Build your first Notebook
Microsoft 365 Copilot Notebooks provide a centralized, AI-powered workspace to organize and enhance your tasks. This learning unit guides you through accessing Notebooks, navigating the interface, adding reference files, and providing custom instructions to tailor your experience.
Navigate the interface
Microsoft 365 Copilot Notebooks offer an intuitive interface designed to help you gather and manage content efficiently. To get started:
Access via the Copilot Chat app
Sign in to microsoft365.com/copilot using your work or school account.
Access the Notebooks section from the left-hand menu.
Select Create Copilot notebook or New notebook if you already have existing notebooks.
Name your notebook and begin adding references to organize your content.
Access via OneNote
- Launch OneNote (desktop, web, or mobile app).
- Select Copilot Notebooks from the notebook list.
- Choose New notebook from the Copilot Notebooks home page to create a new notebook.
- Name your notebook and begin adding references to organize your content.
Note
A Microsoft 365 Copilot license is required to use Copilot Notebooks. Ensure your account also has a SharePoint or OneDrive license. Notebooks are not available for personal Microsoft accounts.
Add reference files to your Microsoft 365 Copilot Notebook
Copilot Notebooks support a wide range of file types for referencing, including Microsoft Office formats (Word, Excel, PowerPoint), PDFs, images, plain text, code files, and even web URLs. These references help ground Copilot's responses and enhance the context of your work. However, only the first 20 references in a notebook are actively used for grounding, and some formats—like OneNote pages—are limited to text-only support.
Supported file types
| Category | File types | Notes |
|---|---|---|
| Microsoft Office | .doc, .docx, .ppt, .pptx, .xlsx, .loop, .fluid | Excel not supported for audio overviews |
| PDFs | Fully supported | |
| Images | .jpg, .jpeg, .png, .gif, .webp, .jfif, .pjpeg, .pjp | Used for visual reference only |
| Text & code | .txt, .md, .csv, .json, .yaml, .py, .ipynb, .js, .java, etc. | Includes most common programming and config formats |
| Web & hypertext | .htm, .html | Web URLs supported for text grounding only. You must first create and link other supported file types before you can add a link to the URL |
| OneNote | Text-only pages | Rich media not supported |
| Other references | SharePoint/OneDrive links, Team chats, emails, YouTube links, folders | Only the first 20 references are grounded |
How to add reference files
Enhance your Notebook by including relevant files, links, and other resources. Here's how you can add references:
- Open your Notebook and navigate to the References tab.
- Select Add reference and choose one of the following options:
- Suggested files: Choose from recommended files based on your activity.
- Search: Enter a file name in the search bar and select the desired file.
- Upload: Use the dropdown menu to upload files directly from your device.
- Link: Add a link to supported file types within your Microsoft 365 account by entering display text and the URL.
- Attach cloud files: Browse and select files from your OneDrive folder. To delete a reference, select More options (three dots) next to the reference name and choose Delete.
Provide custom instructions for your Microsoft 365 Copilot Notebook
You can use custom instructions in Copilot Notebooks to guide how Copilot responds to your prompts. By setting preferences like tone, formatting, or focus areas, you ensure Copilot tailors its output to match your goals—making your interactions more consistent and aligned with your project needs.
How to set custom instructions
Define Copilot's responses by setting specific guidelines for your Notebook.
Open your Notebook and select Add Copilot instructions.
In the dialog box, enter your instructions. You can specify:
- Formatting preferences (bullet points, specific colors).
- Language requirements (Respond in Spanish).
- Tone or style (formal or casual).
For example, you can prompt: When I provide a topic, generate content in a professional and conversational tone. Use U.S. English, apply clear headings and bullet points for structure, and format responses for easy reading in Word or PowerPoint. Prioritize clarity, conciseness, and relevance for a business audience.
Select Save to apply the instructions.
Your custom instructions appear under the notebook title. To edit them, select Edit Copilot instructions.
Once you set custom instructions in Copilot Notebooks, you'll start seeing responses that match your tone, format, and content preferences—whether that's keeping things short, using emojis, or focusing only on Microsoft topics. It's a simple way to make Copilot feel more like your own voice and work style.