Make a Copilot Notebook for one workstream you keep coming back to. Add its current plan and meeting notes, then set instructions for the kind of answer you want. Microsoft says the notebook answers only from the references you add, so check each answer against those files before it goes into a status update. SharePoint and OneDrive sources need a Microsoft 365 Copilot licence.
This guide follows Microsoft’s support pages, checked 30 September 2026. The Harbourline example is made up.
Open Notebooks and name the workstream
In the Microsoft Copilot app at m365.cloud.microsoft, open Notebooks in the left navigation. If it isn't there, open the app launcher (waffle) at the top of the left navigation and choose Notebooks.
Select Notebooks > All notebooks > New notebook. Name it after the live workstream rather than the whole organisation, for example Harbourline cutover.
Microsoft lists Notebooks for Copilot and Copilot Chat users with a SharePoint or OneDrive service plan, and for Microsoft 365 Personal, Family, Premium and Pro subscribers. What you can add differs. SharePoint, OneDrive, Teams and internal links are premium sources for licensed Microsoft 365 Copilot users only. Copilot Chat users get standard sources: uploaded Word, Excel, PowerPoint and PDF files, Pages, images, audio and external links. Without a Copilot licence, upload the plan and notes instead of adding a SharePoint folder.
Add named files and set instructions
With the notebook open, select Add references at the top of the Content pane. If the pane is closed, use the pane toggle in the upper-right corner. Add the workstream’s current plan as Word or PDF, the latest meeting notes and, with a Copilot licence, the SharePoint folder that holds the programme’s files. You can search for a SharePoint site, library or folder, upload a file, paste an organisation OneDrive or SharePoint link, pick from OneDrive, or drag and drop.
A folder reference lets Copilot draw on the supported files you can open in that folder, picking up to 300 relevant ones for each question. Add an essential file directly rather than trusting that selection. For a question about two documents, naming them is clearer than asking about the whole folder.
Microsoft’s reference guide says Copilot users can add more than 300 references, but only the first 300 are used to form answers. Copilot Chat allows up to 50, with all 50 used. Supported types include .docx, .pptx, .xlsx, .pdf, .loop, .page, .txt, .rtf and OneNote pages. This guide needs only a few current files.
Set instructions next. In the Copilot app, select More options (...) > Instructions. Write the tone and format for this workstream, then Save.
Ask a question you can check in the files. Open the cited plan and notes and compare. If a claim has no support, leave it out of your update and ask Copilot where it came from. Naming a file in the prompt doesn't make the answer right. For a fuller checklist, see how to check AI output before using it at work.
Microsoft also warns that deleting a notebook is permanent and can't be undone.
Answer in British English. Lead with red, amber or green (RAG) status, using the status stated in the files. Then list open decisions with their owners and due dates where given. Cite the file name for each claim. If the references do not say, say so. Do not invent a status, owner or date.Example: Harbourline cutover status from named files
For the fictional Harbourline cutover, add Harbourline_Cutover_Plan_v3.docx and Harbourline_SteerCo_Notes_2026-09-12.docx. If wider cutover documents are needed, also add Sites/Programmes/Harbourline/Cutover from SharePoint. Use the instructions above.
For this question, the answer should come from the two named documents. Check that every red item, decision and owner appears in them. A plausible detail from another file still doesn't answer the question you asked.
From the cutover plan and 12 September steerco notes only, what is still red, and which decisions are open with owners?Sources
How Microsoft Copilot Notebooks works (Microsoft Support): scoped workspace, 300-file grounding, permanent delete, no whole OneDrive/email/Teams/web.
Get started with Microsoft Copilot Notebooks (Microsoft Support): Notebooks path, New notebook, app launcher fallback, and who can use Notebooks. Checked 30 September 2026.
Add references to your Microsoft Copilot Notebook (Microsoft Support): Add references panel, premium and standard sources by licence, 300 / 50 grounding limits, supported types. Checked 30 September 2026.
Provide custom instructions for your Microsoft Copilot Notebook (Microsoft Support): More options (...) > Instructions.