SharePoint: Free Copilot Prompt Gallery

Key insights

• Copilot Prompt Gallery: A centralized hub of reusable AI prompts now appears inside Copilot chat panes in Word, Excel, PowerPoint, and Teams.
  Microsoft is retiring the separate Copilot Prompt Gallery app, with no new installs after June 2025 and full retirement by July 15, 2025.
• Prompt Sharing in Teams: Teams users can share custom prompts directly with teammates to keep instructions and outputs consistent.
  This feature reached general availability in early 2025 and helps teams use the same AI commands across projects.
• Personal and Team Prompts: Users can save favorite prompts for quick reuse and access both personal and team-shared prompts in one place.
  The gallery works across desktop, web, and Mac to support different work environments.
• Prompt Customization: Organizations can tailor prompts by role, industry, or task so AI responses match specific needs.
  Advanced creators can build custom prompt actions and plugins using Copilot Studio to extend capability for business workflows.
• Workflow Efficiency: Pre-built prompts reduce repetitive tasks, speed up content creation, and standardize outputs across teams.
  Managers can distribute approved prompts to ensure consistent quality and clearer task delegation.
• Access and Transition Tips: Find prompts inside each app’s Copilot chat pane and move or re-save important prompts before the standalone app retires.
  Adopt the integrated gallery and Teams sharing now to keep prompts accessible and avoid disruption.

Steve Corey’s recent YouTube video demonstrates a practical method for building a free, customizable Copilot prompt gallery in SharePoint. In the clip, Corey walks viewers through a sample list formatted with JSON that produces a card-based prompt gallery designed for organizational use. As a result, the video serves both as a how-to guide and as a model for teams that want to track and share their custom prompts for Copilot agents across Microsoft 365. Consequently, the piece is immediately useful for administrators and power users seeking a lightweight, low-cost way to centralize prompts.

What the video shows

Corey begins by explaining the structure of a SharePoint list used to store prompts and then demonstrates how to apply JSON formatting so each item renders as a card. He highlights fields such as prompt text, role, use case, and tags, and then shows how cards can include action buttons that copy the prompt or open it in a Copilot chat pane. Moreover, Corey emphasizes that the sample JSON is free to use and can be adapted for different organizational needs.

Then, he walks through the deployment steps and testing inside a modern SharePoint list, explaining common pitfalls like field name mismatches and formatting errors. He also points out how to version the list design so teams can iterate without breaking live use. In short, the video balances step-by-step instruction with practical tips that reduce setup friction for non-developers.

Technical approach and customization

Technically, the solution relies on JSON view formatting to transform list rows into visually consistent cards that users can scan quickly. Corey demonstrates how minor JSON tweaks change card appearance and interaction, which makes the approach flexible for different teams. For instance, color coding by role or adding icons for specific prompt types helps users find relevant prompts faster, and Corey shows how to implement those features without writing full code.

However, the approach also requires careful maintenance: JSON formatting can be brittle if field names change or if SharePoint updates alter rendering behavior. Therefore, Corey recommends keeping a documented mapping of list fields and a backup of the original JSON. In addition, he suggests using controlled naming conventions so administrators can safely update cards while preserving user expectations and data integrity.

Benefits and real-world use cases

The video highlights clear benefits for teams that want consistent AI usage patterns, especially in customer support, HR, and finance where repeatable prompts reduce errors. Corey notes that saving and sharing prompts increases efficiency because teams do not have to recreate the same instructions in every Copilot interaction. As a result, organizations can scale useful AI routines quickly while ensuring that prompts reflect agreed-upon tone and policy.

Furthermore, the card gallery supports collaboration by making team-curated prompts discoverable and by providing a lightweight governance layer through field-level metadata. This helps managers push recommended prompts across members, which in turn improves output consistency. Thus, the gallery acts as both a productivity tool and a simple governance mechanism for prompt usage.

Tradeoffs and governance challenges

Despite the advantages, balancing control and flexibility remains a central tradeoff discussed in the video. On one hand, centralized galleries promote standardization and reduce risky ad-hoc prompts; on the other hand, overly tight controls can stifle creativity and slow adoption. Corey points out that teams must decide how much vetting a prompt requires versus how quickly new ideas should be shared.

Security and privacy concerns also appear when prompts reference sensitive data or when prompts trigger downstream workflows. Therefore, organizations need role-based permissions and an audit trail, which can complicate the otherwise simple SharePoint setup. Additionally, managing prompt sprawl and preventing duplicate or outdated entries becomes a governance task, requiring clear stewardship and periodic cleanup.

Integration with Microsoft’s evolving prompt ecosystem

Importantly, Corey frames his SharePoint-based gallery within the larger context of Microsoft’s moves to make prompts more accessible across apps. He references the shift toward integrated galleries inside Copilot chat experiences and notes how that can reduce the need for separate apps. Consequently, teams should weigh whether to rely on a SharePoint-based gallery or to adopt native gallery features as they roll out.

Finally, Corey mentions advanced options like creating custom prompt actions using Microsoft Copilot Studio for organizations that need deeper automation. Yet, he warns that those approaches require developer involvement and higher governance. Ultimately, the video offers a practical starting point with clear next steps, while reminding teams to plan for maintenance, permissions, and future platform changes when building their prompt strategy.

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