How to Use Copilot in Microsoft Teams

So, Microsoft Teams. So, Teams can be chat. Teams can be meetings.

So, you can use it in both. So, for example, if you have a bunch of chats and you want to catch up on like what things did you miss, if there was a meeting that you don't have time to rewatch, but you want to have it summarize the transcripts, it can create meeting notes for you. If you're late to a meeting, if they were as long as they're transcribing the meeting, you can catch up and say like what did I miss.

So, when you join a meeting late, you can go back and have it summarize the transcription up until that point. So, this was actually when I initially started using Copilot. This was where for me, my particular account oddly had a restriction that the transcription feature didn't work.

There was a company-wide policy that I had to go in and enable transcription, but once I did that in the company-wide, the organization-wide policy, I still had for some reason on my one account a restriction where it didn't use that general organizational policy, and I had to go in and switch it to that policy, and then I waited until the next day, and then my account worked again. For this to work when it comes to meetings, meetings have to be transcribed. Now, chat obviously is already text.

So, text chat, you just have to be able to go in, and as long as you have a text chat when you're chatting with your coworkers, it's going to work there. So, when you're in either the Teams website or the Teams app, we're going to have Copilot in there. So, if I go into the Teams app, now, whether or not you have a Copilot button over here, remember how Outlook had a Copilot button over there on the left? Teams is kind of the same thing.

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Teams has a chat area. They have your calendar for your meetings. They have OneDrive, so you can access your OneDrive.

They have these shortcuts to other parts of the Microsoft products. There may be a Copilot button in there, or if not, you can go into the More button here, and you can add it to there. You can right click on something or control click on the Mac, and you can pin them.

So, initially, my Copilot button wasn't there. I had to go into the dot, dot, dot, and Copilot was in here if I want to add it to here, but this is like the Outlook Copilot. You don't necessarily have to have it over there, but if you do, this is like going to the website.

So, remember how I said they try to put Copilot everywhere? So, you can go to the browser and use Copilot in your browser. In Outlook, you have a Copilot tab over here on the left. In Teams, you have a Copilot tab on the left.

All of those are the same general chat, not specific to one app. That's the general chat, so you don't have to, like, leave the app. You can just be like, oh, let me just go over here.

So, you don't always have to go to the browser. It's the same thing here in Teams that it is in Outlook that it is in your browser, but that's not specific to Outlook. Sorry, it's not specific to Teams.

If I'm in the chat, I want to be looking for Copilot stuff here in the chat itself. So, for example, if I'm in a particular chat here with someone, there's a Copilot button here for this chat, and I can open up Copilot in this chat, and this actually keeps a history, because remember that when you do stuff with generative AI, every time you ask it a question, it generates something new. So, this actually remembers your previous chat history with Copilot, because if you're generating meeting notes or if you're asking questions, you don't want it to keep answering in different ways.

You want to have a history of what you've asked. So, since I've already used this, I don't have to do it again. And so, let's say we had a chat here.

I asked it, I said, what do I need to do? And it says, based on the chat, here are your action items. Provide pricing to Vortex Labs for Figma Bootcamp. Decide if a meeting with Vortex Labs is necessary to help them choose topics.

So, those are things that I need to do. What decisions were made? Vortex Lab was asking about the Figma Bootcamp. They're looking to train 20 participants.

The training is planned for January to early February. Cindy Sommer, that's the person I was having the chat with, sent the course syllabus to Vortex Labs. So, it's kind of like a highlight of the things that were done, the decisions that were made.

So, you can kind of catch up on the most important things. And you can click on these to go to those chat messages to go there. Obviously, this will only work if you've had a past chat, you know, to go back and look at.

And of course, you can ask additional questions if you want to. And those are actually stored here. So, even if I close it and come back in, this will keep its history for this chat.

So, I can go back in at any point in the future and see, oh, yeah, back on October 9th, after we had this chat, I asked Copilot, I asked this question. And I can go back to that at any point because that history is actually saved with this particular chat history. Once again, there is the prompts.

