How to Use Microsoft Copilot in Teams & Outlook

Streamlining Communication with Microsoft Copilot in Teams and Outlook

Microsoft’s Copilot, integrated with Teams and Outlook, is revolutionizing the way professionals manage meetings and email communication. In collaboration with Microsoft, we’ll explore how Copilot enhances productivity by summarizing meetings, answering real-time queries, and streamlining email management. In this article, we will walk through how Copilot assists in both Microsoft Teams and Outlook to help users stay organized and efficient.

Enhancing Meetings with Microsoft Teams

In Microsoft Teams, Copilot makes meetings more efficient by taking notes, answering questions, and providing real-time summaries. When you join a meeting, ensure that the transcription feature is enabled. This is essential because Copilot relies on the transcription to capture everything said during the meeting. Without this, Copilot won’t be able to summarize or answer questions based on the meeting’s content.

During a meeting, if you need to catch up, Copilot can quickly summarize the conversation. For instance, if you join late, simply ask Copilot, “What’s been covered so far?” Copilot will generate a concise summary, including key points and action items. Moreover, if specific information is needed, you can ask detailed questions, such as “Who suggested expanding factory tours?” Copilot will not only provide the answer but also cite the exact moment in the transcript.

One of the standout features is Copilot’s ability to track unresolved questions and follow-up actions. This ensures that nothing is missed, and users can focus on completing tasks after the meeting. Even after the meeting ends, you can review AI-generated notes, tasks, and the full transcript.

Using Copilot in Conversations and Channels

Beyond meetings, Copilot is also helpful in Teams’ channels and chats. For instance, when dealing with long conversation threads, Copilot summarizes the entire discussion, helping users quickly identify key points and their own action items. For example, if you’re responsible for coordinating a promotional event, Copilot can highlight this task and even help you draft or refine a message to your colleagues.

Copilot’s ability to assist in message drafting is one of its most valuable features. If you’re drafting a message but feel it could be improved, Copilot offers suggestions. You can choose to make the message more concise, enthusiastic, or professional depending on the situation. This flexibility ensures that your communication is always appropriate and well-phrased.

Copilot in Microsoft Outlook: Simplifying Email Management

In Outlook, Copilot significantly reduces the time spent managing emails. With Copilot, users can summarize lengthy email threads, draft responses, and track tasks all within the inbox. For example, if you receive a long email with too many details, Copilot can instantly summarize the key points, highlighting any actions you need to take.

Drafting responses becomes faster and more efficient. Copilot provides several preset reply options tailored to the context of the email. Whether it’s acknowledging a delay or promising to follow up with a vendor, Copilot helps draft professional responses that save you time. Furthermore, you can refine your message by choosing a specific tone—professional, casual, or enthusiastic—depending on the nature of the communication.

In addition to managing emails, Copilot helps track action items across your inbox. By simply prompting Copilot to create a table of outstanding tasks and their requesters, users can ensure that no important tasks are overlooked.

Improving Writing with Copilot Coaching

For those who frequently compose emails, Copilot’s writing coach feature is a powerful tool. It helps refine messages to ensure clarity and professionalism. For example, when replying to customer feedback, Copilot offers suggestions on how to make the message sound more considerate and polished. This not only improves your communication but also ensures customer satisfaction.

Conclusion

Microsoft Copilot has truly transformed how users interact with Microsoft Teams and Outlook. From managing meetings to drafting emails and tracking tasks, Copilot saves time and ensures that no detail is overlooked. Whether you need real-time summaries in a meeting or assistance in writing professional emails, Copilot is designed to streamline communication and help you stay on top of your workload.

By integrating Copilot into your workflow, you can work smarter, not harder, and achieve better communication and productivity across the board.