Private training · Monday 9 November 2026 · Bangkok

Microsoft Copilot
for Hotel Leaders

Real hotel tasks. One prompt at a time. You leave with a toolkit you can use tomorrow.

With Jonny West · The AI CEOs

Follow along on your laptop: copilot-hotel-training.pages.dev

How today works

1Open the slideon your own laptop
2Download the fileone click, practice data
3Copy the promptthe orange button
4Paste in Copilotattach the file first
5Check the answer"What to look for" box

Arrow keys or the arrows at the bottom move the slides. The ☰ menu jumps to any exercise.

Today's plan

  1. Setup Which Copilot do you have? 10-minute checkWhere to click, how to attach a file, the prompt recipe.
  2. Part 1 Warm-upGet the rhythm: ask, read, improve.
  3. Part 2 Email & meetingsOwner emails, minutes, follow-ups.
  4. Part 3 NumbersBudget, owner slides, marketing spend.
  5. Part 4 Guests & teamReviews, replies, SOPs in Thai.
  6. Part 5 Research & your own assistantWeb research, images, agents.
  7. Part 6 Your real workUse it on something from this week.
  8. Take-home Prompt pack, Copilot inside your apps, ask-IT emailEverything stays on this page after today.

There are two kinds of Copilot at work

Most staff have this

Copilot Chat

  • A smart assistant in your browser, signed in with your work account
  • Reads what you give it: files you attach and text you paste
  • Can search the web (if your company allows it)
  • Can make simple agents (if allowed)

Everything today works here.

Paid licence

Microsoft 365 Copilot

  • Everything in Copilot Chat, plus...
  • Lives inside Outlook, Teams, Word, Excel, PowerPoint
  • Can search your own email, chats and files on its own (the Work tab)
  • Meeting recaps, Researcher, Analyst

Marked Full licence today.

Your company's IT team decides which one you have and which features are switched on. That is why two people can see different screens.

One rule for work data

🛡

Work data goes only into your work Copilot.

Look for the green shield (or "Protected") near the chat box. It means you are signed in with your work account and your data stays inside the company.

Never paste guest, owner or financial data into personal ChatGPT, Claude, Gemini or a personal Copilot account.

Today's practice files are all fictional: a made-up hotel called The Lumen Hotel Bangkok.

Setup check: which Copilot do you have?

Copilot opens at m365.cloud.microsoft/chat in Edge and you are signed in with your work email

You see a green shield or the word Protected near the chat box

When you click + next to the chat box you can choose Upload (files)

There is a Work / Web switch at the top of the chat

In Excel or Word, the Copilot button works (it does not ask you to buy, and is not greyed out)

On the left you can see Agents or Create agent

Answer the 6 questions to see what you can use today.

Your Copilot screen: where to click

✎ New chat 1
☷ Agents 6
Chats
WorkWeb5

Hi, how can I help?

+3 Message Copilot 2 🛡4 ➤
CopyRegenerate7
  1. New chat Start fresh for each exercise.
  2. Chat box Paste the prompt here, press Enter.
  3. + Attach a file: choose Upload.
  4. Green shield You are in your protected work account.
  5. Work / Web Only with the full licence. Web = internet, Work = your email and files.
  6. Agents Your own saved assistants (Exercise 11).
  7. Under each answer Copy it into Word or Outlook, or try again.

Microsoft changes this screen often, so yours may look a little different. The buttons are usually in the same places.

How to attach a file

  1. Click the file button below. It saves to your Downloads folder.
  2. In Copilot, start a New chat.
  3. Click + next to the chat box, choose Upload, and pick the file.
  4. Wait until the file shows in the chat box, then paste the prompt.

If you cannot upload

Your company may have turned uploads off. For today's practice files only (they are fictional), open the file, select all (Ctrl + A), copy, and paste it into the chat under the prompt.

For real work files, ask IT. The email is ready on the last slides.

The prompt recipe Microsoft recommends

GoalWhat do you want?"Draft a reply to the owner..."
ContextWhy, and who is it for?"...she is worried about October costs..."
SourceWhich file or facts to use?"...use only the attached thread..."
ExpectationsFormat, length, tone"...calm and respectful, under 150 words."

Then keep talking in the same chat: "shorter", "more formal", "make it a table", "check June again". The second answer is usually the good one.

