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Getting started with Copilot - Teams

6 Getting started with Copilot in Teams
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In this Video:

Unlock the power of AI with Microsoft Teams Copilot and revolutionize your meeting management process. In this video, we delve into the enhanced features that Copilot brings to Teams, particularly focusing on meeting recordings and transcriptions.

Key topics covered include:

  • AI-Driven Meeting Summaries: Discover how Copilot generates AI summaries and customizable action item tables to streamline your workflow.
  • Custom Prompts for Efficiency: Learn how to create tailored prompts that help extract specific information from meetings, making it easier to adhere to strict project templates.
  • Time-Saving Insights: Realize how Teams can significantly reduce time spent on note-taking and formatting, allowing you to focus on critical tasks.

Key takeaways from this video:

  • Understand the features of Teams Copilot that enhance productivity during meetings.
  • Gain insights into creating effective custom summaries that meet your organization’s unique requirements.
  • Explore how to integrate these summaries into your project management systems for seamless task assignment and tracking.

Join us as we show you how to leverage Microsoft Teams Copilot to improve your meeting experiences and maximize productivity, ensuring that you never miss a detail, even in back-to-back meetings. Embrace AI to not only save time but to enhance your team’s collaboration and efficiency.

FAQ

1. What does Microsoft 365 Copilot add to Teams?

Microsoft 365 Copilot adds useful AI features to Teams, especially around meeting recordings, transcription, recap, and summaries. These features can help teams review conversations faster, pull out the important points, and reduce the time spent turning meetings into follow-up work.

2. What is the AI summary in Teams?

The AI summary is Copilot’s general recap of a recorded and transcribed meeting. It highlights the points it believes were important, which can be helpful for quickly revisiting a conversation. That said, it is still a best-effort summary, so it should be reviewed rather than treated as a final record without checking.

3. What are custom summaries in Teams?

Custom summaries let you create your own prompts and run them against meeting transcripts. Instead of relying only on a generic recap, you can ask Copilot to return the specific format and detail you need, such as action items, owners, due dates, requested outcomes, or other fields that matter to your workflow.

4. Why are custom summaries useful for meeting follow-up?

Custom summaries are useful because they help turn a meeting into a structured output much faster. Rather than manually reviewing notes after a long meeting, you can generate a more usable summary straight away and work from that. This is especially helpful when you need information in a repeatable format for reporting, client updates, or internal handover.

5. Can Copilot help with strict meeting templates or compliance-style reporting?

Yes. One of the strongest use cases in this workflow is using custom prompts to generate the exact structure needed for a downstream template. If your team needs to capture very specific details after project reviews, governance meetings, or client check-ins, Copilot can help surface those details in a more usable format before you move them into the final document.

6. Can Teams Copilot work together with Word or other tools?

Yes. A practical workflow is to use Teams to generate a structured summary from a meeting, then take that output into Word or another tool to complete a template or produce the final document. This kind of cross-app workflow can save significant admin time while keeping the process more consistent.

7. Do I still need to quality-check Copilot’s meeting output?

Yes. Copilot can remove a lot of manual effort, but it does not remove accountability. Meeting summaries, action items, deadlines, and assignments should still be checked before they are shared with a client, team member, or external stakeholder. The time saving is real, but so is the need for review.

8. Who benefits most from Copilot in Teams?

Copilot in Teams is especially useful for people who spend a lot of time in meetings, work across several meetings in a row, or need to turn meeting discussions into actions quickly. It can also be valuable for teams managing structured client work, where summaries, action items, and deadlines need to be captured clearly and consistently.