So, if you're trying to see what kind of things you could do, you'll be able to use prompts when there's new content in the chat. Meanwhile, so, I guess if Cindy sent some new chats or if I sent some new chats, they'd be able to give me some new ideas to do more prompts. But that would bring up the same dialogue that we saw before, right? Just to give you some ideas of things you could ask.

So, just keep in mind that this will keep this history. So, you don't have to keep asking the same questions. What I'm not sure about is actually if the other person can see these same things.

Because I've just seen it from my viewpoint. I don't know if the other person can see these Copilot questions or not. I have to try that out at some point to see is this something shared between the two of us? Or is this I actually just thought about that.

I hadn't thought about that before. Like, if I do this, do I see what they did? Or is this just for me? I never thought about that before, actually. Right.

Because if somebody did this summary here, that might be useful for other people. So, I kind of think that maybe this might be available for everybody, but I'm not sure. I actually hadn't thought about that.

Yeah. So, that's something I'd have to see. I'd have to go to Cindy and see if she saw this.

Assuming she has a Copilot license, obviously. Although, maybe she doesn't need a Copilot license. Because as long as I did it, and I have Copilot, maybe she can still benefit from that even if she doesn't have Copilot.

Yeah. So, that's the little button up there for the chats. I have a little slide here for adding the tab to the left, if you want.

You don't have to. If you just like using the website, you don't have to add it there. That's just up to you.

If you just want quick access to it, just another place to get the main chat here. But again, this is not specific to Teams. It just happens to be in the Teams app.

Now, speaking of that general chat, if you go into that chat tab or you go into the website, copilot.microsoft.com or office.com slash chat, any of those things, let's say you're in that work tab where it has access to all of your work stuff. If you have a bunch of different chats, you can say catch me up on my latest chats. Because maybe some people have been messaging you.

So, if you're in this general Copilot and you're in the work, so it can access your work stuff, right? So, I could say catch me up on my previous chats. So, this morning you asked about creating columns in Excel file. Back on October 28th, you had a chat related to Verisk PowerPoint.

On October 9th, you discussed with Cindy Sommer the Vortex Lab interest in Figma Boot Camp. On October 10th, you had a couple text messages with another discussion of Cindy Sommer about upcoming classes. Is there anything you'd like to talk more about? Maybe I want to talk more about the Verisk PowerPoint, right? So, this can be kind of a way instead of having to go through all your chats, try to catch me up on the high level of what's been going on with my various chats.

You could say for a certain person, what should be on my radar for my latest chats with Cindy? What should be on my radar with my latest chats with Cindy? You discussed upcoming classes and shared a link to Project Management Boot Camp. This conversation took place on October 9th and 10th. It seems like you were focused on promoting or coordinating the Project Management Boot Camp, which is correct.

Remember that conversation? Is there anything you'd like to ask more specific? So, like I said, I shared a link. What is that link? Let's see if we can give me that link that I shared. Look at that.

Oh! An external link was removed to protect your privacy. Come on! Like, I made that link to our website. Like, oh, come on.

Did you see that it wrote the link? And then it's like, wait, no, you can't have that. Let me remove that. Oh, come on.

So, now let me click it. But I could click it and I could go to the link. Okay.

So, that is pretty funny, though. We're not going to show you that link. But at least I could click the button for it to go there.

And then I could click the link. And it did highlight it. So, it did find it at least, which is good.

But that's pretty funny. For your privacy, we're not going to find the thing that you wanted to find. Kind of funny.

It's kind of funny if it wasn't funny. Can you retrieve the link for me? Kind of funny. Yeah, that's what I asked you.

Are you going to redact it this time, too? That's kind of funny. I couldn't find that link to that. But I found these other random things.

Hallucination. Still can't hallucinate. Summarize Teams messages where I was mentioned.

I don't have any examples of this, but just to give you some ideas of, like, hey, summarize these where somebody mentioned me. But that would only be on the Teams chat. Yeah, this is the Team chat.

