IT Administration Prompts — Free AI Prompts for M365 Copilot

Prepare a Change Advisory Board (CAB) submission for [CHANGE DESCRIPTION]. Include: (1) Change description and business justification, (2) Risk assessment (likelihood and impact), (3) Implementation plan with rollback procedure, (4) Testing completed, (5) Communication plan, (6) Affected systems and users, (7) Maintenance window requested. Rate overall risk as Low/Medium/High.

Create a self-service troubleshooting guide for [ISSUE — VPN problems / printer issues / password resets / Teams audio issues / Outlook sync]. Structure as: (1) Symptom description (what the user sees), (2) Quick fixes to try first (ordered easiest to hardest), (3) Screenshots or descriptions of what to click, (4) When to contact IT support, (5) Information to have ready when calling. Write for non-technical users.

Create a capacity report for [INFRASTRUCTURE]. Include: usage vs capacity, growth trend, projected exhaustion date, top consumers, optimisation tips, procurement timeline.

Write an end-user communication about [IT CHANGE — system upgrade / maintenance window / new tool rollout / policy change]. Include: (1) What is changing in plain English, (2) When it happens, (3) How it affects them specifically, (4) What they need to do (if anything), (5) Where to get help. Tone: friendly, clear, and reassuring. Keep it under 200 words.

Write an IT incident report for [INCIDENT DESCRIPTION]. Include: (1) Incident summary and timeline, (2) Impact assessment (users affected, services down, duration), (3) Root cause analysis, (4) Resolution steps taken, (5) Preventive measures for the future, (6) Lessons learned. Format for both technical and executive audiences.

Draft an IT policy for [POLICY TOPIC — acceptable use / BYOD / password / remote access / data classification]. Include: (1) Purpose and scope, (2) Policy statements with clear rules, (3) Roles and responsibilities, (4) Exceptions process, (5) Enforcement and consequences, (6) Review schedule. Write in plain English that non-technical staff can understand.

Create a licence optimisation report for our Microsoft 365 tenant. Analyse: (1) Licences assigned vs actively used (last 90 days), (2) Users with premium licences who only use basic features, (3) Shared mailboxes or service accounts with unnecessary licences, (4) Recommended downgrades or removals, (5) Estimated monthly savings. Present as a table with user counts and cost impact.

Create a monthly health summary report for our Microsoft 365 tenant. Cover: (1) Service health incidents this month, (2) User growth and licence utilisation, (3) Security alerts and recommendations from Secure Score, (4) Storage usage trends, (5) Top support tickets, (6) Upcoming changes from Message Centre. Present as a dashboard-style summary with red/amber/green ratings.

Draft patch communications for [UPDATE]. Include: pre-patch notification, day-of reminder, during-maintenance updates, completion confirmation, known issues.

Write a security awareness email to all staff about [THREAT — phishing / MFA fatigue / social engineering / credential theft / QR code scams]. Include: (1) What the threat is in simple terms, (2) A real example of how it works, (3) How to spot it (3-4 warning signs), (4) What to do if they encounter it, (5) What to do if they already clicked. Tone: urgent but not alarming.

Create a vendor access review document for [VENDOR NAME]. Document: (1) What systems and data they can access, (2) Authentication method (SSO, VPN, direct), (3) User accounts and privilege levels, (4) Last access review date, (5) Business justification for continued access, (6) Compliance requirements (SOC2, ISO, etc.), (7) Recommendation: maintain, reduce, or revoke access.

Create an IT offboarding checklist for an employee leaving [DEPARTMENT]. Include: (1) Account disablement steps (Entra ID, M365, VPN, apps), (2) Data backup and transfer procedures, (3) Device recovery checklist, (4) Licence reclamation, (5) Access review for shared resources, (6) Communication to relevant teams. Order by urgency — what must happen on day 1 vs within 30 days.