Read Time: 9 minutes
Microsoft Teams is collaborative platform organizations utilize to streamline tasks related to project completion & team handling. Teams offer many unique features to assist users in task management and enhancing user productivity. One of the most used features of Teams is online video conferencing or meetings to discuss & debate crucial subjects.
Microsoft has upscaled the standards of online meetings and collaborative applications like Teams with the integration of Copilot for Teams meeting. By leveraging OpenAI’s GPT technology, Copilot will deliver various functionalities to users, such as assistance in meeting scheduling, note-making, and summarizing the meeting objective & discussion. You can even try prompts like what the primary goal of the meeting is, what tasks are assigned to a participant, and many more, saving a significant amount of user’s time.
Moving further, we will discuss how Copilot integration with Teams assists users in their day-to-day lives. We will discuss what unique functionalities AI can deliver and how this will help Teams users.
What Does the Copilot Integration Bring to Teams Users?
By incorporating Copilot, Microsoft Teams introduces distinctive capabilities aimed at enhancing productivity during meetings. These functionalities encompass:
- Intelligent recap: The Copilot uses natural language processing algorithms to identify key discussion points during a meeting. Using this algorithm, the AI technology can generate a meeting recap highlighting important conversations & action items. This feature will transform how users take notes during Team meetings & lead to increased productivity.
- AI-generated chapters: Automatic chapters will be generated based on the transcript during Live meeting recordings. This feature enables users to easily access & view the entire discussion by topic or speaker, like watching a YouTube video. This means users can find & review specific parts of the meeting discussion with ease.
- Personalized timeline markers: Personalized timelines are among the most impressive features of the Copilot in Microsoft Teams. During a meeting, the AI identifies when a user joins or leaves the meeting. With just a single click, the user can quickly listen in on missed points during a meeting.
- Live Transcription: With the availability of live transcription, users with hearing problems or faulty headphones or audio output devices can easily keep up with the live discussion. After enabling this feature, entire Teams meeting communication will be transcribed and will be visible to the user.
- Real-Time audio Translation: This feature allows for a live translation of the user’s spoken language during meetings. This can enhance participants’ understanding of the discussion by removing any language barrier.
The AI tool can also identify when a user’s manager or closest colleagues talk or mention their name during the meeting. This feature ensures users remain informed of the discussion points even when they cannot attend some meetings.
How Microsoft Teams Users Benefit from Copilot
Microsoft’s inclusion of Copilot within Microsoft Teams represents a groundbreaking transformation in the way teams engage in collaborative efforts during meetings. Below are some advantages that users of Microsoft Teams can anticipate when harnessing the capabilities of Microsoft AI assistant:
- Increased productivity: With Copilot, users can now rely on the AI to take Microsoft Teams meeting notes & generate action items once the meeting concludes. This will enable users to save time and have better productivity.
- Improved collaboration: As team members can view meeting highlights & AI-generated chapters, they will be able to increase their collaboration efforts. This will lead to better team cohesion & cooperation.
- Automated workflow: The Microsoft Teams AI meeting notes will improve workflow significantly & reduce the time spent on post-meeting tasks like organizing tasks, sending follow-up emails & scheduling follow-up meetings.
Note: If you cannot access Copilot in Teams during a meeting, then your admin has probably not enabled the AI assistant for you. Ask your admin to allow the use of Copilot to consume its extraordinary capabilities.
How to Use Copilot for Teams Meetings?
The member who organizes the Teams meeting and calls can decide the use of Copilot for other participants. Before accessing Copilot, here are few things you must know:
- Copilot is not supported for meetings hosted outside your organization’s tenant.
- It’s the organizer who controls the access of participants to Copilot.
- If Copilot feature is restricted in the policy, the button won’t appear.
- Meeting organizer needs to configure “Allow Copilot and Facilitator” setting.
- Turn on the transcription to use Copilot after the meeting.
The ways supported by Teams to use Copilot are described ahead:
Before the Meeting
When used before the meeting, Copilot helps in generating the Project outline and summarize notes from the previous meeting.
- Launch the meeting invite in Teams and select Online meeting options.
- Go to Copilot and other AI and choose desired option from Allow Copilot dropdown.
- During and after the meeting
- Only during the meeting
- Click to save changes.
Note: Using PowerShell commands as explained below, you can access Copilot.
- Configure Teams meeting policy using PowerShell CsTeamsMeetingPolicy
- Allow Copilot with the following command
Set-CsTeamsMeetingPolicy -Identity <policy name> -Copilot Enabled
During the Meeting
If you’ve disabled transcription during the meeting but it is actively recording the meeting, the participants have the ability to summarize the notes, action points, and run other prompts during the meeting. But it is important to remember that transcripts will not be saved after the meeting and users must copy-paste their Copilot chats to a separate file.
