Microsoft Copilot in Teams meetings helps you manage tasks effortlessly with AI. Here’s what it can do:
- Capture tasks automatically during meetings.
- Assign tasks to participants with deadlines.
- Summarize meetings with action points and unresolved issues.
- Integrate seamlessly with Microsoft 365 tools.
To get started, ensure you have the right Microsoft 365 licenses (E3/E5 with Copilot add-on) and enable meeting transcription. Use simple commands like "Create a task for [person]" or "List action items" to stay organized during and after meetings. You can also expand functionality with third-party tools like nBold templates for structured workflows.
AI-powered task management has never been easier – boost your team’s productivity by simplifying meeting follow-ups and task tracking.
How to Make Meetings Easier with Copilot
Microsoft Copilot Setup Requirements
To use Microsoft Copilot in Teams meetings, you’ll need the right licenses and proper configuration.
Required Licenses and Permissions
Your organization must have Microsoft 365 E3 or E5 licenses with the Copilot add-on. Additionally, users need to either be part of the Microsoft 365 Copilot Early Access Program or have Copilot licenses assigned [3].
Microsoft 365 administrators are responsible for:
- Setting up Copilot access through security groups in the admin center [1].
- Enabling meeting transcription permissions, as these are essential for capturing action items [4][5].
Meeting Configuration Steps
Administrator Setup
- Activate Copilot’s meeting features within the Microsoft 365 admin center [1].
- Configure security policies to protect meeting content.
Meeting Transcription
- Go to Teams Settings > Meetings.
- Enable "Turn on live captions and transcripts."
- Administrators can enforce transcription organization-wide via the Teams admin center [4][5].
System Requirements
- Use the latest Teams client.
- Ensure your device runs on Windows 10/macOS 10.14 or newer.
- A stable internet connection is necessary [2][5].
If your organization uses nBold templates, make sure the workflows are compatible with Copilot’s task management features.
Once everything is set up, you’ll be ready to manage action items seamlessly during Teams meetings.
Managing Action Items During Meetings
Microsoft Copilot helps track tasks in real-time during Teams meetings using voice or text commands.
Creating Tasks During Meetings
Copilot makes it easy to document tasks on the spot. Use the Copilot compose box with these prompts:
- "Create a task for [person] to [action] by [date]": Assign specific tasks with deadlines.
- "List action items": Summarizes tasks discussed so far.
- "Generate a list of tasks discussed in this meeting": Compiles a full list of tasks from the meeting.
Reviewing Tasks Before the Meeting Ends
In the last 10 minutes of your meeting, Copilot steps in to ensure all tasks are accounted for. Here’s how it works:
1. Task Summary
Copilot automatically pulls together a list of tasks, complete with assigned owners and deadlines, using data from the meeting transcript.
2. Confirm Assignments
To double-check, use commands like:
- "List participant tasks": Shows tasks assigned to each attendee.
- "Show priority timeline": Highlights tasks based on urgency.
3. Address Unresolved Issues
Spot any open questions or pending items by using the "Show unresolved questions" command.
Before wrapping up, share the final task list through Teams chat. Once everything is confirmed, Copilot prepares a post-meeting summary, which will be detailed in the next section.
After-Meeting Task Management
Once tasks are confirmed during the meeting, Copilot helps simplify the follow-up process with these tools:
Meeting Summary and Task List
You can find meeting recaps in the Teams Chat panel by selecting the meeting and navigating to the Recap tab. Within this tab, Copilot responds to plain English commands, such as:
- "Generate Meeting Notes" to get a quick summary.
- "List all action items from the meeting" to focus on tasks.
- "What are my Action Items?" to view your personal responsibilities. [2]
The Recap tab organizes all decisions and commitments in one place, so you don’t have to dig through chat threads or transcripts.
Task Export Options
Need to move tasks to another system? Use simple commands to format them:
- "Create a table with tasks, assignees, and due dates" for a clear structure.
- "Group tasks by project or department" to keep things organized.
While Copilot doesn’t directly sync with tools like Planner or To Do, these commands make it easy to format tasks for manual transfer.
Task Update Alerts
Keep track of task progress with these features:
- Adjust Settings > Notifications for basic alerts.
- Use progress commands like "Show progress on ongoing tasks from previous meetings" to stay updated.
