Configuring and Sharing Agents
Make your agent smart with the right knowledge sources, give it clear instructions, add capabilities, and share it with your team so everyone benefits.
The three pillars of agent configuration
Think of configuring an agent like training a new team member.
You need to give them three things:
- Knowledge — “Here are the documents and data you need to do your job” (SharePoint sites, files, web links)
- Instructions — “Here’s how I want you to work” (be friendly, stay on topic, don’t guess if you’re unsure)
- Tools — “Here are the capabilities you can use” (code interpreter, image generator)
Get these right, and your agent becomes a reliable team resource. Get them wrong, and it gives inconsistent or irrelevant answers.
Configuring knowledge sources
Knowledge sources define what your agent can reference when answering questions:
| Source Type | What It Is | Best For |
|---|---|---|
| SharePoint sites | Entire sites or specific document libraries | Company policies, product docs, team resources |
| Specific files | Individual documents (Word, Excel, PDF) | Reference guides, pricing sheets, templates |
| Web URLs | Public websites | External knowledge, partner documentation |
| Copilot connectors | Third-party data integrations | CRM data, ticketing systems, external databases |
Best practices for knowledge sources:
- Be specific — add only relevant sources (not your entire SharePoint)
- Keep documents up to date — the agent can only be as current as its sources
- Test with real questions — make sure the agent can actually find answers
Real-world: Jordan's sales playbook agent
Jordan at Peak Solutions configured a sales playbook agent with three knowledge sources:
- SharePoint site: Peak Solutions Sales Library (product sheets, case studies, competitive intel)
- Specific file: Enterprise Pricing Guide 2026.xlsx
- Web URL: Peak Solutions public website (for product descriptions customers can see)
He deliberately did NOT add the full company SharePoint — that would dilute results with HR policies, facilities info, and other irrelevant content. Scoped knowledge = focused answers.
Writing effective instructions
Instructions are the most important configuration for consistent agent behaviour:
| Good Instructions | Why They Work |
|---|---|
| ”Always respond in a friendly, professional tone” | Sets consistent voice |
| ”Only answer questions about Peak Solutions products” | Defines scope — agent won’t go off-topic |
| ”If you don’t know the answer, say so and suggest contacting the sales team” | Handles uncertainty gracefully |
| ”Include pricing only from the official pricing guide” | Prevents fabricated numbers |
| ”Keep responses under 200 words unless asked for more detail” | Controls output length |
The instruction formula:
- Tone: How should it sound?
- Scope: What topics should it cover (and NOT cover)?
- Limitations: What should it do when it doesn’t know?
- Format: How should responses be structured?
Capabilities and starter prompts
Capabilities
Optional features you can enable:
- Code interpreter — lets the agent analyse data and create visualisations
- Image generator — lets the agent create images from descriptions
Starter prompts (suggested questions)
Starter prompts appear when a user opens the agent for the first time:
- Help users understand what the agent can do
- Reduce the “blank page” problem
- Guide users toward the agent’s strengths
Good starter prompts for Dana’s onboarding agent:
- “How do I book annual leave?”
- “What’s the dress code policy?”
- “Where do I find the employee handbook?”
- “How do I set up my laptop on the first day?”
Sharing your agent
Once configured, share your agent so others benefit:
How to share
- Open your agent’s settings
- Click Share
- Choose who to share with:
- Specific people — share with named colleagues
- A group — share with a team or department
- Anyone in your organisation — share via a link
Sharing considerations
| Question | Answer |
|---|---|
| Can recipients edit the agent? | No — they can use it but not modify your configuration |
| Do they need permissions to the knowledge sources? | Yes — if they can’t access the SharePoint site, the agent can’t answer from it for them |
| Can you unpublish a shared agent? | Yes — you can stop sharing at any time |
| Can you publish to the org Agent Store? | Not directly from Agent Builder — publishing to the store requires Copilot Studio (full version) |
Real-world: Dana's sharing strategy
Dana built the Oakfield Onboarding Agent and needed to share it strategically:
- First: Shared with Sam (training coordinator) for testing and feedback
- Then: Shared with the full HR team (5 people) after Sam approved
- Finally: Published to Oakfield’s Agent Store so all new hires could find it
Dana also included clear starter prompts so new hires — who’ve never used Copilot agents before — know exactly what to ask.
🎬 Video walkthrough
Flashcards
Knowledge Check
Jordan configured a sales agent with Peak Solutions' entire company SharePoint as the only knowledge source. Sales reps report that the agent sometimes answers with HR policies and IT guidelines instead of product information. What should Jordan change?
Dana shared the onboarding agent with all new hires at Oakfield. A new hire named Alex asks the agent about patient treatment protocols. What should happen?
Which combination of settings would create the MOST effective starter prompts for a sales playbook agent?
Next up: You’ve mastered prompts, conversations, and agents. Now let’s put Copilot to work — learn how to create professional documents and communications from a single prompt.