Saving and Sharing Prompts
Found a prompt that works brilliantly? Save it, reuse it, and share it with your team. Learn how the Prompt Gallery turns your best prompts into reusable tools.
Why save and share prompts?
Think of prompts like recipes.
When you find a recipe that works perfectly — your grandmother’s pasta sauce, that one smoothie you nailed — you write it down. You don’t want to reinvent it every time.
Copilot prompts work the same way. When you craft a prompt that gives you great results, you can save it to your Prompt Gallery and share it with colleagues so they get the same great results.
This is especially powerful for teams. Instead of everyone figuring out the best way to ask Copilot for a weekly report, one person writes the perfect prompt and shares it with the whole team.
How to save a prompt
After you submit a prompt and get a good response:
- Hover over your prompt in the conversation
- Click Save prompt (bookmark icon)
- Give it a descriptive name — “Weekly Marketing Summary” is better than “Summary”
- The prompt appears in your Prompt Gallery for future use
To reuse: open Copilot Chat → click the Prompt Gallery icon → select your saved prompt → run it.
How to share a prompt
Sharing lets your colleagues use the same prompt without writing it themselves:
- Open your Prompt Gallery
- Find the prompt you want to share
- Click Share → choose a Microsoft Teams team
- Team members will see it in their Prompt Gallery under the Teams tab
Key concept: When you share a prompt, the recipient gets the prompt TEMPLATE — not your results. They run it against their own data with their own permissions.
Real-world: Ava's weekly report prompt
Every Monday, Ava at BrightLoop summarises the team’s social media performance. She crafted this prompt:
“Summarise BrightLoop’s social media analytics for the past 7 days based on /Weekly-Analytics-Dashboard.xlsx. Include: top 3 posts by engagement, follower growth per platform, and one recommendation for this week. Format as bullet points for the Monday team email. Keep it under 150 words.”
She saved it as “Monday Social Summary” and shared it with Leah (social media manager). Now both Ava and Leah can run the same prompt each Monday — Leah gets her own results based on her permissions, but the format and structure are consistent.
Prompt Gallery best practices
| Practice | Why It Matters |
|---|---|
| Use descriptive names | ”Client Proposal Intro” is findable; “Prompt 1” is not |
| Include context in the prompt | Saved prompts should work without remembering the original conversation |
| Test before sharing | Make sure the prompt produces consistent, quality results |
| Update outdated prompts | If processes change, update the saved prompt |
| Use file references carefully | Referenced files should be accessible to anyone you share the prompt with |
| Feature | Saved Prompt | Shared Prompt |
|---|---|---|
| Who can use it? | Only you | You and the people you share with |
| Results based on | Your data and permissions | Each person's own data and permissions |
| Can be edited? | Yes, by you | Recipients get a copy — they can edit their version |
| Appears in | Your Prompt Gallery | Both your and recipients' Prompt Galleries |
🎬 Video walkthrough
Flashcards
Knowledge Check
Jordan at Peak Solutions writes a great prompt for generating weekly pipeline summaries. He wants his whole sales team to use the same prompt format. What should Jordan do?
Dana shared a prompt with Sam at Oakfield Healthcare. The prompt references '/HR-Policies-2026.docx' on SharePoint. Sam runs the prompt but gets an error saying the file can't be found. What is the MOST likely cause?
Next up: What if you could have Copilot run your favourite prompts automatically? Learn how to schedule prompts that deliver results without you lifting a finger.