Get The Most Out of Your Hybrid Meetings with Copilot for Teams

AI is making waves everywhere, and video conferencing is no exception.  Microsoft Copilot in Teams is stepping up by helping teams work smarter and faster. With quick updates, fresh ideas, and clear answers, Copilot is changing how we collaborate.  

Meetings are where strategies are set, decisions are made, and action items come to life. 

How can we capture these key insights and follow up effectively?

The answer is simple: bring Copilot into every meeting space with Teams Rooms. People using Copilot in Teams are loving the benefits: 70% feel more productive, 84% find it easier to take action after meetings, and 79% have less admin work. Copilot in Teams lets you ask questions, get clear answers, summarise discussions, and organise action items – all from the meeting transcripts.

To make the most of Copilot in hybrid meetings, everyone must stay connected,  no matter where they are. Teams Rooms devices make sure every participant can fully engage and contribute. In this blog, we’ll explore the features and benefits of Copilot in Teams and how it can enhance your meetings. In this blog, we’ll teach you how to use Copilot in Teams, discuss the main features and benefits, and how it can make your meetings better than ever. 

Keeping track of who’s speaking

For Copilot in Teams to shine, it needs to know who’s speaking. Copilot uses meeting transcripts that identify each speaker, helping it summarise discussions, provide insights, and track action items. 

In hybrid meetings, without this recognition, audio, and video might just be attributed to the room itself (like “Conference Room 1”) instead of the actual individuals. This makes it tricky to follow up on who said what, summarise everyone’s input, and tackle to-dos.

That’s where Teams Rooms devices come in with their advanced speaker recognition technology. They analyse unique vocal traits like pitch, tone, and speaking style to create a voiceprint for each person – kind of like a fingerprint, but for your voice.

With speaker recognition, Teams Rooms can identify who’s talking in real-time during meetings, ensuring that everyone’s contributions are captured accurately. This makes it easy to track who said what with intelligent meeting recaps and Copilot. This feature increases productivity and allows you to quickly find and act on important action points from your meetings.

Setting up speaker recognition is quick and easy with the Teams Desktop app. Each person gets a unique voice signature, securely stored in Microsoft Cloud, ensuring every contribution is accurately captured and enabling Copilot to provide precise meeting summaries and insights.

At Digicom, we can help set up and maintain these systems, ensuring seamless integration and operation for your teams.

Content creation made easy

Copilot and Teams bring a fresh approach to content creation. Unlike Word and PowerPoint, Copilot can generate meeting notes, summaries, and action points. While you don’t need a live transcription for Copilot to work during meetings, a recorded transcription is required for post-meeting tasks. You can find Copilot at the top of the screen during meetings and in the Recap tab afterward.

Your interactions with Copilot are private, so only you can see what you type and receive. However, be sure to share any tasks or notes Copilot generates with your team to keep everyone on the same page. In the final 10 minutes of a meeting, use Copilot to ask, “What questions are unresolved?” to ensure nothing is missed and to plan follow-ups effectively.

If you join a meeting late, Copilot will catch you up on what you’ve missed, summarising the key points so you can dive right in. Improve your meeting efficiency by prompting Copilot with questions like, “What can I ask to advance the discussion?” or “Where are the potential issues in our plan?”

Copilot also helps with messaging. Use the Copilot button in the messaging toolbar to draft messages that match your tone and purpose. Choose from options like Casual, Professional, Confident, or Enthusiastic, and adjust the length of your messages as needed.

Improved transcription accuracy with smart speakers

Speaker recognition is powered by intelligent speakers certified for Teams. These speakers have multiple microphones to ensure high-quality audio and accurate voice recognition and significantly reduce transcription errors.

We understand that not every Teams Room has intelligent speakers yet. That’s why Microsoft is extending speaker recognition to existing hardware. While this might not always match the quality of intelligent speakers, it’s a great step forward. It’s especially beneficial in spaces where high-quality transcription and accurate attribution are essential.

By improving transcription accuracy, Copilot and Teams Rooms minimises the need for manual corrections and verification, which cuts down on administrative work and frees up time for more important tasks. Digicom can help upgrade your current setup to maximise transcription accuracy and ensure everything runs smoothly. 

 

Explore with M365 Chat

M365 Chat is a powerful feature within Copilot in Teams. You can find it in the left-hand toolbar or the ‘…’ app menu. M365 Chat helps you track down information across different sources. 

Need to know something about documents, emails, meetings, and more? Just ask! For example, while Copilot in Outlook might not summarise multiple unread emails, M365 Chat can. Try asking, “Summarise my recent unread messages from [name],” and it will pull information from both Outlook and Teams.

Maximising meeting insights and actions

Capturing key insights, tracking decisions, and managing action items can be challenging. Copilot, paired with Teams Rooms devices, simplifies this process. You can ask natural language questions about meeting details and get instant answers.

