Section 1: Email, correspondence and internal communication

Scenario 6: Adapting the same internal announcement for different employee groups

Level: Intermediate · Tools: Teams Rewrite with Copilot, Microsoft Copilot Chat, ChatGPT, Claude Projects and the Gemini web app.

Who and in what situation

Selin works in a municipality’s administrative affairs unit. She needs to announce a change in building entry time to field staff via a Teams message, to managers by email and to subcontractors as a task list.

How it is done today

She writes a single text and manually removes details for each group. When the date changes, outdated information may remain in one version.

How to do it with AI

  1. She prepares a single source text containing the facts: effective date, location, action required of employees and responsible unit.
  2. In Teams, she uses Rewrite with Copilot > Adjust to generate a short, professional version and selects Replace. [23]
  3. In Microsoft Copilot Chat, she clearly states her goal, context, source and expected format; Microsoft recommends these four elements. [29]
  4. She checks Copilot Chat’s enterprise data protection on her work account and the records visible to the IT administrator against organisational policy. [30]
  5. If the communication guide and sample announcements will serve as persistent context, she adds the files and instructions to a Claude Project. [31]
  6. She compares the date, time, location and responsible unit across the three versions line by line.

Example prompt

Generate three versions from {verified announcement}: {word count} words on {channel 1} for {group 1}, a formal email for {group 2}, and a task list for {group 3}. Keep {date}, {time}, {location} and {responsible unit} the same. Do not add information that is not in the source.

Evidence and real-world example

No organisational case study was found. Teams Rewrite and Microsoft’s Goal, Context, Source, Expectations approach provide the official basis. [23] [29]

Points to consider

Copilot Chat prompts and responses entered using a work account may be logged and audited by the IT administrator. [30] The terms for free accounts and paid plans differ in Claude Projects. [31] Before sending, check the versions against the single approved source text.

Sources for this scenario

  1. Teams Rewrite with Copilot (support.microsoft.com)
  2. Microsoft Copilot iyi komut yazma (support.microsoft.com)
  3. Microsoft Copilot Chat kurumsal veri koruması (support.microsoft.com)
  4. Claude Projects (support.claude.com)