Microsoft Prompt Buddy is a free Power App that helps teams share, discover, and manage AI prompts directly in Microsoft Teams. Created by Stuart Ridout, this tool solves a common workplace problem: AI prompts that work well stay trapped with individual users instead of helping the whole team.

The app creates a central hub where everyone can find proven prompts, vote on the best ones, and save favorites. It works with Microsoft Copilot and other AI tools your company uses. This means better AI results for everyone and less time figuring out how to write effective prompts.

Here's what you need to know:

What is Microsoft Prompt Buddy?

Microsoft Prompt Buddy is a Teams app built on Microsoft's Power Platform. It stores all your team's AI prompts in one organized space using Dataverse for Teams.

The app comes ready to use with Microsoft Copilot categories already set up. You can also add categories for other AI tools like ChatGPT, Claude, or any AI system your team uses.

Core Components:

Think of it as a shared recipe book, but for AI prompts. When someone finds a prompt that works great, they add it to Prompt Buddy. Other team members can use that prompt, improve it, or vote it up so others can find it easily.

Why Your Team Needs Prompt Buddy

AI tools only work well when you know how to ask them questions. Most teams face these problems:

• Good prompts stay hidden with individual users
• New team members start from scratch learning prompts
• Everyone wastes time writing similar prompts
• No way to know which prompts actually work best

Prompt Buddy fixes all these issues by making prompt sharing automatic and easy.

Key Features That Make Work Easier

Upvoting System

When someone finds a helpful prompt, they upvote it. Prompts with more votes rise to the top of the list. This creates a natural ranking where the best prompts are always easy to find.

How the upvoting helps:

• Best prompts appear first
• New users see what actually works
• Teams discover proven approaches quickly
• Quality prompts get recognized

My Likes Feature

Save any prompt you want to use again by clicking the like button. All your liked prompts appear in one personal collection. This saves time because you don't need to search for prompts you've used before.

Custom Categories

Create new categories that match how your team works:

• Email writing prompts
• Code review prompts
• Meeting summary prompts
• Data analysis prompts
• Customer service responses
• Report generation prompts

Each category can contain unlimited prompts. Teams organize prompts however makes sense for their work.

Works on All Devices

Switch between devices without losing any functionality. The interface adjusts automatically to your screen size.

How Teams Use Prompt Buddy

Marketing Teams

Marketing departments use Prompt Buddy to standardize their content creation:

• Social media post templates
• Email campaign starters
• Blog outline generators
• Ad copy frameworks
• Brand voice guidelines

Team members upvote prompts that match the brand voice best. New hires access proven prompts immediately instead of spending weeks learning the right tone.

Development Teams

Software teams share technical prompts:

• Code review checklists
• Bug report templates
• Documentation generators
• Test case creators
• API explanation prompts

Developers save hours by reusing prompts that consistently produce good code explanations or catch common errors.

Customer Support Teams

Support teams build libraries of response prompts:

• Common question answers
• Complaint resolution frameworks
• Product explanation templates
• Troubleshooting guides
• Follow-up message formats

Support quality stays consistent because everyone uses the same proven approaches.

Sales Teams

Sales departments create prompt collections for:

• Proposal generation
• Client email templates
• Meeting preparation prompts
• Competitor analysis frameworks
• Pitch customization tools

Sales reps close deals faster when they have instant access to prompts that have worked for top performers.

Setting Up Prompt Buddy

System Requirements

Before installing, verify your organization has:

• Microsoft 365 subscription
• Microsoft Teams access
• Power Apps running permissions
• Dataverse for Teams capability

Most standard Microsoft 365 business plans include these features.

Installation Process

Installation is fully automated:

1. Access the installation package
2. Run the automated installer
3. Grant necessary permissions
4. Wait for setup to complete (usually 2-5 minutes)
5. Open Prompt Buddy in Teams

The app includes video guides that show each step. No technical knowledge is required.

First-Time Setup

After installation, configure these settings:

Most teams start with default settings and adjust later based on usage.

Creating Effective Prompts

Prompt Structure

Good prompts follow a clear pattern:

Basic Template:

• Context: What situation applies
• Task: What you want the AI to do
• Format: How you want the output
• Constraints: Any limits or requirements

Example for email writing: "Write a professional email to a client who missed a meeting. Keep it friendly but firm. Include a request to reschedule. Limit to 3 paragraphs."

Naming Prompts

Use clear, descriptive names that tell users exactly what the prompt does:

• Good: "Client Follow-Up After Missed Meeting"
• Bad: "Email Template 1"

Include the purpose and use case in the name.

Adding Details

Each prompt should include:

• Clear instructions for the AI
• Context about when to use it
• Expected output format
• Any variables users need to customize
• Tips for best results

Best Practices for Teams

Regular Prompt Reviews

Schedule monthly reviews where teams:

• Remove outdated prompts
• Update prompts based on new AI features
• Merge similar prompts
• Improve prompt descriptions
• Test top prompts for quality

This keeps the prompt library relevant and high-quality.

