Copilot - Using Your Voice

Writing Like You

Building a Personal Writing Assistant with Microsoft Copilot Notebooks

Prerequisites & Enterprise Data Protection

For NMSU Faculty, Staff, and Students: Ensure you are logged into Microsoft Copilot with your official NMSU credentials. Look for the green Protected shield icon. This ensures that any documents, emails, or data you upload to your Notebook remain strictly private within the NMSU tenant and are never used to train public AI models.

Phase 1

Build Your Voice Library (One-Time Setup)

Step 1: Create a Copilot Notebook

Go to: Microsoft 365 Copilot → Notebooks
        https://copilot.cloud.microsoft/notebooks

Microsoft describes notebooks as AI-powered workspaces that use reference content to help generate context-aware responses and drafts. Your Copilot Notebook is your long-term writing workspace. Files stay attached to the notebook; you don't have to upload them every chat.

Step 2: Create a Folder Structure

In SharePoint or OneDrive, build out your foundational structure. Add this folder (or the individual files) to your Copilot Notebook.

Pistol Pete Writing Library ├── Voice Guide ├── Leadership Emails ├── Strategic Planning ├── Technical Communications ├── Faculty Support ├── Procurement ├── Executive Updates ├── Performance Reviews ├── Grant Writing

Step 3: Create a Voice Guide

Create a document named Pistol Pete Voice Guide.docx. Include the following sections explicitly detailing your preferences:

Tone
  • Professional
  • Friendly
  • Approachable
  • Practical
  • Collaborative
Writing Characteristics
  • Context first
  • Recommendation second
  • Action items clearly identified
  • Diplomatic language
  • Avoid blame
  • Solution focused
Avoid
  • Corporate jargon
  • Marketing language
  • Excessive enthusiasm
  • Unnecessary buzzwords
Closing Style

Often includes variations you use repeatedly:

Please let me know if you need anything additional. Thank you!
Phase 2

Build the Sample Library

Step 4: Collect Representative Samples

Don't upload random emails. Choose exemplary examples from clear categories:

Category Examples Include
Leadership Dean, Directors, Management communications
Strategic Planning, Initiatives, Proposals
Technical Informative, Detailed explanations
Support Help requests, Troubleshooting guides
Procurement Purchases, Licensing justifications
Faculty Service Research support, Academic assistance
Administrative HR, Budget requests, General updates

Step 5: Convert Emails to Reference Documents

Instead of: 500 .msg files Create: Consolidated .docx files

Create documents like Leadership Communications Samples.docx, Technical Communications Samples.docx, and Strategic Planning Examples.docx.

Inside these documents, format each entry clearly so the AI understands context:

Document Formatting Example
Example 1 Audience: Department Leadership Purpose: Project Update [Full Email Text Goes Here] -------------------

Repeat this format for multiple examples within the document.

Phase 3

Train Copilot on Your Style

Step 6: Ask Copilot to Analyze Your Voice

Inside the notebook, paste the following prompt:

Notebook Prompt
Analyze the content of this notebook. Identify: - My writing style - Tone - Sentence structure - Communication patterns - Common phrasing - Organizational patterns Create a comprehensive writing profile.

Save the generated results as Pistol Pete Writing Profile.docx and add it back into the notebook.

Step 7: Create Notebook Instructions

Microsoft supports custom instructions in Copilot Notebooks. Add these notebook custom instructions to ensure compliance:

Custom Instructions
Always prefer the writing style found in these references. Maintain: - Professional tone - Friendly language - Diplomatic wording - Context-first communication - Practical recommendations Avoid: - Excessive buzzwords - Generic AI language - Marketing language Match the style of the reference documents whenever drafting new content.
Phase 4

Daily Use (Workflows)

Instead of just asking "Write an email about this issue," utilize your built library using these structured prompts.

Email Workflow
Using the references in this notebook: Draft this email in my normal writing style. Maintain my normal level of professionalism, detail, diplomacy, and friendliness. Situation: [paste notes]
Reply Workflow

Paste incoming email first, then prompt:

Using my notebook references: Draft a response that sounds like me. Keep it concise. Maintain my normal tone. Provide appropriate next steps.
Executive Summary
Using my notebook references: Draft a one-page executive summary. Match my normal communication style. Audience: ACES Leadership Topic: [paste source material]
Strategic Planning
Using my notebook references: Write a strategic recommendation in the same style as my planning and leadership communications. Include: - Context - Opportunities - Risks - Recommendation - Next Steps
Phase 5

Improve Over Time & ACES Setup

Ongoing Maintenance

Whenever you send something and think: "Yep. That's exactly how I want to sound." — Add it to the notebook.

Your notebook becomes a living writing model. Every month:

Add
  • Good emails
  • Good reports
  • Good summaries
  • Strategic documents
Remove
  • Weak examples
  • Rushed messages
  • Formatting-heavy emails

Recommended ACES Setup

Given the work in ACES, we recommend building and uploading this specific document set:

1. Pistol Pete Voice Guide.docx 2. Leadership Communications.docx 3. Technical Communications.docx 4. Strategic Planning.docx 5. Innovation Communications.docx 6. Faculty Support Communications.docx 7. Procurement and Project Management.docx 8. Executive Updates.docx 9. Pistol Pete Writing Profile.docx

Use every email, report, proposal, acquisition justification, strategic plan, grant narrative, and leadership update through that notebook. The result is that Copilot gradually stops sounding like generic AI and starts sounding much closer to your established communication style.