Write clear, useful content
Write for the reader
Start with what the reader needs to know, do, or decide. Help them accomplish a goal.
Bad: Microsoft offers a variety of privacy compliance solutions.
Better: Manage privacy requirements with tools designed to help you meet compliance obligations.
- Focus on the customer's goal, not your organization's capabilities.
- Answer the reader's next question before they need to ask it.
- Choose usefulness over sounding impressive.
Lead with the action
Put the most important information first and make the next step clear.
Bad: Before beginning the process of creating a workspace, there are several important considerations that should be reviewed.
Better: Create your workspace first. Then review these requirements.
- Lead with the key takeaway.
- Use active voice so readers know who acts and what to do.
- Keep one idea in each sentence.
Write like a person
Use familiar words, a natural tone, and only the words needed to communicate the idea.
Bad: Utilize the platform to facilitate collaboration.
Better: Use the platform to work together.
- Use common words instead of jargon.
- Read the content aloud. Rewrite anything that sounds unnatural.
- Remove weak phrases and unnecessary introductions.
Make it easy to scan and use
Organize content so people can find the main point quickly and use it with any input method.
Bad: Click the blue button on the right.
Better: Select Save.
- Use headings, bullets, short paragraphs, white space, and lists.
- Use descriptive headings and meaningful link text.
- Do not rely on color, direction, or one input method to explain an action.
Process tips
Move from a realistic first draft to reviewed content in four steps.
Write real content
Use realistic product language instead of placeholder copy. Aim for a first draft that is as close to the final content as possible.
Refine the draft
Use the Content Design Copilot agent to simplify jargon. Refine the draft so it follows Microsoft voice standards and sounds natural.
Review it in context
Review the content in a complete flow or mockup. Check UI terminology, errors, and empty states to make sure the words work in context.
Before you publish
Put the main point first and make the next action clear. Cut extra words, read it aloud, and check that everyone can understand and use it.
Get help
Start with the lightest support option that fits the work. Reach out earlier rather than later.
Use the agent
Start here for lower-risk work that needs a strong first draft.
Open the Content Design Copilot
- There are no legal, data security, or Responsible AI implications.
- You want to simplify basic jargon or create realistic stand-in content.
- The work does not involve new UI.
Make a content design request
Ask for direct support when the work is sensitive, strategic, or needs expert judgment.
- The work has legal, data security, or Responsible AI implications.
- You do not know where to start.
- You need help with a larger content strategy, new or redesigned feature, navigation, AI behavior, or content research.
- The work requires terminology alignment across products or platforms.