Prompt Ownership

Assign prompt champions who:

• Monitor their category's prompts
• Help new users understand prompts
• Test new prompt ideas
• Gather feedback from users
• Maintain prompt quality

This distributed ownership prevents the library from becoming messy.

Training New Users

When onboarding team members:

1. Show them the top 5 prompts for their role
2. Explain the upvoting system
3. Demonstrate the My Likes feature
4. Walk through creating a new prompt
5. Set expectations for contributing

New users become productive with AI tools much faster.

Measuring Success

Track these metrics to measure Prompt Buddy's impact:

Common Mistakes to Avoid

Overcomplicated Prompts

Keep prompts simple and focused. One prompt should do one thing well. Split complex tasks into multiple prompts.

Wrong approach: "Write an email, schedule a meeting, create an agenda, and send reminders"

Right approach: Create separate prompts for each task

Vague Descriptions

Every prompt needs a clear description that explains:

• What it does
• When to use it
• What to customize
• What output to expect

Without good descriptions, people won't know which prompt to choose.

No Organization System

Create clear categories from the start. Random prompt collections become impossible to search.

Plan your category structure based on:

• Department functions
• Common tasks
• AI tools used
• User roles

Ignoring Mobile Users

Test all prompts on mobile devices. Many team members access Teams primarily on phones or tablets. Prompts that require desktop-specific features won't work for everyone.

No Prompt Maintenance

Set up a regular schedule to:

• Archive outdated prompts
• Update prompts when AI tools change
• Remove duplicates
• Improve unclear prompts

Active maintenance keeps the tool useful long-term.

Advanced Tips for Power Users

Prompt Variables

Create prompts with placeholders that users customize:

"Summarize [DOCUMENT TYPE] focusing on [KEY TOPICS] for [AUDIENCE]. Keep it under [WORD COUNT] words."

This makes prompts flexible for different situations.

Prompt Chains

Build series of related prompts that work together:

1. First prompt: Generate outline
2. Second prompt: Expand each section
3. Third prompt: Add examples
4. Fourth prompt: Polish and format

Save the entire chain so users know the complete workflow.

Integration with Other Tools

Connect Prompt Buddy prompts with:

• SharePoint for document templates
• Power Automate for automated workflows
• Teams channels for specific departments
• OneNote for prompt development drafts

These connections create more powerful workflows.

Version Control

When updating popular prompts:

• Keep old versions for reference
• Document what changed
• Explain why the update helps
• Test new versions before replacing

This prevents confusion when users notice prompts have changed.

Security and Privacy Considerations

Data Storage

All prompts store in Dataverse for Teams, which means:

• Data stays within your Microsoft 365 tenant
• Standard Microsoft security applies
• Your organization controls access
• Compliance features work normally

No data leaves your organization's control.

Access Management

Configure who can:

• View prompts (usually everyone)
• Add new prompts (selected users or everyone)
• Edit existing prompts (authors or admins)
• Delete prompts (usually admins only)
• Manage categories (administrators)

Sensitive Information

Train users never to include:

• Customer personal data
• Confidential business information
• Passwords or access credentials
• Private employee information

Prompts should be templates, not contain actual sensitive data.

Getting Support and Updates

Help Resources

Staying Updated

The app receives updates automatically through the Power Platform. Watch for:

• New features announcements
• Security updates
• Bug fixes
• Performance improvements

Enable notifications to know when updates arrive.

Making the Business Case

Cost Savings

Calculate savings from:

• Reduced time writing prompts from scratch
• Faster onboarding for new employees
• More consistent AI results
• Less wasted time on ineffective prompts

Many teams report saving 2-3 hours per person per week.

Productivity Gains

Teams using Prompt Buddy report:

• Faster completion of routine tasks
• Better AI output quality
• More consistent work products
• Easier knowledge sharing
• Reduced learning curves

ROI Calculation

Simple formula: (Hours saved per user × Users × Hourly rate) - Setup time = Monthly value

Most organizations see positive ROI within the first month.

Future of AI Prompt Management

Prompt Buddy represents the beginning of organized AI collaboration. As AI tools become more central to work, prompt libraries will become as important as document libraries are today.

Teams that build strong prompt collections now will have a competitive advantage. They'll work faster, produce better results, and onboard new members more quickly.

The tool continues evolving with new features based on user feedback. The core mission remains the same: make AI tools more effective through better prompt sharing.

Start Using Prompt Buddy Today

Microsoft Prompt Buddy removes the barriers to effective AI use in teams. Instead of everyone learning prompts individually, your whole team benefits from collective knowledge.

The free tool requires minimal setup and integrates seamlessly with Microsoft Teams. Most teams see immediate value once they start building their prompt library.

Begin by installing Prompt Buddy and adding your first 10 most-used prompts. Encourage team members to upvote helpful prompts and add their own. Within weeks, you'll have a valuable library that makes everyone more productive.

The best prompt collections grow organically through team collaboration. Start small, stay consistent, and watch your team's AI capabilities grow.