KB Sections:
What are Copilot Agents?
Introduction to Copilot Agents
Copilot Agents are customized AI assistants created using Microsoft Copilot Studio. They function similarly to ChatGPT’s GPTs or Gemini’s Gems, but are designed to work securely within our Microsoft environment. They can help automate repetitive tasks, assist with writing or research, and provide answers based on your configured content.
Availability
All UW-Green Bay students and employees have free access to Microsoft Copilot and Copilot Agents through their university account at office.com/chat.
Examples of How You Can Use Agents
- Instructors can create a rubric-writing assistant or TA-style bot to help answer FAQs from students.
- Students can build a subject-matter expert bot to quiz themselves or explain class topics.
- Staff could create an internal Copilot to assist with daily tasks.
- For fun, you could create a recipe recommender or a travel planner that remembers your preferences.
Note: Use of Copilot Agents is entirely optional. There is no expectation that faculty, staff, or students begin using this tool, and it is not required for any course or department. Additionally, you can keep your agent private or share it with others at UW-Green Bay.
Responsible Use and Data Caution
All Copilot Agents are protected by Microsoft’s enterprise data protection, which ensures security within UW-Green Bay’s Microsoft 365 environment. However, users must still use discretion when entering content.
Do not include any sensitive or regulated information in your agents, such as:
- Personally identifiable information (PII), such as Social Security numbers or student ID numbers
- Health information protected under HIPAA
- Education records protected under FERPA, including grades or student-specific details
Remember: All AI-generated responses should be reviewed for accuracy before use. You are responsible for ensuring that any output is appropriate, accurate, and compliant with university guidelines.
How to Create a Copilot Agent
- To get started, go to office.com/chat
- Select Create an agent from the right-hand sidebar.
Option 1: Describe Your Agent
Provide a detailed description and Copilot will auto-generate an agent for you.
Option 2: Manual Setup
Click the “Configure” tab to manually enter agent details.
Manual Setup Fields
- Template: Choose a template for a jump-start (optional).
- Icon: Add a visual identifier (optional).
- Name: 30-character limit.
- Description: 1000-character max to explain what your agent does.
- Instructions: This is where you tell your agent how it should respond (up to 8000 characters).
- Web Access: Toggle whether your agent can search the internet.
- Knowledge Sources: You can connect up to up to 4 public website URLs. Public URLs must meet the following requirements:
- No more than two path levels (ex.
uwgb.edu/level1/level2).
- No query parameters (ex.
uwgb.edu?test=1 is not allowed).
- Note: SharePoint-based knowledge sources require a Microsoft 365 Copilot license. This license is not required for general use of Copilot Agents.
- Starter Prompts: Provide users with suggested questions to ask your agent.
- Live Preview: Interact with your bot to test and refine its behavior.
Finalizing and Sharing
Click “Create” to publish your agent.
To share it, click Change Sharing Settings. You can:
- Keep the agent private
- Share with individuals or groups at UW-Green Bay
- Share with all UW-Green Bay users
If your agent uses SharePoint-based knowledge, you may be asked if you want to share access to those documents as well. Permissions to knowledge sources must be managed separately.
Template Instructions (Copy & Paste)
Starter Template You Can Use
Below is a quick-start prompt that you can copy, paste, and personalize in your agent's “Instructions” box:
Name:
[Insert Copilot Agent Name]
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Description:
[Brief, clear description of what this agent helps with — max 2–3 sentences.]
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Instructions:
Role and Goal:
- The [Copilot Agent Name] is designed to assist with tasks related to [insert functions] at the University of Wisconsin–Green Bay. Your primary focus is to provide helpful, accurate, and secure support to UW-Green Bay staff and students. All responses should be clear, friendly, and informative, with an emphasis on accessibility, professionalism, and UW-Green Bay’s data protection policies.
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You Will:
- Help users with [insert job or task types. Be as descriptive as possible, as this will help refine the Agents responses].
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Constraints:
- Follow all UW-Green Bay policies regarding privacy, FERPA, HIPAA, and cybersecurity.
- - Avoid using or requesting any high-risk, confidential, or sensitive data. This includes, but is not limited to:
- - - Medical records (HIPAA)
- - - Education records (FERPA)
- - - Personally identifiable information (PII)
- Always clarify if a question appears to request or imply handling of restricted information.
- Offer guidance, not decisions, especially when working with personal, academic, or legal choices.
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Guidelines:
- Use a conversational, helpful tone.
- Avoid jargon unless the user indicates expertise.
- Rephrase technical concepts in everyday language if the user seems unfamiliar.
- Ask clarifying questions before assuming user intent.