Yeah, but I mean, yeah. This is Teams chat, right? So, like, if you're using Slack instead of Teams chat, this is not going to help you, right? So, like, if you're a company that uses Gmail with Dropbox, with Zoom, with Slack, Copilot's not going to help with that stuff. You have to use Teams for your meetings, Teams for your chat in replacement of Slack and Zoom.

You've got to use OneDrive instead of Dropbox. Yeah. Or else it doesn't have access to your stuff.

Yeah. So, you can use Teams for your chats. And you can also use it for your meetings as well.

Now, for meetings to work, Copilot needs text. So, your meetings must be transcribed. So, when you start a meeting, if it's not automatically set to transcribe, you need to make sure you go into your transcription.

So, there's a more button here where you can go into more and you can go to record and transcribe. You've got to make sure that start transcription is on. Or if it's off, then let's say it's off, you need to talk to your administrator to have them enable you.

So, for example, here, transcription is turned off for the meeting organizer by the organization policy. So, you need to reach out to them and say, hey, for me to use Copilot to get notes, to work with my meetings, I need to be able to transcribe the meetings. So, they might have to turn this on.

For our organization, it was off by default. We had to turn that on. So, there's a very good chance that unless your organization has enabled it, it will not be enabled and you'll have to ask your IT department to be able to turn that on so that you can then start to use this.

And then do you have to get one of those certain things like you do in the Zoom, this meetings thing? You will be warned, yes. When you start a meeting, you'll be told that this is being transcribed, recorded and transcribed, yes. So, assuming that you have the ability to start the transcription and that you did start the recording and transcription with that meeting, then you can go into the Copilot button in the meeting.

And let's say it's during a live meeting. Now, I can't simulate a live meeting right now because I'd have to have it scheduled with somebody else and so forth. But let's say you're in a meeting, you're sharing your screen or somebody else is sharing the screen, you're in a presentation, you're talking.

As long as it's recording and transcribing, you can click on Copilot and you're going to get a chat over here on the right. And if you click on more prompts, they give you some ideas of things you can say, like recap the meeting so far. So, that way, if you join late, it can look through the transcription and give you a quick little summary of what you've missed so far.

At any point, you can say list the action items. So, these are the things we need to do. Generating meeting notes.

This is a tedious thing that a lot of people have to do sometimes is generate meeting notes. That can be done automatically for you. What questions are unresolved? So, I can list the things, like, hey, these are things you still need to follow up and figure out.

These are all things that you can do during a meeting. Some of these things can also be done afterwards as well. But these are all things that you can do during a live meeting as it's going on, that you can go in and interact with Copilot during the meeting itself.

So, I can't simulate this, but I can show you, I did record a meeting, so I can show you what it looks like for a recorded meeting, but this would be during a meeting as it's live being transcribed at that moment. Now, afterwards, assuming you recorded the meeting and you had transcription, then you can either find that via the chat or you can look at it through your calendar. I'm going to look at it through the calendar here.

So, let's say I go back to my calendar and back in October, I think it was this week here, this week or maybe it was the next week. Let's see when that was. I thought it was here.

Which week was that? It was one of these. Now, is it just in here just a moment ago? Go back and see when that was. Yeah.

Should be this week here. Oh, there it is. Okay.

Just didn't scroll up enough. I know I had a meeting here. So, here's a meeting discussing upcoming classes.

So, I had a meeting with Cindy Sommer, one of my coworkers. So, if I click on that and I expand this meeting. So, this meeting was recorded.

And if I look at the recap here, so it actually identifies, we didn't do a video meeting. We were just doing like a phone kind of audio meeting. It tells when here I can jump to listen to when somebody was talking.

So, there's kind of different points at when different people were talking, when I was talking, when Cindy was talking. So, I can go to various places, kind of fast forward if I want to. And look here at AI notes.

So, since it knows that Cindy was talking or I was talking at various points, it knows, you know, who said what to who. And it goes through and summarizes. You know, we talked about promoting a project management class.

We talked about upcoming classes in general. We talked about she was going to be monitoring upcoming registrations. It did follow-up tasks.

These are just AI notes. Like it just, this is automatically generated. Didn't have to say it.

