Lab 06: Present the guideline with PowerPoint

Scenario

You are still the HR Officer at Mayfield Bank Berhad. The AI Usage Guideline has been approved by leadership after the Outlook and Teams discussions in Labs 04 and 05. Now you need to present it to all staff at an upcoming town hall. You will use Copilot in PowerPoint to turn the approved guideline document into a polished staff briefing deck, then refine slides, add speaker notes, and generate an image using natural language prompts.

In this lab, you learn how to:

  • Create a blank presentation and open the Copilot panel.
  • Generate a full presentation from an existing document.
  • Respond to Copilot’s clarifying questions during generation.
  • Choose a visual style for the deck.
  • Refine slides, add speaker notes, and generate images using prompts.

This lab should take approximately 45 minutes.

Before you begin

This lab uses the AI Usage Guideline Word document that you polished in Lab 03. Copilot in PowerPoint will read this file from your OneDrive when generating the presentation.

If you completed Lab 03, your document is already in OneDrive and you can skip straight to Part A.

If you skipped Lab 03 or do not have the file in OneDrive, follow these steps before continuing:

  1. Download the starter file: Lab_03_AI_Usage_Guideline.docx
  2. Open OneDrive in your browser and navigate to your Documents folder.
  3. Upload the downloaded file to OneDrive > Documents.
  4. Confirm the file appears in OneDrive before proceeding to Part A.

Part A: Guided Exercise

Task 1: Create a blank presentation

  1. Open your browser and go to powerpoint.new, or navigate to PowerPoint via your Microsoft 365 home page. You should see the PowerPoint start page with options to create or open a presentation.

    PowerPoint for the web start page showing Create blank presentation, Create with Copilot, and Upload a file buttons

  2. Select Create blank presentation. A new blank slide opens in the editor. You will see one empty slide with placeholder title and subtitle fields, and Copilot suggestions on the right side of the screen.

    Blank presentation open in PowerPoint for the web with the Copilot panel visible on the right

Task 2: Open and configure the Copilot panel

  1. The Copilot panel should already be visible on the right after creating the blank presentation. If it is not, select Copilot from the Home tab in the ribbon.

  2. At the top of the Copilot panel, confirm the dropdown reads Allow editing. This controls whether Copilot can make changes to the presentation. Leave it set to Allow editing.

    Copilot panel open showing the Allow editing dropdown highlighted with a red box

  3. Next to the dropdown you will see a model selector showing Auto. Select Auto to open the model options.

    Model selector dropdown open showing Auto and Claude Opus 4.6 as available options

  4. Select Claude Opus 4.6 from the list.

    Note: The model selector may not appear in all Microsoft 365 environments. If you do not see it, proceed to the next step — Copilot will use the default model automatically.

Task 3: Generate the presentation from the AI Usage Guideline

  1. In the Copilot panel prompt field (labelled Describe what you’d like to create or edit), type the following:

     Create a presentation about.

  2. Select the + icon to the left of the prompt field. A tooltip will appear showing Add work content and a file search box will open.

    Copilot prompt field with the plus icon highlighted and Add work content tooltip visible

  3. In the file search box, type:

     AI use

    Your AI Usage Guideline document will appear in the results.

    File search results showing AI Use in Workplace Policy Dra as the top result

  4. Select AI Use in Workplace Policy Dra from the results. It will be highlighted with a box and attached to your prompt.

    File search result with AI Use in Workplace Policy Dra highlighted with a red box

  5. The prompt field now shows Create a presentation about AI Use in Workplace Policy Dra.docx. Select the send button (the red arrow) to submit.

    Prompt field showing the attached file name with a red arrow pointing to the send button

  6. Copilot will start processing. You will see a Thinking it through panel appear in the chat area as it reads through the document.

    Copilot panel showing Thinking it through with Understanding what you are looking for message, boxed in red

  7. Once Copilot has read the document, it will ask: What’s the primary audience for this presentation? Select All employees — this is a staff-wide briefing on the AI Usage Guideline.

    Copilot Q&A panel asking for the primary audience with options including All employees, Leadership, IT compliance team, and Managers

  8. Copilot will ask a second question: How detailed should the presentation be? Select Executive summary (~5-6 slides) for a concise staff briefing, then select Confirm.

    Copilot Q&A asking how detailed the presentation should be, with Executive summary selected and the Confirm button highlighted

  9. Copilot will now ask: What visual direction fits this AI workplace policy presentation? Select the Creative tab to see creative style options, then choose Clean Corporate Blue & White.

    Visual direction question showing Creative tab selected and Clean Corporate Blue and White as the first style option

  10. Copilot will begin generating the slides. The panel will show Thinking it through again while it builds the deck. This can take a few minutes.

    PowerPoint editor showing the Copilot panel in Thinking it through state while generating slides

    Tip: This is a good time to check your email or take a short break. Do not close the tab while Copilot is generating.

  11. Once complete, the slide panel on the left will show the full deck. Select each slide to review the content. Check that key sections from the guideline are covered.

    Generated presentation showing slide 2 Introduction with two-column layout and Copilot explaining what it created

Task 4: Refine slides, add speaker notes, and generate an image

With the deck generated, you will use Copilot to add a slide, add speaker notes, and generate an AI image.

Add an introduction slide

  1. In the Copilot panel prompt field, type the following and press send:

     Add a slide for introduction.

    Copilot prompt field with Add a slide for introduction typed and the send button highlighted

  2. Once Copilot adds the slide, select slide 2 in the slide panel on the left to view it and confirm the content is appropriate.

