AI WORLDAutomate meeting note-taking with Microsoft Copilot in Teams
Learn how to use Microsoft Copilot in Teams to automatically capture key points, action items, and decisions from your calls, then easily export them to Outlook for follow-up.
Imagine never missing an important detail from a meeting again! This guide will show you how to use Microsoft Copilot, an AI (Artificial Intelligence) assistant, to automatically capture the crucial parts of your Microsoft Teams calls. By the end, you'll be able to get clear summaries, action items, and key decisions, then send them straight to your Outlook email. This is perfect for anyone who wants to stay organised and ensure everyone is on the same page after a discussion.
- Microsoft 365 Account with Copilot: You'll need a Microsoft 365 subscription that includes access to Microsoft Copilot. This is often provided by your workplace.
- Microsoft Teams: Ensure you have the Microsoft Teams desktop app installed and are signed in.
- Microsoft Outlook: Have your Outlook desktop app or web access ready for exporting notes.
Start a Teams meeting with transcription
To get the most out of Copilot, you need to ensure your meeting in Teams is being transcribed. Think of transcription like having a super-fast stenographer who types out every word spoken in the meeting. Copilot needs this written record to understand what was said and create its summaries.
- Start your meeting: Open Microsoft Teams and start or join a meeting.
- Turn on transcription: Once in the meeting, look at the top of the meeting window. You should see a toolbar. Click on "More actions" (often represented by three dots
...). - Find "Start transcription": From the menu, select "Start transcription". You might also see "Start recording" – while recording captures video and audio, transcription is what Copilot uses for its text summary. Confirm any prompts that appear. All participants will be notified that transcription has begun.
Open Copilot during the meeting
Once transcription is running, Copilot is silently listening and processing the conversation. You can interact with it in real-time to ask questions about the discussion. This is like having a digital assistant in the room with you.
- Find the Copilot icon: In the same toolbar at the top of your Teams meeting window, look for the "Copilot" icon. It often looks like a stylised 'C' or a robot head.
- Open the Copilot pane: Click on the Copilot icon. A side panel will open on the right side of your screen. This is where you'll chat with Copilot.
- Ask a question: In the chat box at the bottom of the Copilot pane, type a question related to the meeting. Copilot will use the ongoing transcription to provide an answer.
Review Copilot's summary and notes
After the meeting ends, Copilot gets to work compiling all the important bits. This is where it creates a helpful summary, extracts action items (tasks that need to be done), and highlights key decisions (important choices made).
- Access meeting recap: After the meeting finishes, go to your Teams Calendar. Find the meeting you just attended and click on it.
- Navigate to the "Recap" tab: In the meeting details, you'll see several tabs (like "Chat", "Files"). Click on the "Recap" tab.
- View Copilot's notes: Within the "Recap" tab, you'll find Copilot's summary, action items, and decisions clearly laid out. Take a moment to read through these. This is your chance to make sure everything looks right.
Export notes to Outlook
Now that you have Copilot's organised notes, you can send them directly to your Outlook email. This makes it easy to share with others, add to your calendar, or file away for future reference.
- Find the "Share" or "Export" option: While viewing Copilot's notes in the "Recap" tab, look for a button or link that says something like "Share", "Export", or "Send to Outlook". It might be near the top of the Copilot section.
- Select "Outlook": When prompted, choose "Outlook" as your export destination.
- Review the draft email: Copilot will create a new draft email in Outlook, pre-filled with the meeting summary, action items, and key decisions.
- Send the email: Add any additional comments, recipients, or adjust the subject line, then send the email.
- Forgetting to start transcription: Copilot can't summarise what it hasn't "heard" (or read). Always ensure transcription is active.
- Expecting active participation: Copilot is an assistant, not a meeting participant. It won't join the conversation or make suggestions, it just processes what's said.
- Not allowing enough time: Copilot needs a few minutes after the meeting to fully process the transcription and generate its detailed recap. Don't worry if it's not instant.
Join or start a short Microsoft Teams meeting (even with just yourself for practice!). Make sure to turn on "Start transcription" right away. Say a few things about a pretend project, then end the meeting. Afterwards, navigate to the meeting in your Teams Calendar and check the "Recap" tab to see what Copilot has captured.
✦ Original step-by-step guide by AI World Co.'s AI editorial team. Written in plain language, reviewed for accuracy.
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