All practice files

Fictional hotel, fictional numbers. Download now or on each exercise.

WOwner email thread01-Owner-email-thread.docx↓X60 guest reviews02-Guest-reviews-October.xlsx↓XDraft budget 202703-Budget-2027-draft.xlsx↓XMarketing spend 202604-Marketing-spend-2026.xlsx↓WMeeting transcript05-ExCom-meeting-transcript.docx↓WLost & found notes06-Lost-and-found-notes.docx↓
ZIPEverything in one zipAll-practice-files.zip↓ WEvery prompt from todayCopilot-Prompt-Pack.docx↓

Part 1

Warm-up

Get the rhythm: ask, read, improve.
Exercise 13 prompts

Warm-up: a VIP welcome letter

Learn the rhythm: ask, read, then improve. No file needed.

You will get

  • A ready-to-send welcome letter
  • A shorter, warmer version
  • Japanese and Thai versions

No file needed

Start a New chat

Click New chat on the left, then copy the first prompt.

Exercise 1Warm-up: a VIP welcome letterPrompt 1 of 3

First draft

You are the General Manager of a 5-star hotel in Bangkok. Write a short welcome letter for a VIP guest couple, Mr. and Mrs. Tanaka from Osaka, who are celebrating their 25th wedding anniversary. They arrive on Friday and stay 4 nights in a river-view suite. Keep it warm, elegant and under 120 words. Sign it from me, the General Manager.
What to look for

Read it like a guest would. Did Copilot invent anything you did not approve, like a free upgrade or a spa voucher? Delete it. You are the one sending it.

Exercise 1Warm-up: a VIP welcome letterPrompt 2 of 3

Improve it

Make it more personal and a little less formal. Add one line inviting them for a sunset table at our rooftop bar. Keep it under 100 words.
What to look for

You did not start again. You kept talking in the same chat. That is how you get great results: draft, then steer.

Exercise 1Warm-up: a VIP welcome letterPrompt 3 of 3

Translate

Now translate the letter into Japanese and Thai. Show each version under its own heading.
What to look for

For anything a guest will read, ask a native speaker on your team to check it once.

Part 2

Email & meetings

Owner emails, minutes, follow-ups.
Exercise 23 prompts

Owner email thread: find every ask, then reply

Long threads hide deadlines in the replies. Copilot finds them in seconds.

You will get

  • Every ask in one table, with deadlines
  • A reply ready to send
  • A shorter version

Step 1

Download the file

WOwner email thread01-Owner-email-thread.docx↓
  1. In Copilot, start a New chat.
  2. Click + next to the chat box, choose Upload, and pick the file.
  3. Wait until the file shows in the chat box, then paste the prompt.
Exercise 2Owner email thread: find every ask, then replyPrompt 1 of 3

Find every ask

I attached an email thread with our hotel owner's representative and my team. Summarise it in a table with these columns: What is being asked | Who asked | Deadline | What we already know. Include asks hidden in the replies, not only in the first email. Then list anything I must NOT promise yet, and why.
What to look for

There are about 9 asks. The key deadline (plan to the owner by Wed 12 Nov) is only in Daniel's reply. Did Copilot find it?

File: WOwner email thread01-Owner-email-thread.docx↓
Exercise 2Owner email thread: find every ask, then replyPrompt 2 of 3

Draft my reply

Draft my reply to Khun Pornthip as the General Manager. Use only facts from the thread. Confirm the Q4 recovery plan will reach her by Wednesday 12 November, propose a 30-minute call on Thursday afternoon, and do not commit to moving the renovation yet. Tone: calm, confident and respectful. Under 180 words.
What to look for

It must not promise the June-July renovation move. Natcha asked to discuss first.

File: WOwner email thread01-Owner-email-thread.docx↓
Exercise 2Owner email thread: find every ask, then replyPrompt 3 of 3

Make it tighter

Make it shorter and more direct, under 120 words, and add a clear subject line.
What to look for

Copy it into Outlook and send it to yourself, not to anyone else. This is practice data.

File: WOwner email thread01-Owner-email-thread.docx↓
Exercise 33 prompts

Meeting transcript: minutes and actions

Turn 45 minutes of talk into who does what, by when.