- Rely on @mentions in Teams for collaborative updates.
Regularly reviewing progress and using Copilot’s analysis tools can help you identify and address workflow challenges efficiently.
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Task Management Add-ons
You can expand Copilot’s functionality by incorporating third-party tools like nBold, which brings structured templates to enhance task management.
nBold Template System
nBold’s template system adds useful features to your existing Copilot setup, such as:
- Standardized Planner Templates: Build task tracking layouts tailored for specific types of meetings[2].
- Auto-generated Task Channels: Automatically create dedicated spaces for recurring meeting series[1].
- Predefined Responsibility Matrices: Simplify task delegation with role-based assignments[2].
On average, teams using these templates save about 4 hours per week per team member thanks to automated task management[2].
| Feature | Benefit |
|---|---|
| Planner Templates | Keeps task organization consistent |
| Automated Workflows | Provides automatic status updates |
| Third-party Integration | Connects easily with your existing tools |
nBold Features
While Copilot excels at AI-powered task capture, nBold focuses on structured task creation and advanced features:
| Aspect | nBold Highlights |
|---|---|
| Task Creation | Uses templates for structured input |
| Integration Scope | Works seamlessly with third-party apps |
| Customization | Offers broad options for templates and workflows |
| Learning Curve | Moderate – requires initial template setup |
| Reporting | Provides detailed analytics across meetings |
"The combination of Copilot and nBold integrates with Copilot to create an end-to-end solution for before, during, and after meeting task management in Teams"[2][1]
Task Management Tips
With Copilot’s real-time tracking and post-meeting summaries, you can streamline your task management by applying these strategies:
Task Search Commands
Simplify task searches with these specific phrases:
| Command Purpose | Effective Phrase |
|---|---|
| Priority Filter | "Show critical tasks due in 48 hours" |
| Team Overview | "Display unresolved action items by department" |
| Project Focus | "List action items for [project] from last 30 days" |
Weekly Task Review Process
Stay on top of tasks with a regular review routine. Here’s how:
- Schedule recurring weekly review meetings to check progress.
- Use natural language commands to update tasks quickly.
- Create a priority matrix by saying, "Create priority matrix of current tasks" to identify what needs immediate attention.
Securing Task Data
When dealing with sensitive task information in Copilot, follow these guidelines to keep data safe:
| Practice | Implementation |
|---|---|
| Access Control | Limit meeting participants to only those essential for the tasks. |
| Data Retention | Set up auto-deletion for sensitive items after a defined period. |
| Information Barriers | Use data segregation tools to prevent unauthorized access [1]. |
For added security:
- Use Teams’ information barriers to restrict data sharing between specific groups [1].
- Regularly audit who has access to tasks and adjust permissions as needed.
- Train your team on secure data handling practices to avoid accidental leaks.
Summary
Microsoft Copilot makes managing Teams meeting action items easier with AI-driven tools. Here’s how it helps:
- Voice commands for automatic task tracking during meetings
- AI-generated summaries that highlight key priorities
- Seamless integration with Microsoft 365 tools
By using Copilot’s features effectively, teams can benefit as follows:
| Feature | What It Does | How to Use It |
|---|---|---|
| Real-time Capture | Automatically creates tasks in meetings | Activate meeting transcription and use voice prompts |
| Smart Summarization | Extracts precise action items | Review generated summaries during the final minutes of meetings |
Key Considerations for Success
- Protect sensitive information with access controls.
- Adhere to proper data retention policies to ensure compliance.
Additionally, as highlighted in the Task Management Add-ons section, nBold templates enhance these features by offering pre-structured workflows and automated channel creation. Together, these tools provide a comprehensive approach to managing complex meeting outcomes, even in large organizations.
FAQs
What can Copilot do in a Teams meeting?
Microsoft Copilot helps manage tasks during Teams meetings by focusing on three main functions:
- Automatic Task Detection: Spots tasks and commitments as they come up in conversations.
- Owner Assignment Tracking: Matches tasks with the right participants.
- Deadline Extraction: Pulls out deadlines mentioned in the discussion.
You can use the "Show unresolved questions" feature during the last few minutes of a meeting to ensure nothing important is missed. Copilot’s access settings make sure only the right people can see its outputs.
For better task management, consider pairing these Copilot tools with a consistent weekly review process, as suggested in Task Management Tips.