Exploring Copilot in Microsoft Teams Meetings

Like many professionals, my days are filled with Microsoft Teams meetings, which have become significantly more efficient since I began exploring the features of Copilot. This tool streamlines meeting processes, ensuring no detail goes overlooked and every meeting is as productive as possible.

I’ll outline three key aspects where Copilot in Teams can be utilized: first, in creating pre-meeting agendas; second, through virtual assistant chat functions during meetings; and finally, in providing recaps and virtual chat capabilities to summarize the meeting.

Building Up Meeting Agendas with Copilot

Meeting agendas are essential as they provide clear objectives, keeping everyone aligned. However, our busy schedules often leads us to sacrifice the time to prepare these agendas. Copilot solves this by effortlessly generating agendas with just a few keywords.

  1. Create a New Word document
  2. In the ‘Draft with Copilot’ box, enter your command.
  3. Click ‘Generate’ and that’s the time Copilot will then produce the results for you.

Exploring Copilot in Microsoft Teams Meetings

Here’s our trial of Copilot for this specific purpose. Prompt: “Create a meeting agenda for my accounting client, Rock Castle Construction, on March 1st using this structure: Review financials, Evaluate expenses, Monthly income, Action Items, and Next meeting agenda”

Here’s an illustration of what Copilot generated:

Exploring Copilot in Microsoft Teams Meetings

Features of Copilot during Teams meetings

In the next part of our test, I asked Copilot to help us during a client call. We wanted to see if Copilot could organize the discussion, summarize key points, identify who said what, and suggest action plans.

To start this test, the organizer needs to turn on Copilot in Teams. Make sure to also enable meeting recording and transcription for Copilot to work well.

Record and transcribe

In the Teams meeting, choose More > Record and transcribe > Toggle on the switch for “Record.”

Exploring Copilot in Microsoft Teams Meetings

If the “Start transcription” option is unavailable and grayed out, you need to activate this function in the Admin settings. Only the IT Admin for the Microsoft account has the authority to enable this feature. If you are the IT Admin, follow these steps to enable it:

  1. Go to the Microsoft Teams admin center.
  2. Navigate to Meetings > Meeting policies.
  3. Turn on the “Transcriptions” slider.
  4. Also, ensure that “Copilot verify” is turned on with transcription.

Exploring Copilot in Microsoft Teams Meetings

Note: If your Microsoft account is managed by an IT solution, you’ll have to reach out to them and request the activation of this permission.

What Copilot can do in meetings?

After enabling this feature, a private chat will appear on the right side, allowing you to start interacting with Copilot by asking questions such as:

  • Recap the meeting so far
  • List the action items
  • Suggest follow-up actions
  • Identify unresolved questions
  • Highlight different perspectives by topic
  • Summarize the main ideas we discussed
  • Generate the meeting notes

Team meetings recap

Once the meeting has come to an end, you can continue to interact with Copilot via the Teams platform. Here’s how to do it:

  1. Navigate to Teams.
  2. From the left-hand navigation menu, choose the meeting under the Chat section.
  3. At the top of your screen, select “Recap.”
  4. Within Recap, access Copilot to inquire about any details related to the meeting. You can use commands such as “Generate Meeting Notes” or “What were my Action Items” to get specific information.

Create a post meeting summary email

Another use of Copilot is to request a post-meeting summary.

I copied the Copilot meeting summary to catch the meeting activities and email it to the client. This enables continuity for the client and clarifies any requests or action items post-meeting.



Calendar invite with agenda for next meeting by Copilot

After requesting Copilot to outline action items in my client call, I utilized them to craft the upcoming meeting agenda and distribute a calendar invitation. These final actions ensure that, as the meeting organizer, you remain engaged with the client, understand the required tasks for both parties, and establish a clear plan for future steps.

Exploring Copilot in Microsoft Teams Meetings

To see Copilot in action within Microsoft Teams, watch this – a practical demonstration of its features and benefits.

Copilot effectively maintained the meeting’s focus by generating the agenda, facilitating the smooth creation of an email summarizing tasks and a straightforward plan for the next agenda. Since these tasks demanded minimal effort, I plan to persist in using this workflow for clients and refine my approach based on my ongoing experiences.

Explore More with Liz Scott Consulting

If you’re interested in learning more about how Copilot and other innovative tools can streamline your business processes, especially within accounting and productivity sectors, consider visiting Liz Scott Consulting at www.lizscottconsulting.com.