It just did it. Follow-up tasks. So, Cindy needs to close the registration for the data analytics class, as it's almost full.

Dan here featured the project management class, which has room for 11 more people in the weekly email to students. So, I got to work on that. I'm going to discuss.

So, Dan, I'm going to discuss with Anna to write content emphasizing a certain thing. And this meeting here did those very things. So, this is actually, in this case, this was very accurate, that meeting.

So, I think it's pretty incredible that it actually knows the different people, who was doing what, who was saying, like, who has to do what. That is pretty amazing. And I didn't even have to say to do this.

It just did it for me. Now, there is a co-pilot button. But even prior to me doing anything with co-pilot, this was just done for me automatically.

Then I can go into co-pilot, and I could ask questions, if I want to ask additional questions of this. And it keeps a history. So, if I say, recap the meeting, which I did, it does this.

And it keeps that history, because, again, if I keep asking the same question, I don't want to get different answers. So, that's why it stores that history of what's been done for this meeting. Suggest follow-up questions.

So, what criteria were used to decide the data analytics class is just about full? You might want to ask that. Project management class promotion. What specific aspects of the practical skills and real-world applications should be emphasized? Because we talked about that, but we didn't talk about which specific aspects.

You know, this, I don't think I need to really follow up on, because, you know, we talked about how many students there were available. So, you know, in this case, it's a stretch for that one. This one, potentially, if I don't know enough, I might want to follow up on that.

So, this is kind of one that's not really necessary. But they're just saying, hey, these are things you might want to follow up on. One of which might be good.

One of which is not so good. But it keeps this history. Obviously, you can ask additional things if you want to.

But it keeps that history of what you have asked in the past. Yes, this is recorded. So, I can go back at any point and listen to the recording.

I can jump around by clicking on these different parts to hear what Cindy said there or what I said here. You'd see it. Yeah.

And here, we don't see anything, because we were just doing audio. But, yeah, this would be the screen share. Because the transcription requires recording.

So, it's record and transcribe. Yeah, this is all stored as part of your Microsoft OneDrive stuff. As far as how many, let's see how, what restrictions there might be here as far as recording amounts.

I don't know if that stuff, how that stuff is calculated as far as your storage goes. Do Teams meetings count against your Microsoft storage? Now, should I be Googling this? Or should I be using Copilot? Let's compare the difference here. Right? So, so, Gemini, Google AI, they do this.

So, this is Google Gemini answer, does not count. Team meeting recordings are stored in OneDrive and SharePoint are included, are included in your quota. The storage used for Teams meetings does not count against that.

Anyway, don't those two counteract each other? Right. Are included does not count against storage limit. So, okay.

So, Google's Gemini is wonderful, said sarcastically. Okay. So, that's clearly not an answer here.

But these are, like, real world tests here. I love doing those things. So, you can see can we trust the AI or not? So, now, let's say I ask Copilot.

I'll ask it. And, of course, I could always read through some stuff. Yes, Microsoft Teams meetings can count against your Microsoft storage.

Specifically, if you record a Teams meeting, the recording is stored in OneDrive and will count against your storage for those. So, yes. And there's links out here.

So, if I want to go out and check this out, this is the Microsoft website. So, yeah. Google Gemini, not so good.

Seems like Google's trying to catch up. And their Gemini thing is not doing so well compared to ChatGPT and Microsoft Copilot. So, now, that doesn't mean you need to keep your meetings forever.

You can have it record and then you can go in and delete the recordings later on so that you don't have to keep those forever. So, that way, if you're starting to fill up, you can keep it for a little bit, have it generate the notes, and then delete the recording. You don't have to keep it forever.

Just have it generate the notes. Yeah. Temporarily, it does.

But it's the same thing like we do for Zoom. You know, we have it record and we have them for a while. That's one of the reasons why we offer recordings for 30 days.

We don't offer them forever because how much storage would we need to offer the recordings forever? Because Zoom has the same limitations. Zoom has a certain amount. Same thing with Teams.

It's stored in your OneDrive.