Follow the steps:
- Launch Teams meeting calendar and join the meeting as an organizer.
- Select Copilot from the meeting controls.
- On the prompted pop-up, confirm sharing of the transcriptions.
Copilot will now start providing summary and insights. You can ask questions during the meeting in real time.
After the Meeting
When transcription is enabled for a meeting, the transcript will be automatically recorded along with the log of Copilot interaction and prompts. These will be stored and available for future references.
For the meetings that have transcriptions enabled, Copilot is accessible from “The meeting chat” and “The Recap tab.”
Note: You can allow Copilot during and after the meeting using PowerShell with the following command:
Set-CsTeamsMeetingPolicy -Identity <policy name> -Copilot EnabledWithTranscriptDefaultOn
Achieve Improved Efficiency: Making the Most Out of Teams Meetings and Transcripts
Here are some prompts that you can use for your Copilot to help you save time and efforts to do a task:
| Prompt | Purpose | Description |
|---|---|---|
|
Recap or catch up a meeting you arrived late | Use Microsoft 365 Copilot to keep a track of all the major points you might’ve missed during the meeting. |
|
To be more efficient in your Teams meeting | Create crucial Microsoft Copilot meeting notes, key points, and action items from a meeting |
|
Catch up what you missed | Ask Copilot to show you a recap or revisit the conversations from past to help you avoid missing out on important actions from the past. |
|
Draft an email | Easily compose emails using the Copilot to send it to the other participants from the meeting. |
|
Create summaries of file sharing | Create a summary of the data from the files being shared during a meeting. |
Follow the Foolproof Method to Migrate to Teams
Moving to Microsoft Teams is an exciting yet challenging journey, especially for organizations. With the Kernel Microsoft Teams Migration tool, organizations enjoy an effortless transition from one Microsoft Teams tenant to another without losing any data. This tool is designed to migrate chat histories, conversations, documents, & other critical files. The migration process is smooth, dependable, efficient, and compatible with several platforms.
Other features of the tool include:
- Batch migration: Our tool enables organizations to migrate bulk data.
- Solid security: With our tool, you can ensure that your data migration is safe & secure.
- Data mapping: This software guarantees that files are correctly mapped & transferred without data loss.
- Migration reports: You can view the final migration via migration reports to check for data accuracy.
- 1:1 chat migration: The tool allows for specific 1:1 chat migration of Teams. You can export your chats with any selected member of your organization.
Note: Before initiating the migration of any Teams data, we recommend creating a complete Teams data backup.
Winding Up
Incorporating AI technology represents an exhilarating advancement for enterprises aiming to elevate their collaborative endeavors. Microsoft Teams is poised to revolutionize the way we conduct meetings, offering cutting-edge AI-powered tools. The integration of GPT’s natural language processing algorithms will empower users to generate comprehensive automatic meeting notes in Teams, leading to streamlined and more efficient workflows. By enhancing these capabilities and incorporating the Kernel Microsoft Teams Migration, you can ensure a seamless data migration and efficient content management process. In conclusion, Microsoft has unlocked a realm of AI and machine learning opportunities through GPT’s capabilities.
Frequently Asked Questions
A: To enable Copilot during Microsoft Teams meeting, open meeting in your Teams calendar and join as an organizer. In the meeting controls, go to Copilot and select Start to enable live transcription when prompted. You can now ask questions from Copilot during meeting.
A: No. There is no strict requirement to enable transcription for Copilot to take Microsoft Copilot meeting notes of an active Teams meeting. Teams allow you to configure Copilot “only during the meeting.”
A: Microsoft Teams Intelligent Recap is an AI Powered tool. As the name suggests, it helps you take a recap from the recorded or transcribed meeting by generating detailed notes, insights, tasks, and video highlights. Rather than watching the entire recording, this recap will help you get the gist of the meeting and missed sessions through the key takeaways.
A: To use Copilot in Microsoft Teams meeting, you need a paid Microsoft 365 Copilot or a Microsoft Teams Premium add-on license.
A: No. External users who joined the Teams meeting of an another organization cannot use Copilot during the meeting, even if the user has a Copilot license on the account.
A: You can check the AI generated summary of Teams Meeting in the Recap tab in your Teams calendar. It is important to understand that to get AI summary, you need transcribed or recorded Teams meeting and are visible after the call ends.