Okay, so onto Teams. So Copilot, a Copilot, license, uh, enables a few more AI, uh, features, particularly around, uh, meeting recordings and transcription. Um, and so that’s what we’ll focus on. today. Uh, so I had a meeting with someone. We’ did record and transcribe the meeting, uh, and so you’ll see here that in the chat it gives you’ that option.
Um, and so I can just click, uh, view recap, and that’ll pull me through to Teams. Now I can watch the, the full, uh, video. You’ll notice that I recorded this on. my mobile, not as a proper Teams, uh, call. No one else was on it, so it just says, “Kane said a bunch of things,” right?
Um, and so, uh, that’s, that’s an example of, of where AI… Like, we’ll get to that’ in a minute. So, uh, the, AI summary is the, uh, is just an AI summary of the conversation, right? So it’s outlined some, you’ know, important things, that’ it’ thinks, uh, you know, occurred.
But again, this is just its best effort. There was no guidance from me, on this, on what’s important and what’s not. Uh, but the one that I pay most attention to, that I get the most use out of, and frankly, I see a lot of clients get the, get use out of, is the custom summaries feature.
Uh, and what’ that, what’ that does is it allows you to, build out custom prompts that you can then run against meetings really, really quickly. And so you can see here, like, you know, it’s, it ran and it’s output this table. Now, that table is a result of, my prompt here.
So I’ve got quite a lengthy prompt. Now, one important takeaway from this is that, I didn’t write this prompt by hand. I went to Copilot, and I said, just in the 365 Copilot app, and said, “Hey, I wanna, I wanna get action items out of meeting notes. You know, these are the kinds of things I’m thinking about.” And in this case, uh, initially I had said, you know, “For the action items I want, who’s responsible, when it’s, due, and a description.” And it came back and it was like, “Hey, it’s pretty awesome to know who requested it too.” Because that means in your correspondence, you can be more directed to say, “Hi, Rob.
As discussed, as you raised, the thing that you felt was most important, here’s the outcome for that.” Uh, and so I said, “Cool. Yeah, add that in. Absolutely. Why not?” Um, and so you come in here, you can, you can edit the prompt as you need, and you can press preview, and it’ll go and generate a preview of, of that output.
Uh, and the goal here. for most of our, uh, for most of my workflows is if I’ need a particular kind of format, um, for something downstream, I can do it here, and. it generates really quickly, and then it makes my life easier for, for whatever, for wherever I take those notes.
And so a really common, uh, pain point we hear is that particularly with our clients that work on government contracts, is that after a particular kind of meeting, you know, we’ve got our monthly meeting for project review, there’s a really strict template that we are obligated to fill in for the client, um, and s- and it needs very specific information.
And so after the meeting that, you know, could be an hour long, could be 90 minutes long, someone then has to spend another half an hour going back through their notes, typing it up, action items, you know, due dates, and, and that kind of thing. Whereas now, Teams is doing a lot of that heavy lifting for them.
And so you have the custom summary generate the nice output that you need with the key details you need for some given template, and then you go straight to Word and say, “Hey, take this, uh, ta- table, punch it into the template.” All of a sudden, the, you know, we’ve got a couple of apps now, working, a bit of interplay there, um, and it’s making the process far quicker.
Um, and so as always, just saved you a shed load of time on that process, but you still need to dedicate some time to doing the QA bit, um, because a client isn’t going to accept, “Oh, sorry, Copilot obviously got it wrong.” Um, and so, you know, there’s still responsibility there on the person.
But if s- if you’re the kind of person like, me that goes back-to-back meetings, I can have two or three meetings in a row pretty commonly, and I don’t have the greatest recall of what happened in all three of those meetings. Um, and so now I can use Teams to, to, to make sure that it’s got that information.
I can get into the mind space of that meeting. I can go back, set my own context in my own brain a little quicker. Um, and, and then I can, you know, finalize on, those notes and get them sent out. Now, the other part to this is that for my workflow, everything is task-based.
Everything’s got a deadline, someone assigned to it, it’s got some notes. And so I have an extra connector out to our project management system, and so I can take this, give it’ to Copilot and say, “Go create tasks over there.” Assign them to people in the team, assign due dates and urgencies and, and assign them to client accounts and things like that.
And so this is where, you know, this might seem really simple. The fact is it’s far quicker than, you know… If I had save, I could save this prompt on my desktop, right? I could come into Copilot and, and send, you know, paste it in every time, but I don’t have to.
It’s sitting there waiting. And I could have a bunch of these things. You know, if client A has j- just the craziest format that they need, fine. I don’t care anymore. That doesn’t matter to me, ’cause I’ll just create a prompt, I’ll work through a couple times, get it, get it up and running, and it’s easy now.
It doesn’t matter that they’ve got something really bespoke. Um, and so the, that’s the… That I think is the really key bit, um, for, for the Copilot license when it comes to Teams. Um, and, and so yeah, that’s, that’s where I tend to focus. So day one, like that would be the take, the takeaway.
Now, there are some other features. There’s some stuff called Facilitator, and it’s meant to help you, like, run your meetings and things like that. Park that for now. Again, let’s just get up and running with Copilot. Um, and I think this is a, a genuinely useful one for most people that do stuff in Teams.
Uh, so yeah, that’s Copilot in Teams.
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