You will get

  • Decisions + action table
  • A follow-up email to the team
  • The 3 actions most likely to slip

Step 1

Download the file

WMeeting transcript05-ExCom-meeting-transcript.docx↓
  1. In Copilot, start a New chat.
  2. Click + next to the chat box, choose Upload, and pick the file.
  3. Wait until the file shows in the chat box, then paste the prompt.
Exercise 3Meeting transcript: minutes and actionsPrompt 1 of 3

Minutes + actions

Attached is the transcript of our executive committee meeting. Write clear minutes with: 1) decisions made, 2) an action table with Owner | Action | Due date, 3) topics discussed but NOT decided. Use only what is in the transcript. If an action has no owner or no date, write MISSING instead of guessing.
What to look for

Lost and found should show MISSING: nobody owns it. Pool music and the renovation timing are NOT decided.

File: WMeeting transcript05-ExCom-meeting-transcript.docx↓
Exercise 3Meeting transcript: minutes and actionsPrompt 2 of 3

Follow-up email

Write a short follow-up email from me to the whole team with the action table. Friendly, clear, bullet points, under 200 words.
What to look for

Check every date against the transcript. Dates are where AI most often slips.

File: WMeeting transcript05-ExCom-meeting-transcript.docx↓
Exercise 3Meeting transcript: minutes and actionsPrompt 3 of 3

What could slip?

Which 3 actions are most likely to slip or cause problems? For each, give me one question I should ask the owner of that action.
What to look for

Good answers mention the 5% salary increase missing from the budget, and lost and found having no owner.

File: WMeeting transcript05-ExCom-meeting-transcript.docx↓

Part 3

Numbers

Budget, owner slides, marketing spend.
Exercise 43 prompts

Budget 2027: explain it, then check it

Copilot can read a spreadsheet and check the math. You still sign it.

You will get

  • A 2-minute summary
  • A list of mistakes and risky assumptions
  • A one-page note for the owners

Step 1

Download the file

XDraft budget 202703-Budget-2027-draft.xlsx↓
  1. In Copilot, start a New chat.
  2. Click + next to the chat box, choose Upload, and pick the file.
  3. Wait until the file shows in the chat box, then paste the prompt.
Exercise 4Budget 2027: explain it, then check itPrompt 1 of 3

Explain it

Attached is our draft 2027 budget. Explain it to me in 8 short bullets, as if I had 2 minutes before a meeting: occupancy, ADR, RevPAR, total revenue and GOP for 2027 compared with the 2026 forecast, and the single biggest change.
What to look for

Spot-check one number yourself in the file. Never present a number you did not check.

File: XDraft budget 202703-Budget-2027-draft.xlsx↓
Exercise 4Budget 2027: explain it, then check itPrompt 2 of 3

Check it

Now act as a careful hotel financial controller. Check this budget for mistakes and risky assumptions. 1) For each 2027 month, recalculate rooms revenue as rooms sold x ADR, and check every full-year total. Show any line where the numbers do not add up. 2) Read the 'Assumptions & notes' sheet and list anything in the numbers that contradicts the notes. Put the results in a table: Issue | Where | Why it matters | Suggested fix.
What to look for

We hid 2 math mistakes and several weak assumptions in this file. How many did Copilot find? If it missed one, ask: 'Check June again' or 'Check the full-year total revenue again'.

File: XDraft budget 202703-Budget-2027-draft.xlsx↓
Exercise 4Budget 2027: explain it, then check itPrompt 3 of 3

Note for the owners

Write a one-page note for the owners: what the 2027 budget says, the 3 biggest risks, and what we will change before the final version. Plain English, no jargon, under 250 words.
What to look for

Does it repeat the wrong totals? If you fixed the mistakes in the chat, it should use the corrected numbers.

File: XDraft budget 202703-Budget-2027-draft.xlsx↓
Exercise 52 prompts

From numbers to an owner presentation

Same chat as Exercise 4. Turn the note into slides.

You will get

  • A 6-slide outline with speaker notes
  • A PowerPoint file (if your Copilot can make one)

No new file

Stay in the same chat

Keep going in the chat from Exercise 4. Copilot remembers the budget and your owner note.

Exercise 5From numbers to an owner presentationPrompt 1 of 2

Slide outline

Turn the owner note into a 6-slide presentation outline. For each slide give: a title of 8 words or fewer, 3 bullet points, and one line of speaker notes. Slide 1 is the key message. The last slide lists the decisions we need from the owners.
What to look for

Every number on a slide must match the budget file.

