Agents in Microsoft 365 Copilot
Agents extend Copilot so it can do focused work with specific data and tools. Knowing which agent solves which problem is a frequent exam scenario.
Agent types
| Agent | Purpose |
|---|---|
| Researcher | Deep, multi-step research across work data and the web, with a cited report |
| Analyst | Data analysis from files; finds trends, builds charts, summarizes anomalies |
| Prebuilt agents | Ready-made agents such as Facilitator in Teams meetings |
| Custom agents | Built by users or admins for one task |
Both Researcher and Analyst come with the Microsoft 365 Copilot license. Use Researcher for open-ended questions that need many sources. Use Analyst when the input is datasets.
Building custom agents
There are two common tools:
- Agent Builder in Microsoft 365 Copilot: a simple, no-code way for end users to describe an agent in plain language.
- Copilot Studio: a fuller low-code tool for makers and developers, with actions, connectors, workflows and custom logic.
An agent is defined by:
- Instructions: how it behaves and the tone it uses.
- Knowledge sources: SharePoint sites, files, websites, or external systems through Microsoft Graph connectors. Limit them to keep answers grounded in approved content.
- Capabilities: for example code interpreter (analyze data and create charts) and image generator.
- Conversation starters: suggested prompts shown to users.
Agents use the permissions of the user who runs them, so they cannot expose files the user cannot see.
Sharing and lifecycle
Creators can share an agent with specific people, a group or the whole organization, depending on admin settings. Admins manage agents in the Microsoft 365 admin center under Agents (the agent inventory), where they can:
- see all agents, their owners and who they are shared with
- publish, deploy or assign agents to users and groups
- block an agent, which removes it for everyone and prevents installation
- control who may create and share agents
Admins also decide in the same area whether users may use external systems as knowledge sources, which relies on Graph connectors.
Copilot Search and notebooks
Microsoft 365 Copilot Search finds content across Microsoft 365 and connected apps. A Copilot notebook collects chats, files and notes for a project. Neither limits answers to one site the way a custom agent can.
Exam traps
- Researcher is for broad research; Analyst is for data and charts. Do not swap them.
- Code interpreter draws charts; image generator creates pictures.
- Blocking an agent affects everyone, including the owner.
- A custom agent grounded to one site is better than a notebook or Researcher when the answer must come only from that site.
- Agent Builder is simple end-user creation; Copilot Studio is the advanced tool.
Practice questions
Choose an answer, then review the explanation to check your understanding.
1. A finance analyst must find trends and build charts across several uploaded spreadsheets. Which built-in agent fits?
Show answer
Answer: B.The Analyst agent works with data files, uses code to analyze them and produces charts and summaries.
2. A team wants an agent that answers only from the HR policy pages on one SharePoint site and shows suggested starter prompts. What do you build?
Show answer
Answer: A.A custom agent can be limited to specific knowledge sources and can have conversation starters.
3. A custom agent must create charts from an Excel workbook it receives. Which capability do you turn on?
Show answer
Answer: B.Code interpreter lets the agent run code to analyze data and draw charts. The image generator creates pictures, not data charts.
4. An admin blocks an agent that User1 shared with User2. What is the result?
Show answer
Answer: B.A blocked agent disappears for everyone, including the creator and the people it was shared with, and it cannot be installed again.