Use Copilot in Teams to recap an assumption review meeting

What This Does

After an assumption review you are left with a page of notes and a vague memory of who agreed to do what. Copilot in Teams meetings can summarize the discussion, suggest action items and answer questions about what was said. You use it to draft the follow-up list and then correct that list against your own notes. The decisions themselves live in your team's assumption log, not in the recap.

Before You Start

• You use Microsoft Teams with a Copilot license, or the meeting organizer has turned Copilot on for the meeting. Microsoft's page says the organizer controls how and whether participants use Copilot, and that intelligent recap is part of Teams Premium or the Microsoft Copilot license. Your IT team can tell you which applies.
• Everyone in the meeting knows it is being transcribed, as your company's policy asks. Check that policy before you start transcription. Ask the organizer to say so at the start of the meeting.
• Your AI policy allows meeting content in Copilot. An assumption review can touch unreleased results and client information. If the policy is unclear, do not use it for the real meeting. Practice on a short test meeting with a colleague and invented topics.
• The meeting is inside your organization. Microsoft's page says Copilot does not work in meetings hosted outside the participant's organization.

Steps

1. Check the meeting option before the meeting

The organizer sets this in the meeting scheduler, under Online meeting options, in the Copilot and other AI section. The setting is called Allow Copilot and Facilitator and has three values, per Microsoft's page:

• During and after the meeting: transcription is required. Copilot starts when someone begins transcribing, and stopping transcription stops Copilot.
• Only during the meeting: Copilot works from speech-to-text data while the meeting runs. After it ends, untranscribed speech-to-text data and your Copilot interactions are no longer available.
• Off: Copilot, recording and transcription are all disabled for the meeting.

If you want to ask questions after the meeting, ask the organizer for the first value and make sure someone starts transcription.

2. Start Copilot or transcription in the meeting

Select Copilot in the meeting controls. The page says Teams may prompt you to start transcription, and confirming starts both. Copilot chats with you privately in a pane.

3. After the meeting, ask your questions

The page says you can reach Copilot after the meeting from the meeting chat (select Open Copilot in the upper-right corner) or from the Recap tab. To ask about what was said, a meeting transcript must exist. Without a transcript, Copilot in the meeting chat only draws on what was written in the chat.

Ask narrow questions:

Who agreed to follow up on what? List each person and the item they took.
Which decisions did the reviewing actuary state during the meeting?
Which questions were left open at the end?

The page says responses cite the sources used. Select the citations to see where in the chat or transcript an answer came from.

4. Compare with your own notes before sharing

Read the answers against your notes. A recap can attribute an action to the wrong person, miss something said off the record, or record a suggestion as a decision. Fix those before you send a follow-up. Then record decisions in your team's own assumption log, in the form your team uses, and send the follow-up from your own words. The recap is a draft, never the record.

Real Example

Scenario: An invented review of the lapse assumption for Block A, with Reviewer B, Analyst C and Product Manager Q. The organizer set During and after the meeting and transcription ran throughout.

What you type: "Who agreed to follow up on what? Which decisions did the reviewing actuary state?"

What you get: A list such as: Analyst C to rerun the Block A comparison with the corrected data, Product Manager Q to send the sales mix note, and one decision attributed to Reviewer B. Your notes say Reviewer B asked for the rerun first and made no decision. Copilot recorded a request as a decision. You correct it in your follow-up ("Reviewer B asked for the rerun before deciding"), and the assumption log shows no decision until Reviewer B makes one.

Tips

• The page says conversation history with Copilot in a recurring meeting can disappear when a later meeting in the series is transcribed. Copy what you need into your notes soon after the meeting.
• If a reply runs long, the page describes an Open in Word button for responses over 1300 characters and Open in Excel for tables. Those buttons may be disabled by a sensitivity label or a meeting option on copying.
• Keep the follow-up email short. Name the person, the item and the date, and leave out any judgment you do not have the standing to make.

Tool interfaces change. If a button has moved, look for similar Copilot or recap options in the same menu area.