One of the most important aspects of your Microsoft Copilot agent is its tone of voice — how it communicates and interacts with users. In this guide, I’ll walk you through everything you need to know to customize your Copilot’s tone using Microsoft Copilot Studio, step by step.
When building a Microsoft Copilot agent, arguably the most important element beyond its functionality is how it communicates — its tone of voice. The tone shapes how users experience the conversation, whether it’s friendly, professional, playful, or even humorous. Getting the tone right can make your Copilot more engaging, relatable, and effective.
In this post, I’ll walk you through everything you need to know about customizing your Copilot agent’s tone of voice within Microsoft Copilot Studio. I’ll cover some key caveats, how to edit the general instructions, and even how to leverage the AI itself to help craft your tone settings.
Why Tone of Voice Matters in Your Copilot Agent
Your Copilot isn’t just a tool; it’s an interface that interacts with real people. The tone of voice impacts:
- User engagement: A friendly or conversational tone can keep users more engaged.
- Brand alignment: Matching your organization’s brand voice makes the Copilot feel cohesive and trustworthy.
- Clarity and approachability: The right tone helps users understand responses easily and feel comfortable asking questions.
- Use case suitability: Different use cases may call for different tones—formal for HR support, casual for customer FAQs, playful for entertainment bots, etc.
By customizing the tone, you control not only what your Copilot says but how it says it — which is just as important for user satisfaction.
Important Caveat: When Tone Customization Works and When It Doesn’t
Before we dive in, here’s an important detail: Not all Copilot agents support dynamic tone customization.
- If your agent is built purely from question nodes without generative AI, it relies on hardcoded responses. This means the tone is fixed in those scripts, and you cannot use AI-powered tone controls.
- However, if your agent uses generative answer nodes, topic inputs, or knowledge source searches, it leverages AI to generate responses dynamically. This is where updating the general instructions with tone directives will make a difference.
If you’re unsure which type your Copilot is, think about whether you’re using AI-generated text or static, scripted replies.
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How to Change the Tone in Microsoft Copilot Studio — Step by Step
1. Open Microsoft Copilot Studio and Locate Your Agent
Log into Microsoft Copilot Studio and open the specific Copilot agent you want to update. For demonstration, I use a “Coffee Copilot” agent, but you can use any.
2. Find the General Instructions Section
Within the agent’s configuration, locate the General Instructions field. This is a crucial setting where you define the overall personality and tone of your Copilot.
The default might be something simple like “Keep it professional,” but you’ll want to tailor this to fit your desired style.
3. Leverage AI to Help Write Your Tone Instructions
A handy trick is to use Microsoft Copilot itself to write your tone instructions! This meta-approach saves time and sparks creativity.
Here is sample prompt you can copy and paste into your Copilot on the web. This prompt asks the AI to generate clear, detailed tone instructions based on your specifications.
I am trying to create a Copilot Agent in Copilot Studio named [Copilot Name].
I need your help writing the instructions I will provide for the Copilot Agent. Instructions tell the Generative AI Copilot Agent how to talk and interact with the users it is conversing with. the Microsoft tip for instructions is: “Tell your agent what its primary purpose is and how it should act.” The instructions should be optimized for generative AI and Large language models to easily interpret.
The purpose of the Copilot Agent is: [Copilot Purpose]
The tone of the Copilot Agent is: [Copilot Tone]
For example, I wanted my Coffee Copilot to talk like a pirate — so I asked Copilot to create tone guidelines for a seafaring pirate personality, including pirate jargon, slang, and a playful but family-friendly style.
4. Customize and Apply the Generated Instructions
Once Copilot outputs the tone instructions, copy them. Back in the General Instructions editor in Copilot Studio, delete the old text and paste your new, customized instructions.
Save the changes, and the tone update is now live in the configuration.
5. Test Your Copilot Agent’s New Voice
Refresh the test pane in Copilot Studio and ask a question, such as “How is coffee typically made?”
If everything is set up correctly, your Copilot will respond in the new tone — in my case, using pirate-themed language with playful expressions like “Ahoy matey!”
This step helps you verify the tone changes are working as intended and gives you a chance to tweak the instructions if needed.
Tips for Writing Effective Tone Instructions
When writing your general instructions for tone, consider:
- Clear personality traits: Define if the tone should be formal, casual, humorous, warm, professional, etc.
- Language style: Specify use of slang, jargon, metaphors, storytelling, or simple language.
- Audience: Keep in mind who your users are and what tone fits their expectations.
- Boundaries: For example, ask to keep language family-friendly or avoid sensitive topics.
- Examples: Including sample phrases or typical expressions helps the AI model understand your intent.
This clarity helps the generative AI maintain consistent tone and voice throughout user interactions.
What If My Copilot Isn’t Responding with the New Tone?
If your Copilot doesn’t seem to reflect the updated tone:
- Double-check you’re using generative AI nodes and not purely hardcoded scripts.
- Make sure you saved the general instructions and republished your agent.
- Try rephrasing or expanding your tone instructions for clarity.
- Test with different questions to see if the tone appears in other responses.
- Reach out for one-on-one help — I provide coaching sessions via the contact link in the video description.
Happy Developing!