MC1060871 – (Updated) View your organization’s prompts in the redesigned Copilot Prompt Gallery app soon (archived)

Product:

Copilot, Microsoft 365 Apps, Outlook, Teams

Platform:

Online, World tenant

Status:

Change type:

Admin impact, Feature update, Updated message, User impact

Links:

Details:

Summary:
The redesigned Copilot Prompt Gallery app will introduce a new home page and enhanced prompt browsing experience, allowing users to create, publish, and manage organizational prompts. However, the change is currently on hold, and further communication will be provided via the Message center.

Details:
Updated June 24, 2025: After further review we have decided not to proceed with this change at this time. We apologize for any inconvenience
We are excited to announce the upcoming redesign of the Copilot Prompt Gallery app. This update will introduce a new home page and an enhanced prompt browsing experience, making it easier for your users to navigate and utilize the app. Additionally, we are expanding the functionality of the Copilot Prompt Gallery by enabling you to create, publish, and manage organizational prompts tailored to the unique needs of your organization. This will allow your users to browse and engage with prompts directly within the app, enhancing their productivity and collaboration.
[When this will happen:]
General Availability (Worldwide): We will communicate via Message center when we are ready to proceed.

Change Category:
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Scope:
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Release Phase:

Created:
2025-04-24

updated:
2025-06-25

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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Pictures

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summary for non-techies**

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Direct effects for Operations**

User Experience Disruption
Users may face confusion and frustration due to the sudden change in the app interface and functionality without prior training or communication.
   - roles: End Users, Team Leaders
   - references: https://learn.microsoft.com/microsoft-365/admin/manage/teams-apps-work-on-outlook-and-m365?view=o365-worldwide#customize-default-settings-for-teams-apps-that-work-on-outlook-and-the-microsoft-365-app

Increased Support Requests
The introduction of a new app design and features may lead to an increase in support tickets as users struggle to adapt to the changes.
   - roles: IT Support Staff, Help Desk Agents
   - references: https://learn.microsoft.com/microsoft-365/admin/manage/teams-apps-work-on-outlook-and-m365?view=o365-worldwide#how-to-manage-the-availability-of-an-app-in-your-organization

Productivity Loss
Users may experience a temporary decline in productivity as they learn to navigate the new features and layout of the Copilot Prompt Gallery app.
   - roles: End Users, Project Managers
   - references: https://learn.microsoft.com/microsoft-365/admin/manage/teams-apps-work-on-outlook-and-m365?view=o365-worldwide#customize-default-settings-for-teams-apps-that-work-on-outlook-and-the-microsoft-365-app

Configutation Options**

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Opportunities**

Enhanced User Engagement through Custom Prompts
The ability to create, publish, and manage organizational prompts allows users to tailor the app experience to their specific workflows and needs. This customization can significantly enhance user engagement and productivity as employees can quickly access relevant prompts that aid their tasks.
   - next-steps: Develop a strategy for identifying key user needs and workflows to create effective prompts. Conduct workshops with users to gather input on what prompts would be most beneficial. Implement a pilot program to test the effectiveness of these prompts.
   - roles: Product Managers, Team Leaders, HR Managers
   - references: https://learn.microsoft.com/microsoft-365/admin/manage/teams-apps-work-on-outlook-and-m365?view=o365-worldwide#customize-default-settings-for-teams-apps-that-work-on-outlook-and-the-m365-app

Streamlined Administrative Management of Prompts
The new management features for organizational prompts will streamline the administrative tasks associated with maintaining prompt content. This reduces the overhead for IT staff and allows for a more agile response to user feedback and changing needs.
   - next-steps: Train IT staff on the new management features and establish a routine for reviewing and updating prompts based on user feedback. Create documentation for the process to ensure consistency and efficiency in managing prompts.
   - roles: IT Administrators, Change Managers, Operations Managers
   - references: https://learn.microsoft.com/microsoft-365/admin/manage/teams-apps-work-on-outlook-and-m365?view=o365-worldwide#how-to-manage-the-availability-of-an-app-in-your-organization

Improved Collaboration Across Teams
With the enhanced browsing experience, users from different departments can more easily share and discover prompts relevant to their roles, fostering better collaboration and knowledge sharing across the organization.
   - next-steps: Facilitate cross-departmental meetings to promote the use of shared prompts and gather insights on collaboration opportunities. Create a shared repository of best practices and successful prompts to encourage usage.
   - roles: Collaboration Managers, Team Leads, Project Managers
   - references: https://learn.microsoft.com/microsoft-365/admin/manage/teams-apps-work-on-outlook-and-m365?view=o365-worldwide#customize-default-settings-for-teams-apps-that-work-on-outlook-and-the-m365-app

Potentional Risks**

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IT Security**

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explanation for non-techies**

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