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

Product:

Copilot, Outlook, Teams

Platform:

Online, World tenant

Status:

Change type:

Admin impact, Feature update, Updated message, User impact

Links:

Details:

Summary:
The Copilot Prompt Gallery app will be redesigned with a new home page and enhanced browsing experience, allowing users to create, publish, and manage organizational prompts. The update will roll out from late May 2025 to mid-June 2025. Ensure Teams apps and the Prompts app are enabled for installation.

Details:
Updated May 6, 2025: We have updated the timeline below. Thank you for your patience.
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 begin rolling late May 2025 (previously early May) and complete by mid-June 2025 (previously mid-May).

Change Category:
XXXXXXX ... free basic plan only

Scope:
XXXXXXX ... free basic plan only

Release Phase:

Created:
2025-04-24

updated:
2025-05-07

Task Type

XXXXXXX ... free basic plan only

Docu to Check

XXXXXXX ... free basic plan only

MS How does it affect me

XXXXXXX ... free basic plan only

MS Preperations

XXXXXXX ... free basic plan only

MS Urgency

XXXXXXX ... free basic plan only

MS workload name

XXXXXXX ... free basic plan only

Pictures

XXXXXXX ... free basic plan only

summary for non-techies**

The Copilot Prompt Gallery app is being redesigned with a new home page and improved browsing experience, allowing users to create, publish, and manage organization-specific prompts, with the update rolling out from late May to mid-June 2025, provided Teams apps and the Prompts app are enabled for installation.

Direct effects for Operations**

User Experience Disruption
If the Copilot Prompt Gallery app is redesigned without proper user training, users may struggle to navigate the new interface, leading to frustration and decreased productivity.
   - roles: End Users, IT Support Staff
   - references: https://www.forbes.com/sites/bernardmarr/2021/01/25/the-importance-of-user-experience-in-software-development/

Increased Support Tickets
A sudden change in the app's interface may lead to an influx of support requests from users who are confused about the new features and functionalities, overwhelming the IT support team.
   - roles: IT Support Staff, Help Desk Technicians
   - references: https://www.zdnet.com/article/how-to-reduce-it-support-tickets/

Integration Issues
Without preparation, the new app may not integrate smoothly with existing systems, causing disruptions in workflows and potential data loss.
   - roles: System Administrators, Application Developers
   - references: https://www.cio.com/article/243200/how-to-avoid-integration-issues-in-software-development.html

Configutation Options**

XXXXXXX ... paid membership only

Opportunities**

Enhanced User Training for Prompts
With the redesigned Copilot Prompt Gallery, there is an opportunity to implement structured training sessions that educate users on how to effectively create, publish, and manage prompts. This can significantly improve user engagement and satisfaction with the tool, as well as increase productivity by ensuring users are aware of the full capabilities of the app.
   - next-steps: Develop a training curriculum that includes workshops, tutorials, and user guides. Schedule training sessions around the rollout period of the new app design to maximize attendance and engagement.
   - roles: Training Coordinators, Team Leaders, HR Managers
   - references: https://www.forbes.com/sites/bernardmarr/2021/03/22/how-to-create-an-effective-employee-training-program/?sh=2b76aefc4e3d

User Feedback Loop Implementation
Establishing a feedback mechanism post-launch can help gather insights on user experiences with the new Copilot Prompt Gallery. This can lead to continuous improvement of the app and ensure that it meets the evolving needs of the organization.
   - next-steps: Create a feedback form and schedule regular review meetings to analyze user input. Consider integrating this feedback into future updates or training materials to enhance user experience.
   - roles: Product Managers, IT Administrators, User Experience Researchers
   - references: https://www.nngroup.com/articles/collecting-user-feedback/

Integration with Existing Workflows
The new capabilities of the Copilot Prompt Gallery can be leveraged to integrate prompts into existing workflows within Teams and Outlook. This can streamline processes and reduce the time spent on repetitive tasks, ultimately improving overall efficiency.
   - next-steps: Assess current workflows to identify integration points for the new prompts. Collaborate with teams to develop custom prompts that align with their specific tasks and objectives.
   - roles: Operations Managers, Project Managers, IT Solutions Architects
   - references: https://www.mindtools.com/pages/article/newTMC_95.htm

Potentional Risks**

XXXXXXX ... paid membership only

IT Security**

XXXXXXX ... paid membership only

explanation for non-techies**

XXXXXXX ... free basic plan only