Cheatsheet
Meetingswith Copilot
Most meeting time is lost before and after the meeting, not in it. Copilot covers all three phases: it finds the slot and drafts the agenda beforehand, keeps time and answers questions during, and turns the transcript into decisions, tasks and follow-ups afterwards. The gain isn't shorter meetings. It's meetings that leave something behind.
Before the meeting
Find a slot
Let Copilot find a free slot across your colleagues' calendars instead of scanning them by hand.
„Keep your calendar clean and work with status — Copilot can only see what's there."
Invitation and agenda
In the Outlook invitation, use the option to draft an agenda. Everyone knows what the meeting is for and can come prepared.
„Put the agenda straight into a Loop component so people can edit it before you meet."
Automatic rescheduling
For internal meetings you can let Copilot reschedule automatically when there's a conflict. Enable it on the invitation.
„Define the time windows you find acceptable before you switch this on."
Prepare for the meeting
Open the appointment in your calendar and use the option to prepare for the meeting. Copilot pulls together what you need to know.
„A good invitation makes for better preparation — Copilot works from what the organiser wrote."
During the meeting
Facilitator agent
Keeps the agenda on time, answers questions from the room and takes notes as an active participant. Not available in instant meetings, Teams calls or channel meetings.
„For Swiss German, choose German (Switzerland)."
Interpreter agent
Real-time speech-to-speech interpretation in nine languages, optionally in a simulated version of your own voice. A Copilot licence includes 20 hours per person per month.
„It works best when one person speaks at a time — adapt the flow of conversation to it."
Catch up when late
It shouldn't happen, but if you join a few minutes late, Copilot summarises what has been discussed so far.
„Be on time."
Open questions
Questions get raised and forgotten. Ten minutes before the end, ask Copilot what is still unanswered.
„Which questions have been raised in this meeting and not yet answered?"
After the meeting
AI summary
Use the Facilitator's Loop component as the summary including follow-up tasks, and the Planner agent to distribute them.
„Create custom AI summaries for your recurring meetings."
Audio recap
Listen to the essentials as an audio summary instead of watching the recording.
„You can select several meetings at once."
Reuse the transcript
Turn the transcript into new documents — a project status meeting becomes the status report in Word directly.
„Use Edit in Copilot to apply your own templates."
Follow-up message
Let Copilot handle the follow-up: emails or Teams messages to the people who need to act.
„Reference the meeting and the related files so Copilot has the full picture."
FAQ
Do I need to record a meeting for Copilot to summarise it?
You need the transcript, not the recording. Transcription can be enabled without recording, which is often easier to agree with works councils and participants.
Why can't I see the Facilitator agent in my meeting?
It isn't available in instant meetings, Teams calls or channel meetings. It also has to be permitted by your meeting policy. Schedule the meeting properly and check with your admin.
Does the Interpreter agent cost extra?
A Microsoft 365 Copilot licence includes 20 hours of interpretation per person per month. Beyond that, access depends on available capacity.
Which meeting is worth the effort of setting all this up?
The recurring one. A weekly with eight people costs more calendar time in a quarter than any workshop — that's where custom summaries and a Planner agent pay off.
Last updated: 6 August 2026
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