Exercise 5From numbers to an owner presentationPrompt 2 of 2

Make the file

Create this as a PowerPoint presentation I can download. Use a clean, simple, professional design.
What to look for

If Copilot gives you a file, open it and check every slide. If it can't make files on your account, open PowerPoint, paste one slide at a time and click Designer for layouts.

Full licence Full licence? Open PowerPoint, click Copilot, and choose Create a presentation from a file. Pick a Word file saved in your OneDrive.

Exercise 63 prompts

Marketing spend: what is really working?

Rank every channel by return, then plan a 15% cut.

You will get

  • Every channel ranked by return
  • A 15% cut plan
  • 5 questions for your sales director

Step 1

Download the file

XMarketing spend 202604-Marketing-spend-2026.xlsx↓
  1. In Copilot, start a New chat.
  2. Click + next to the chat box, choose Upload, and pick the file.
  3. Wait until the file shows in the chat box, then paste the prompt.
Exercise 6Marketing spend: what is really working?Prompt 1 of 3

Rank the channels

Attached is our marketing spend for January to October 2026. Make a table for every channel showing: spend, bookings, cost per booking, and revenue for every 1 baht spent. Sort it from best to worst return. If a channel has 0 bookings, write N/A instead of dividing by zero.
What to look for

Best: email newsletter (about 32 baht back for every baht). Worst: print ads (nothing tracked) and the influencer campaign (0.4).

File: XMarketing spend 202604-Marketing-spend-2026.xlsx↓
Exercise 6Marketing spend: what is really working?Prompt 2 of 3

Plan a 15% cut

I need to cut total marketing spend by 15%. Suggest where to cut and where to move money, with a one-line reason for each. Protect the channels with the best return. Show the new plan in a table: Channel | Current | New | Change. Note that OTA spend is commission, not a budget we can simply cut.
What to look for

15% of THB 15,620,000 is about THB 2,343,000. Do the new numbers add up?

File: XMarketing spend 202604-Marketing-spend-2026.xlsx↓
Exercise 6Marketing spend: what is really working?Prompt 3 of 3

Questions to ask

Write 5 sharp questions I should ask my Director of Sales & Marketing before I approve this plan.
What to look for

A good question: why did print ads have no tracking code?

File: XMarketing spend 202604-Marketing-spend-2026.xlsx↓

Part 4

Guests & team

Reviews, replies, SOPs in Thai.
Exercise 73 prompts

Guest reviews: themes, replies, actions

60 reviews in 3 languages, turned into a plan in minutes.

You will get

  • Top complaints and compliments with counts
  • 3 replies ready to post
  • An action plan for department heads

Step 1

Download the file

X60 guest reviews02-Guest-reviews-October.xlsx↓
  1. In Copilot, start a New chat.
  2. Click + next to the chat box, choose Upload, and pick the file.
  3. Wait until the file shows in the chat box, then paste the prompt.
Exercise 7Guest reviews: themes, replies, actionsPrompt 1 of 3

Find the themes

Attached are 60 guest reviews from October. Some are in Thai and Chinese. Include those too. Find the top 5 complaints and the top 5 compliments. For each, show how many reviews mention it and one short quote, translated into English if needed. Put it in a table.
What to look for

Top complaint: slow check-in (about 14 reviews). Top compliment: breakfast (about 16). Khun Nok at the concierge desk is praised by name about 9 times. Did it read the Thai and Chinese ones?

File: X60 guest reviews02-Guest-reviews-October.xlsx↓
Exercise 7Guest reviews: themes, replies, actionsPrompt 2 of 3

Reply to the worst

Write replies to the 3 lowest-rated reviews. Warm and personal, take ownership, no excuses, no copy-paste feeling. Mention one specific fix in each. Under 80 words each. Sign as the General Manager.
What to look for

No refunds or free nights promised. That is your decision, not Copilot's.

File: X60 guest reviews02-Guest-reviews-October.xlsx↓
Exercise 7Guest reviews: themes, replies, actionsPrompt 3 of 3

Action plan

Turn the complaints into an action plan for my heads of department: Department | Problem | Action | Owner | Check-in date. Then write it as a short message I can send to them.
What to look for

Compare with Exercise 3: the team already agreed some of these fixes in the meeting.