Add speaker notes

  1. In the Copilot panel, type the following and press send:

     Add speaker notes to Slide no 2.

    Copilot prompt field showing Add speaker notes to Slide no 2 with red arrow pointing to the send button

  2. To view the speaker notes, select Notes at the bottom of the screen. The notes Copilot added to slide 2 will appear below the slide.

    Bottom of the PowerPoint editor showing the Notes button highlighted with a red box and arrow

Generate an AI image

  1. In the Copilot panel, type the following and press send:

     Create an image of a robot lawyer holding a book.

    Copilot prompt field with the image prompt typed and the send button visible

  2. Copilot will generate the image and then ask where to place it. It will suggest options such as adding it to the title slide or the introduction slide. Select the option that works best, or type your own instruction such as:

     place it in slide 1

    Copilot showing the generated image placement options with Add it to the title slide highlighted in red, and the follow-up prompt place it in slide 1 typed below

    Note: AI-generated images are creative interpretations. If the result does not suit the presentation, ask Copilot to regenerate with a different description.

Final review

  1. Run a final prompt to check the overall deck:

     Review this presentation for consistency. Check that all slides use the same tone and that no key rules from the AI Usage Guideline are missing. Summarise any gaps as a short list.

  2. Use the feedback to make any final manual adjustments before saving.

Task 5: Edit a slide directly with Edit with Copilot

The Copilot panel makes changes across the whole presentation. For targeted edits on a single text block within a slide, PowerPoint offers Edit with Copilot, which works the same way as in Word — you select the text, ask Copilot to change it, and only that selection is updated.

  1. Navigate to a slide that has a text-heavy section, such as the Best Practices or Permitted Uses slide. Click once on the text box to select it, then click and drag to highlight the bullet points you want to improve.

    Slide with a text box selected showing highlighted bullet points ready for editing

  2. A small floating toolbar will appear above the selection. Select Edit with Copilot from the toolbar.

    Floating toolbar above selected text showing the Edit with Copilot button highlighted with a red box

  3. An inline prompt box appears below the selection. Type the following and press the send button:

     I want it to be more detailed.

    Inline prompt box showing the typed prompt with a red box around it

  4. Copilot may ask a follow-up question to clarify which part of the slide you want to expand. For example, it might offer options such as the subtitle, the intro text, all slides, or a custom choice. Select the option that matches what you want to improve.

    Copilot panel showing a follow-up question asking which description to expand, with options for specific slides

  5. Once you have selected an option, select Confirm. Copilot updates only the selected text — the rest of the slide and all other slides remain untouched.

  6. Review the updated text and select Skip All if you want to keep the changes as they are, or answer any further questions Copilot asks.

    Note: Edit with Copilot in PowerPoint is precise — it only touches the text block you selected. If you want to change a section across all slides at once, use the Copilot panel instead.

Prompt practice

Weak prompt Better prompt Why the better prompt works
Make a presentation. Create a staff briefing deck from this document. Use 8 to 10 slides, plain language, and cover what staff must and must not do. Defines the source, audience, length, and required sections.
Fix this slide. Rewrite this slide in simpler language for non-technical bank staff reading this policy for the first time. Scopes the edit and names the target audience.
Add more slides. Add a slide covering escalation procedures: who staff should contact when they are unsure whether an AI use is permitted. Specifies the exact content the new slide needs.
Add speaker notes. Add speaker notes to slide 3. Include a 60-second talking point that explains why this rule exists and gives one real-world example. Gives a length target and tells Copilot what angle to take.

Extended practice

  • Ask Copilot to generate three alternative title slides and compare how each positions the topic differently.
  • Highlight the most text-heavy slide and ask Copilot to convert it into a three-column comparison table.
  • Ask Copilot to add speaker notes to every slide at once, keeping each note under 60 words.

Part B: Independent Exercise

Scenario: You are a Corporate Communications Officer at Mayfield Bank Berhad. The Retail Banking division has launched a new Instant Account Opening feature for walk-in customers. Your manager has asked you to prepare an internal briefing deck for branch staff.

Using what you practised in Part A, complete the following with minimal guidance:

  1. Open a new blank presentation. Use the Copilot panel to generate a Branch Staff Briefing deck from the following notes:

    • Feature: Instant Account Opening for walk-in customers at Mayfield Bank branches
    • How it works: customer presents MyKad, eKYC verification runs, account activated within 5 minutes
    • Account types: Basic Savings Account, Mayfield Everyday Account
    • Staff responsibilities: verify MyKad, confirm eKYC consent, hand over welcome kit
    • Common customer questions: minimum age is 18, initial deposit is RM 50 (Basic) or RM 100 (Everyday), joint accounts not yet available for instant opening
    • Slides required: Feature Overview, How It Works, Staff Checklist, Customer FAQs, Escalation Contacts

  2. Use a follow-up prompt to rewrite the Staff Checklist slide so each item is an actionable step.

  3. Add speaker notes to the Customer FAQs slide.

  4. Ask Copilot to generate an image suitable for the title slide of a banking product briefing.

Note: Part B uses the same sequence as Part A: configure the Copilot panel, attach a reference or paste your content, generate, then refine section by section.

Lab complete

You have used Copilot in PowerPoint to generate a staff briefing presentation from the approved AI Usage Guideline, refined slides with prompts, added speaker notes, and created an AI image. In Lab 07 you will use Copilot in Forms to collect staff feedback on the guideline rollout.