Imagine a hybrid meeting with both in-person and remote participants. Staying on top of the discussion and ensuring everyone is aligned is crucial. Just ask Copilot to “summarise the key takeaways from our discussion today,” and it will compile the highlights, maintaining each speaker’s identity even in the room, ensuring a seamless experience for everyone. This feature makes post-meeting actions straightforward by providing clear, organised summaries and action items, so nothing falls through the cracks.

Digicom can support you in setting up these technologies to ensure your meetings are hassle-free and efficient.

AI ensures everyone is seen, heard, and recognised

In hybrid meetings, it can be difficult to see and recognise everyone on the call, especially with multiple participants.

How do you make sure remote attendees can see faces and expressions clearly? That’s where technology like IntelliFrame comes in. It uses intelligent camera technology to focus on whoever is speaking, capturing every expression and gesture.

Combining certified intelligent cameras and speakers with speaker recognition and Copilot enhances meetings, creating an immersive experience for all participants, whether they’re in the room or remote. This setup improves team engagement and cohesion, making meetings more interactive and inclusive.

By ensuring everyone is seen and heard, Copilot and Teams Rooms encourage active participation, making sure all voices are heard and considered.

At Digicom, we can also help implement these solutions to enhance engagement in your hybrid meetings.

Conclusion: Prepare for the Future with Digicom

Copilot and Teams Rooms are a dream team for optimising hybrid meetings. With AI-driven features and seamless collaboration, they make it easy to know who’s speaking, provide smart insights, ensure everyone is included, and give clear visibility to all participants. Starting with Teams Rooms devices sets you up for future integration with Copilot, preparing you for more intelligent and connected meetings.

With over 25 years of experience in the industry, we offer tailored solutions like advanced speaker recognition, intelligent speakers, and frame technology to seamlessly integrate Copilot into your existing Teams setup. 

Want to learn more about AI-powered video conferencing solutions? Visit our service pages to explore how we can enhance your hybrid work environments. Let us help you make your meetings more productive, engaging, and efficient.

Plus, stay tuned for an exclusive interview with MTR experts later this month. Don’t miss out – check back soon!

 

FAQs

 

Does Copilot work in Teams?

Yes, Copilot in Microsoft Teams chat and channels help you catch up on conversations by summarising the main points, action items, and decisions, so you don’t have to scroll through lengthy threads. Unlike its approach in Word and PowerPoint, Copilot in Teams can generate meeting notes, summaries, and action points on its own. While you don’t need a transcription for Copilot to work during a meeting, you will need a recorded transcription if you want to use Copilot after the meeting.

How do I turn on Copilot on Microsoft?

To get started, simply press + C or click the Copilot in Windows icon on the right end of the taskbar. Copilot in Windows connects to Microsoft Copilot (formerly Bing Chat) using the same Microsoft or Microsoft Entra account you use to sign in to Windows, offering personalised assistance and access to a variety of features.

If you’re using a work or school account, your experience might be slightly different. For more details, check out the “Copilot in Windows: work and school accounts” section.

If you’re not signed in with a Microsoft or Microsoft Entra account, your experience will be limited. For more information, see the “Copilot in Windows: local accounts” section.

Do you need Teams Premium for Copilot?

Teams Premium and Copilot both offer intelligent meeting recap features, but they are distinct products with different purposes. You can use Teams Premium and Copilot for Teams together or separately; they aren’t dependent on each other.

Why can’t I find Copilot in Teams?

Copilot is available in the Home tab of Word, Excel (Preview), PowerPoint, and Outlook if you are a Copilot subscriber. If you also have a Microsoft 365 subscription that includes the Microsoft 365 desktop apps, Copilot should be available in those apps too.

If you have the necessary subscriptions but still don’t see Copilot in your Microsoft 365 apps, follow these steps:

Important: Copilot in Outlook currently only supports work or school accounts and Microsoft accounts using outlook.com, hotmail.com, live.com, and msn.com email addresses. Other email providers like Gmail, Yahoo, or iCloud can still use Outlook but won’t have access to Copilot features.

Step 1 – Ensure You’re Using the Correct Account

Make sure you’re signed into your Microsoft 365 apps with an account that has a Copilot licence.

  • For home users: You should have a Microsoft 365 Personal or Family subscription and Copilot Pro.
  • For business users: You need a Microsoft 365 Business Basic, Business Standard, Business Premium, E3, E5, F1, or F3 subscription, and Microsoft Copilot for Microsoft 365.

For new, unsaved files, or files on your local hard drive, the primary account shown at the top of the Microsoft 365 window must be licensed for Copilot.

Important: Copilot in Excel requires AutoSave to be turned on, which means the file has to be saved to OneDrive. It doesn’t work with unsaved files.

Step 2 – Refresh Your Licence

Windows / Mac / Web

Force a refresh of the licence:

  1. In any Microsoft 365 app, go to File > Account.
  2. Select Update License.
  3. Close and restart all Microsoft 365 apps to apply the licence refresh.

If you follow these steps and still don’t see Copilot, ensure your account administrator has performed the necessary updates.