formal. Rewrite it to be more approachable
and conversational while still professional. Start with a friendly opening paragraph." Compare
both versions.

STEP 6 — Add closing section: Type: "Add a closing section that thanks staff for their
cooperation and mentions that the Facilities team is available for questions at ext. 1830." Insert
this at the end.

STEP 7 — Copy to Word and finalize: Copy the final version into a new Word document. Add the
company header (MAJU CORPORATION SDN BHD) and format as a memo. Save as
My_Parking_Policy_Memo.docx. Time check: Did you complete this in under 20 minutes?
Expected Outcome
Participants successfully create a complete, professional internal memo from rough bullet points
in under 20 minutes, demonstrating iterative refinement through multiple Copilot prompts.

Discussion Questions
7. How many iterations did it take to get a memo you were happy with?
8. What worked better: giving Copilot all details at once, or building the memo step-by-step?
9. Would you send this memo as-is, or would you edit it further? What would you change?
EXERCISE 4: Rewriting and Improving a Weak Draft
Duration: 20 minutes
Objective: Participants learn progressive rewriting
techniques to fix grammar, improve
structure, adjust tone, and condense a poorly
written draft into a professional document.
Files Required: FILE2 — Weak Draft Q2 Operations Memo
(deliberately poor quality)

Step-by-Step Instructions
STEP 1 — Open and review the weak draft: Open
FILE2_Weak_Draft_Q2_Operations_Memo.docx in Word. Read through it (takes ~2 minutes).
Identify problems: What makes this draft unprofessional? List 3-5 issues you notice.

STEP 2 — Upload to Copilot Chat: Open Copilot Chat (new conversation). Upload FILE2. Do NOT
give Copilot any instructions yet — just upload the file.

STEP 3 — Iteration 1 — Fix grammar and spelling: Type: "Review this draft memo and correct
all grammar, spelling, and punctuation errors. Show me the corrected version." Read the output.
Has Copilot fixed the obvious errors?

STEP 4 — Iteration 2 — Improve structure: Type: "Good. Now reorganize this memo with clear
section headings, better paragraph breaks, and logical flow. Keep all the key information but
make it much easier to read. Use headings like: Warehouse System Update, New Staff,
Performance Report Status, Vehicle Maintenance, Overtime Concerns, Upcoming Meeting."
Review the restructured version.

STEP 5 — Iteration 3 — Adjust tone: Type: "Good structure. Now rewrite the entire memo in a
more professional and formal tone suitable for corporate communication. Remove all casual
language, vague phrases like \"maybe\" and \"I think\", and uncertain statements. Make it
sound confident." Compare the tone to the original.

STEP 6 — Iteration 4 — Make it concise and complete: Type: "Final revision: (1) Add specific
dates wherever \'approximate\' dates were mentioned (assume reasonable dates in
March/April 2026), (2) Replace vague language with concrete numbers where possible, (3) Add a
clear closing paragraph with next steps. Keep total length under 400 words." Read the final
version.

STEP 7 — Compare original vs final: Open FILE2 in one window and place Copilot's final output
in another window. Compare side-by-side. What are the 5 biggest improvements Copilot made?
Write them in FILE4 Prompt Practice Card.
Expected Outcome
Participants transform a weak, unprofessional draft into a polished internal memo through 4
progressive Copilot iterations, demonstrating how to systematically improve document quality.

Discussion Questions
10. Which iteration made the biggest impact: grammar fixes, structure, tone, or conciseness?
11. Could you have achieved the same result with just one prompt, or was the step-by-step
approach better?
12. What would you still edit manually after Copilot's final version?
EXERCISE 5: Email Thread Summarization and Reply Drafting in Outlook
Duration: 20 minutes
Objective: Participants learn to use Copilot Chat to
quickly understand a multi-message email
thread, extract key decisions and action
items, and draft appropriate follow-up
responses.
Files Required: FILE3 — Email Thread Simulation (5-message
vendor delay thread)

Step-by-Step Instructions
STEP 1 — Open and read the email thread: Open FILE3_Email_Thread_Vendor_Delay.docx.
Read through all 5 emails (takes ~5 minutes). This simulates a real email thread about a
furniture delivery delay. Note the key issue and who is involved.

STEP 2 — Upload to Copilot Chat: Open Copilot Chat (new conversation). Upload FILE3.

STEP 3 — Basic thread summary: Type: "Summarize this email thread in 5 bullet points. Include:
(1) What is the main issue, (2) Who is involved, (3) What caused the problem, (4) What is the
current status, (5) What resolution is being offered." Review the summary for accuracy.

STEP 4 — Extract timeline: Type: "Based on this email thread, create a timeline of events. List
each event with date and what happened. Format as a table with columns: Date | Event | Who."
Check the timeline against the actual emails.

STEP 5 — Identify action items: Type: "What actions are required based on this email thread?
Who is responsible for each action and by when? Format as a table with columns: Action
Required | Responsible Person | Deadline." Review completeness.

STEP 6 — Draft internal escalation email: Type: "Based on this email thread, draft an escalation
email from Nurul Izzah to her manager (Hafiz Rahman) summarizing: (1) The vendor delay issue,
(2) Business impact (meeting rooms needed by 17 March), (3) Vendor response and
compensation offer, (4) Your recommendation on whether to accept the offer. Keep it under
250 words and maintain professional tone." Read the drafted email.

STEP 7 — Draft vendor acceptance reply: Type: "Now draft a reply email from Nurul Izzah to
Jason Tan that: (1) Thanks him for the swift response and solutions offered, (2) Confirms
acceptance of the 10% discount and waived delivery charges, (3) Accepts the temporary chair
loan offer for 17 March, (4) Requests the formal delay letter by 2 PM as promised, (5) Confirms
expectation that 28 March delivery is guaranteed. Professional and firm tone." Copy this into
Outlook (do not send).

STEP 8 — Reflection: Without Copilot, how long would it take you to read this 5-email thread
and draft both responses? Write your estimate.
Expected Outcome
Participants successfully summarize a complex 5-message email thread, extract timeline and
action items, and draft two professional email responses (internal escalation + vendor reply) in
under 20 minutes.

Discussion Questions
13. Did Copilot correctly identify the key issue and all relevant parties in the summary?
14. Which task was most valuable: thread summary, timeline, or email drafting? Why?
15. Would you send the drafted emails as-is, or would you edit them first? What would you
change?