Copilot does not read/see the whole document

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Posted on by SS-01071009-0

Hello everyone,

I have built a custom copilot using Copilot Studio UI, and have included a sharepoint website as a knowledgebase which contains several .docx files. Generally the copilot works well. However, I noticed that for some reason it does not see the whole content of my .docx files.

For example, when I ask a specific question regarding a section of the document. The copilot responds using some parts of this section, but it doesn't actually answer the question itself..

Q: "How long is the probationary period?"

A: "Please refer to your contract of employment." - Answers with some bits of the specific section.

*The document explicitly says how long the probationary period is.

Any ideas please?

Many thanks!

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Topic creation & management

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Daniel Winter 19 on at

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Are you sure this piece of content is even coming from the docx file? Did you see that the file got used in the debug mode?

Can you try to add the docx file explicitly as a knowledge source and try again? (I'm also new and I have started to at the files explicitly as a knowledge source for now)

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Artur Stepniak 1,539 Super User 2025 Season 2 on at

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Hello,

first of all - you'd need to instruct the model a little bit on how it should answer by using "Instructions" in the bot overview tab. It's also worth to look on how the file is structured and alter it so that the model has an easier job to extract the content. Worth to notice is that the search is based probably on nearest neighbour: the user prompt is converted to embeddings (a set of vectors to represent the meaning of the sentence), then it performs a search on already vectorized content (your Word files) and if it finds the nearest neighbour, it yields the output to you. Sometimes it'll be a partly answer due to that, so you need to use "Instructions" to help the model answer in a more structured way. Example:

You are a x specialist. Your task is to answer questions based on the Word files that you have in your knowledge. Your answer should always be based on the Word files. You should structure the answer in a following way:

<ANSWER TO THE QUESTION>

<WHY YOU'VE ANSWERED THIS WAY>

Something like that. :-)

In case of any other questions, let me know. If the answer helped you, mark it, so that others can benefit from it.

Best regards,

Artur Stepniak

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