File: X60 guest reviews02-Guest-reviews-October.xlsx↓
Exercise 83 prompts

Messy notes into an SOP, in Thai, with a quiz

Write once, train every team member.

You will get

  • A clear SOP
  • The Thai version for staff
  • A 10-question staff quiz

Step 1

Download the file

WLost & found notes06-Lost-and-found-notes.docx↓
  1. In Copilot, start a New chat.
  2. Click + next to the chat box, choose Upload, and pick the file.
  3. Wait until the file shows in the chat box, then paste the prompt.
Exercise 8Messy notes into an SOP, in Thai, with a quizPrompt 1 of 3

Write the SOP

Attached are messy notes about how we handle lost and found. Turn them into a clear Standard Operating Procedure with: Purpose, Who is responsible, Step-by-step process (numbered), How long we keep items, Rules for valuables, and Targets. Use simple language every staff member understands. Mark anything in the notes that is unclear with [CHECK].
What to look for

The notes are unsure about valuables and the police after 1 year. That should be marked [CHECK], not made up.

File: WLost & found notes06-Lost-and-found-notes.docx↓
Exercise 8Messy notes into an SOP, in Thai, with a quizPrompt 2 of 3

Thai version

Translate the SOP into Thai for our staff. Use simple, polite workplace Thai. Keep the same numbering.
What to look for

Tina can judge this one. Is it natural Thai a room attendant would understand?

File: WLost & found notes06-Lost-and-found-notes.docx↓
Exercise 8Messy notes into an SOP, in Thai, with a quizPrompt 3 of 3

Staff quiz

Create a 10-question multiple-choice quiz about this SOP for staff training, with the answers at the end.
What to look for

Bonus: ask for a one-page poster for the staff room with 6 short rules and the 2-hour target.

File: WLost & found notes06-Lost-and-found-notes.docx↓

Part 5

Research & your own assistant

Web research, images, agents.
Exercise 92 prompts

Research on the web: festive packages

Copilot can search the web and show its sources. Always click them.

You will get

  • A competitor table with source links
  • 3 ideas for our own package

Before you start

New chat, web on

Start a New chat. If you have the Work / Web switch, choose Web.

Every fact needs a link. Click the links.

Exercise 9Research on the web: festive packagesPrompt 1 of 2

Search and compare

Search the web for Christmas and New Year's Eve 2026 packages at 5-star hotels in Bangkok. Make a table with: hotel, package name, what is included, price in THB, and the source link. Only include packages you can find a source for. If a price is not published, write 'not published'.
What to look for

Click 2 of the links and check the price yourself. Old 2025 offers often show up. Check the year.

Exercise 9Research on the web: festive packagesPrompt 2 of 2

Stand out

Based on this, suggest 3 ideas that would make our New Year's Eve package stand out, for a riverside 5-star hotel with a rooftop bar. For each idea give a name, what is included, and who it is for.
What to look for

If Copilot says it can't search the web, your company may have turned web search off. Add it to your ask-IT list.

Exercise 10Optional1 prompt

Create an image (if your Copilot allows it)

Quick visuals for internal ideas, mood boards and drafts.

You will get

  • A festive concept image

No file needed

Start a New chat

Click New chat on the left, then copy the first prompt.

Exercise 10Create an image (if your Copilot allows it)Prompt 1 of 1

Make an image

Create an image of a festive New Year's Eve rooftop party at a luxury hotel in Bangkok: city skyline at night, fireworks over the river, elegant guests with champagne, warm gold lights. No text and no logos in the image. Wide format.
What to look for

Use it for internal ideas and mood boards. Anything public still goes through your brand and marketing team.

Exercise 112 prompts

Build your own assistant (agent)

Save your best instructions once. Use them every day with one click.

You will get

  • A Guest Review Reply Assistant you can reuse

How

Create the agent

  1. On the left, click Agents, then Create agent (may say New agent).
  2. Open the Configure tab. Name: Review Reply Assistant.
  3. Paste the next slide's text into Instructions. Click Create.
  4. Open the agent and paste the test review.

No Create agent button? Your company turned it off. Save the instructions in Word and paste them at the start of any new chat. It works almost the same.

