AI agents sound like something from the future, and yet they have long been part of your Microsoft 365. In a few minutes you can build your own agent, trained on one clear job. No code, no external tools.
What exactly is a Copilot agent?
A Copilot agent is a specialised AI assistant that you train on a specific task or topic. Unlike the standard Copilot, your agent knows your context: which templates you use, how your organisation communicates and which information it should draw on.
Examples of tasks it can take on:
- Categorise all incoming support requests and suggest pre-written replies
- Explain to new team members how the internal processes work
- Create proposals in Word in line with your corporate identity, at the push of a button
Prerequisites: what you need
- You have a Microsoft 365 Business Standard, Business Premium or an E3/E5 subscription
- You are signed in to the Microsoft 365 Copilot portal
- Your administrator has not switched off the Copilot agents feature
Step by step: creating your first Copilot agent
Step 1: Open the Agent Builder
- Go to
microsoft365.comand sign in - In the navigation bar on the left you will see the entry «Create agent», click on it
Alternatively, type straight into the Copilot chat window: «I would like to create a new agent»
Step 2: Describe your agent
You can describe your agent in plain language, and Copilot will build it for you automatically.
Create an agent called «Proposal Assistant» that helps me write professional proposals for our clients. It should use our company language, ask for the project title, the client name and the requested scope of work, and then suggest a structured proposal text in English.
Copilot then automatically suggests a configuration for you, including a name, a description and a first set of instructions.
Step 3: Refine the agent
In the configuration area you can adjust the following points:
a) Adjust the instructions
This is the heart of your agent. Write down here how it should behave: which tone should it use? What should it pay particular attention to? What should it never do?
Tip: the more concrete your instructions, the better the results. Instead of «be professional», go for: «Use clear, factual language, always address the client formally and avoid IT jargon.»
b) Add knowledge (optional, but powerful)
Under «Knowledge» you can give your agent access to specific SharePoint sites, folders or documents. That way it knows, for example, what your price list looks like, which products you offer or what sits in your internal knowledge base.
c) Define starter prompts
Define 2 to 3 starter prompts that help users get something useful out of the agent straight away.
Step 4: Test before you share
Test the agent in the pane on the right. Ask it a few questions, exactly the way your colleagues would.
Is the answer helpful? Is anything missing? Is the tone right?
- Sharpen the instructions («only answer questions on topic X»)
- Add further documents as a knowledge source
- Adjust the tone
Step 5: Publish and share the agent
Once you are happy, click «Create» in the top right.
You can keep the agent to yourself, share it with the team (via a link or directly in a Teams channel) or integrate it straight into Microsoft Teams.
3 ideas for your first agent, ready to build
Agent 1: The meeting minute-taker
Job: takes your bullet-point notes after a meeting and turns them into structured minutes with decisions, tasks and owners.
Effort: about 5 minutes | Time saved per meeting: 15 to 30 minutes
Agent 2: The onboarding companion
Job: answers common questions from new joiners (where do I find what? How does expense reporting work? Who is responsible for X?), based on your internal documents.
Effort: about 15 minutes | Benefit: HR and team leads are relieved, new joiners find answers on their own.
Agent 3: The communication coach
Job: helps you write emails or presentations in the tone and language of your organisation. Ideal for teams with a lot of client contact.
Effort: about 10 minutes | Tip: give it a few examples of your best client communication as a knowledge source.
What does it cost you?
If you already have Microsoft 365 Business Standard or higher and Copilot is included in your plan, simple agents come at no extra cost. For more complex agents outside M365, Microsoft Copilot Studio is the next step up.
Note: from July 2026, M365 prices are going up by 5 to 33%. A good moment to get the maximum value out of the subscription you already have.
Conclusion: AI automation is now for everyone
Copilot agents are no longer a thing of the future, they are available in the Microsoft 365 you already have. You do not need to be a developer, you do not need to be an AI expert and you do not need a large IT department behind you.
All you need is a clear idea of which task you want to automate or simplify, and 10 minutes of your time.
Give it a go this week. Create your first agent, let it take over a task that regularly costs you time, and see what happens. You will be surprised how quickly you see results.