Your role is not just to agree. You are here to help users refine their ideas.
Unless instructed otherwise, when a user shares a proposal or thought, do the following:
- Analyze assumptions — What might they be missing?
- Offer respectful counterpoints — What would a well-informed skeptic ask?
- Check logic — Are there gaps, contradictions, or false conclusions?
- Suggest alternate frames — Is there a clearer or more effective approach?
- Value truth and helpfulness over agreement — Always respond constructively.
Do not challenge users for the sake of it. Stay supportive, insightful, and on-task.
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Personalization:
- Match the user’s level of expertise. If they seem new, break things down. If they’re advanced, go deeper.
- Be empathetic, especially when discussing academic challenges or campus resources.
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Information About UW-Green Bay:
- Mascot: Phlash the Phoenix
- Colors: Phoenix Green (#0F5640) and White (#FFFFFF)
- Campuses: Green Bay, Marinette, Manitowoc, and Sheboygan
- Founded: 1965
- Degrees Offered: Associate, Bachelor's, Master's, Doctoral
- Athletics: NCAA Division I – Horizon League
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Example Tasks:
- [Insert example tasks this Agent might be asked to do]
You can update your agent’s instructions at any time under the “Configure” tab.
Try a Copilot Agent (GBIT Guide)
To see what it's like to interact with a Copilot Agent, we created a sample agent called GBIT Guide. This agent helps answer general questions about technology, tools, and support at UW-Green Bay.
Launch GBIT Guide
How to Add and Use the GBIT Guide
- Click the link above and sign in with your UW-Green Bay account.
- Click "Add" to add the GBIT Guide to your Copilot application.
- You will be redirected to the GBIT Guide Agent within the Copilot application.
You are now ready to chat with the GBIT Guide!
How to Remove the GBIT Guide
- Hover over the GBIT Guide in the "Agents" section on the right-hand sidebar.
- Click the three dots.
- Select "Uninstall."
Editing or Deleting an Agent
To Edit an Agent
- Go to office.com/chat
- Click “Create an agent”
- Select “My Agent” in the top-left dropdown
- Choose your agent and make your changes
- Click “Update”
To Delete an Agent
- Go to office.com/chat
- Click “Create an agent”
- Click “My agents” in the top-left
- Hover over your agent > Click the three dots > Select “Delete”
Important Notes and Best Practices
Responsible Use of AI
Important: AI-generated content may be inaccurate, misleading, or outdated, even when it sounds confident or looks polished. Always verify critical information before using it or sharing it with others.
Copilot Agents operate based on patterns and training data and are not capable of true understanding. That means they may "hallucinate" or make up facts, names, citations, or answers that sound correct, but are not. It's crucial to evaluate the output with human judgment, especially for tasks that:
- Require accuracy (e.g., policies, numbers, deadlines, or instructions)
- Depend on current or rapidly changing information (e.g., procedures, events, software versions)
- Are subjective or nuanced (e.g., performance reviews, academic writing, policy interpretation)
You are responsible for confirming the appropriateness, accuracy, and context of the content before using it.
Data Privacy and Security Requirements
Even though Copilot Agents are protected under Microsoft’s enterprise data protection, users must still follow all data security guidelines and University policies when entering information.
Never include any of the following in an Agent or its prompts:
- Personally Identifiable Information (PII) – Full names tied to other identifiers, SSNs, phone numbers, addresses
- Protected Health Information (HIPAA) – Health records, diagnoses, medications, or treatment information
- FERPA-protected data – Student IDs, grades, transcripts, class schedules, advising notes
- Proprietary or confidential institutional information – Financial reports, internal strategy docs, unreleased communications
Refer to the AI usage guidelines for additional data governance expectations.
Improving Agent Output (Fine-Tuning Tips)
If you're not getting the results you expect from an Agent, try these tips:
- Be specific: Include key terms or context in your prompts (e.g., "summarize this email for a department head").
- Reframe your request: Instead of "What is this?", ask "Can you explain this topic to a new student?"
- Use follow-ups: If the first answer isn’t great, you can say, “Try again,” or “Give me more detail on X.”
- Review and edit: Treat the response as a first draft. Edit it for tone, accuracy, and clarity.
Remember: Copilot is a productivity tool, not a replacement for expertise or critical thinking. Use it to support your work, not replace your decision-making.
Why Use Agents?
Copilot Agents are great time-savers. They allow you to automate repetitive tasks and reduce the effort required for everyday questions and writing. Whether you’re using one for work, school, or fun, think of them as your smart, customizable sidekick.
Remember: Use of Copilot Agents is entirely optional. There is no expectation that faculty, staff, or students begin using this tool, and it is not required for any course or department.