Still taking meeting notes by hand? Chasing follow-ups over email? That process is slow and prone to error. It also distracts from productive work.
Microsoft Copilot changes the dynamic. It works directly within Microsoft 365 apps like Teams and Outlook to capture meetings in real time, summarize key discussion points, and flag follow-ups without the usual back-and-forth.
This guide breaks down how Copilot works, how to use it effectively, and how it helps business leaders make faster, clearer decisions.
What Microsoft Copilot Does in a Meeting
Key Functions Inside Microsoft 365 Apps
- Teams: Joins scheduled meetings, transcribes in real time, and posts summaries to chat
- Outlook: Embeds meeting recaps into invites or sends via follow-up email
- Planner: Converts spoken tasks into assigned action items automatically
Copilot is able to generate responses in real time. This allows your team to stay focused while important details are captured automatically.
What Copilot Captures in Real Time
- Complete transcription of spoken content
- Summary of decisions and key points
- Suggested action items based on meeting flow
Copilot’s AI capabilities use natural language processing to analyze meeting transcripts and highlight key points, decisions, and suggested actions, helping participants focus on what matters without relying solely on memory. Outputs should still be reviewed for accuracy.
If you’re already using Microsoft 365, this functionality is ready to integrate. Microsoft 365 Consulting helps make sure Copilot is properly configured for your environment, with the right permissions and access across your teams.
For a look at how Copilot works beyond meetings, see How to Use Microsoft Copilot in Excel for Smarter Data Insights.
How to Use Microsoft Copilot for Meeting Minutes
Copilot works best when used consistently. Train your team, use it in every meeting, and review its output.
Step 1: Turn on Copilot in Teams or Outlook
To start using Copilot, your Microsoft 365 environment needs to be configured correctly. Once enabled, Copilot becomes available in both Teams and Outlook for authorized users.
What to do:
- Access the Microsoft 365 admin center
- Enable Copilot for relevant Teams and Outlook accounts
- Assign permissions based on who needs access (project leads, department heads, executives)
Our Microsoft 365 Setup Guide for Small Businesses blog walks you through key configuration steps and considerations around security and user roles.
Step 2: Run the Meeting — Copilot Does the Rest
With Copilot enabled, it automatically activates during scheduled Teams meetings. It begins listening as soon as the conversation starts and uses natural language processing to capture what’s said.
What happens during the meeting:
- Transcribes speech in real time
- Tracks decisions, discussion threads, and flagged items
- Prepares a structured summary for immediate review
For Teams-specific setup or optimization, our Microsoft Teams Consulting makes sure Copilot works as intended across your organization.
Step 3: Review the Summary
At the end of the meeting, Copilot generates a detailed summary. This gives your team an immediate record of what was discussed and what needs to happen next.
What the summary includes:
- Key points and themes from the conversation
- Final decisions and relevant context
- Action items with suggested owners
- Open questions or topics needing follow-up
The summary can be reviewed in Teams or Outlook. Most teams make only minor edits, if any, before sharing.
Step 4: Assign Tasks and Share
Once the summary is reviewed, it’s ready to be shared with stakeholders. Copilot integrates with Microsoft 365 tools to keep that process seamless.
How to share and assign tasks:
- Send summaries directly through Teams or Outlook
- Push action items into Planner or To Do
- Store documents in SharePoint for reference or future access
If your teams use SharePoint to manage collaborative work, SharePoint Consulting helps tie Copilot outputs into your document structure and workflows securely.
Note: Copilot’s outputs depend on transcription being enabled, correct licensing, and human review. It assists with summaries and action items but is not fully automatic.
Making Copilot Work in the Real World
Copilot isn’t magic, but when used right, it turns messy meetings into clear, actionable outcomes.
What improves when Copilot is used well:
- Action items are identified and assigned while conversations are still fresh
- Cross-functional teams stay aligned without having to “recap”
- Meeting outcomes are documented clearly, reducing the risk of misunderstandings
- Managers and department leads spend less time on administrative follow-up
For more examples of how leaders are applying Copilot in real settings, visit 7 Ways to Use Copilot for Business Leadership.
How to make sure it sticks:
- Train your team so they understand how Copilot works and what to expect from meeting summaries
- Use secure channels when sharing content, especially in government, education, and healthcare environments
- Set clear expectations around Copilot’s role in meetings so teams know when to use it and how to review its output
For more on how to keep your Microsoft environment secure while introducing tools like Copilot, see 6 Ways to Improve Microsoft 365 Security.
Note: External guidance from NIST’s AI Risk Management Framework reinforces the need for clear policy around AI usage, especially when dealing with sensitive data or regulated industries.
Ready to Take the Work Out of Meeting Follow-Ups?
Still taking meeting notes by hand? Still chasing follow-ups over email threads?
That’s not sustainable.
Copilot gives your team real-time summaries, task lists, and a clear record of decisions, every time.
Davenport Group helps you make it real. As a Microsoft Gold Partner, we configure Copilot to work securely and seamlessly inside your Microsoft 365 stack. When meeting outcomes are captured accurately and turned into action immediately, productivity grows.
But like any technology, value depends on execution. That’s why the right partner matters.
Davenport Group builds the IT foundations that drive real change. As a Microsoft Gold Partner with experience across education, government, and healthcare, we help organizations integrate AI directly into their workflows.
Our Microsoft Copilot Consulting turns Copilot from a feature into a true productivity tool. Speak to a Microsoft Specialist today.
Frequently Asked Questions
Can Microsoft Copilot capture any meeting in Teams?
Yes, as long as the meeting is scheduled in Microsoft Teams and the users involved have access to Copilot, it can generate real-time transcriptions and summaries. It works best when integrated with your organization’s Microsoft 365 environment and properly configured.
Is the meeting content secure?
Copilot follows the same data access and compliance standards as the rest of Microsoft 365. That said, security depends on how it’s set up. Admins should review permissions, roles, and data-sharing policies to ensure meeting content is protected.
Can Copilot be tailored to different teams or departments?
Yes. Copilot’s behavior is influenced by how your Microsoft 365 environment is structured. Teams, departments, and roles can be configured to control who gets access, where summaries are shared, and how tasks are distributed.
What kind of AI is powering this?
Copilot uses a combination of natural language processing and AI models designed to generate accurate, context-aware summaries. It doesn’t guess or improvise—it pulls from actual meeting content and structures it based on how people naturally communicate.
Will Copilot replace someone on the team?
No. It’s an AI-powered tool, not a replacement for human input. It helps streamline documentation, but decisions, context, and leadership still come from the people in the room.