Exercise 11Build your own assistant (agent)Prompt 1 of 2

Paste as the instructions

You are the Guest Review Reply Assistant for a 5-star hotel in Bangkok. When I paste a guest review: 1) Say in one line what the guest liked or disliked. 2) Write a reply under 80 words: warm, personal, takes ownership, no excuses, mentions one specific fix for any complaint, and thanks the guest by name if a name is given. 3) If the review is in Thai, also give a Thai reply. Never offer refunds, discounts or free nights. Never mention staff surnames or other guests. Sign as 'The General Manager'.
What to look for

Name it 'Review Reply Assistant', paste this into Instructions, then click Create.

Exercise 11Build your own assistant (agent)Prompt 2 of 2

Test it

Guest: Sarah M., 2 stars. "Beautiful hotel and great breakfast, but we waited 35 minutes to check in after a 12-hour flight, and the air conditioning rattled all night. Not what we expected for the price."
What to look for

Did it follow every rule? No discount offered, under 80 words, one specific fix?

Part 6

Your real work

Use it on something from this week.
Exercise 121 prompt

Now your own work

Pick a real task from this week. Fill in the brackets.

You will get

  • One real task done with Copilot today

Rule

Real data, work account only

Check the green shield first. Use a task you would normally spend 30+ minutes on.

Exercise 12Now your own workPrompt 1 of 1

Fill in the brackets

I am the General Manager of [hotel]. I need to [task] for [who will read it] by [date]. Here is the information: [attach the file or paste the text]. Please give me [a table / an email / a one-page summary / a slide outline], [length], in a [tone] tone. Before you start, ask me up to 3 questions if anything important is missing.
What to look for

Real work data only goes into your work Copilot (green shield). Follow your company's AI policy.

Take-home

Keep using it

Copilot in your apps, the ask-IT email, the prompt pack.
Full licenceFor when you have Microsoft 365 Copilot

Copilot inside your apps

Outlook

Open a long thread, click Copilot, then Summarise. Or start a new email and click Draft with Copilot.

Summarise this thread. List what each person is asking me to do and any deadlines.

Teams

After a recorded meeting, open Recap. Or ask Copilot in the meeting chat.

List the decisions, the action items with owners, and the open questions from this meeting.

Excel

Click Copilot on the Home tab. Your file must be saved in OneDrive or SharePoint.

Add a column for cost per booking, highlight the 3 worst channels, and make a chart of revenue by channel.

Word

Click Copilot in a new document, or select text and ask it to rewrite.

Draft a one-page memo to all staff about the new lost and found procedure, using the file /Lost-and-found-notes.

PowerPoint

Click Copilot, then Create a presentation from a file.

Create a 6-slide presentation for the owners from /Budget-2027-summary. Keep it simple, one message per slide.

Work tab in Copilot Chat

Switch the toggle at the top from Web to Work. Copilot can then search your own email, Teams and files.

What did the owner's representative ask me for in the last 2 weeks, and what is still open?

Ask IT: one email, five answers

Copy, paste into Outlook, add your name, send to your IT team.

Subject: Copilot settings check for me Hi IT team, I am using Microsoft 365 Copilot Chat for my work. Could you please check these settings for my account and tell me what I have? 1. Do I have a Microsoft 365 Copilot licence, or only Copilot Chat? 2. Can I upload files (Word, Excel, PDF) into Copilot Chat? 3. Is web search turned on in Copilot Chat? 4. Can I create agents in Copilot Chat? 5. Can I create images in Copilot Chat? 6. If I do not have the licence: what is the process and the cost to get Copilot in Outlook, Teams, Word, Excel and PowerPoint for me? Thank you,

3 habits that make Copilot useful

1Give it the sourceAttach the file or paste the facts. No source, no trust.
2Ask for a formatTable, email, one page, 6 slides. Say the length and the tone.
3Check before you sendNumbers, dates, names and promises. You sign it, not Copilot.

This week

Pick 2 tasks

  • One you do every week (reports, replies, minutes)
  • One you keep putting off
  • Time them: before Copilot and after

Keep this page

copilot-hotel-training.pages.dev

Every prompt and file stays here.

WPrompt packCopilot-Prompt-Pack.docx↓

Thank you

Questions? Message Jonny any time.

Jonny West · The AI CEOs

Copied. Now paste it into Copilot (Ctrl + V)