Free resource · Word + Excel kit
Copilot Teams and Outlook Kit: meetings, emails, and action tracking
Copilot summarizes email threads, tracks meetings, drafts minutes, and prepares responses. This kit helps managers and teams in large organizations take full advantage of it: transcription settings, methods before, during, and after meetings, and 24 guidelines and rules of use to establish with the Works Council.
The Copilot Teams and Outlook kit, in brief
- What it is
- A kit to prepare, run and follow up on meetings and manage your messaging with Copilot: meeting settings, reliable minutes method, Outlook for everyday use, collective rules on transcription and new team rituals.
- For who
- Managers, assistants and teams who have a Microsoft 365 Copilot license, as well as IT and HR teams who set the rules for transcribed meetings.
- Format
- 12-page Word document in 8 chapters and Excel workbook in 7 tools (meeting setting selection, meeting matrix, meeting checklist, minutes and action log, 24 instructions, time saved, 30-day plan).
- What it contains
- What Copilot changes in meetings and messaging; transcription settings and Facilitator; before, during and after the meeting; Outlook in everyday use; transcription, data and social dialogue; new team rituals.
- What is it based on?
- Microsoft documentation consulted on October 31, 2026 and our tests of Copilot in Teams and Outlook for the web.
- Price
- Free, in exchange for a professional email address. No unsolicited emails.
- Update
- Edition October 2026, information verified on October 31, 2026.
- What it doesn't replace
- Neither the advice of your lawyers and your DPO, nor the agreements applicable in your organization.
- Go Further
- AI and Social Dialogue Kit, Manager's toolkit for dealing with AI, 50 Copilot M365 prompts, Microsoft 365 Copilot training for businesses.
Meetings and email take up a considerable amount of time for managers and support staff. This is also where information gets lost: decisions made orally and never written down, actions taken without accountability, email threads that no one reads in their entirety.
Copilot addresses these three points, provided that the transcription process is properly managed, the output is reviewed, and collective rules are established. A transcribed meeting creates a document that didn't previously exist: this is what makes Copilot useful after the meeting, and this is what establishes a framework.
1. The setting that matters: Copilot in meeting strategy
The Teams meeting policy offers four values for Copilot. It determines whether Copilot operates without saving transcripts and whether the organizer can change the option.
| Value | Organizer's option | Result |
|---|---|---|
| On with saved transcript required (default) | During and after, imposed | Copilot only if the transcription is initiated and saved |
| On with transcript saved by default | During and after, modifiable | The organizer can choose "Only during the meeting" |
| On | Only during, modifiable | Copilot without a transcript kept, nothing after the meeting |
| off | Disabled, editable | Disabling Copilot also disables recording and transcription |
The "Meeting Only" mode is often a good compromise for sensitive meetings. Copilot is not available in end-to-end encrypted meetings. The "Setting Selection" tab in the workbook recommends a value based on four questions.
2. Private Copilot or Shared Facilitator
| Copilot in meeting | facilitator | |
|---|---|---|
| Visibility | Questions and answers visible only to the user | Participant visible: notes and timer visible to all |
| What he does | Respond to what was said, who said what, agreements and disagreements. | Shared notes, timed agenda, summary, Word draft |
| Bachelor Degrees | Each licensed participant | A license to pilot it; the others read the notes |
| Meetings | Meetings and events, except with end-to-end encryption | Scheduled meetings only |
Facilitator is available in a general version for notes, agendas, Q&A, and summaries; task tracking in Planner is in preview. Notes are saved to the OneDrive of the person who activated it.
3. The reliable report
- Request a fixed structure: context, decisions, actions with responsible party and deadline, outstanding issues.
- Distinguishing between decision and proposal: Copilot can present as decided what has only been mentioned.
- For each action, cite the passage from the transcript that justifies it.
- Have it approved by the presenter before broadcast.
- Ship within 24 hours.
The "Report and Actions" tab provides the reporting instructions and an action log with completion rates and delay alerts.
4. Outlook in everyday use
Our tests on a thread of three emails summarize Copilot's strengths and weaknesses in Outlook: an accurate summary in about ten seconds, well-assigned headings, a complete draft from a given prompt, and relevant guidance on tone. However, Copilot reproduced a false budget statement included in the prompt verbatim: it writes what it is asked to, but verifying the figures remains your responsibility.
5. Transcription, data and social dialogue
- Inform the participants of the use of Copilot, in particular external ones.
- Sensitive meetings (interviews, HR, disciplinary, medical): Copilot deactivated or "Only during the meeting".
- Personal data : transcription is one; register of processing and retention period to be defined with the DPO.
- No evaluation of individuals based on the transcripts.
- CSE : the introduction of Copilot falls under information and consultation (article L2312-8 of the Labor Code); the transcription is the most examined point.
6. What the kit contains
The Word document has 12 pages in 8 chapters: what Copilot changes in meetings and messaging; prerequisites and settings; before the meeting; during the meeting; after the meeting; Outlook on a daily basis; transcription, data and social dialogue; installing new rituals; sources.
The Excel workbook "Copilot Teams and Outlook Kit Tools" contains seven tools: Copilot meeting setting selection; recurring meeting matrix; augmented meeting checklist; meeting minutes template and action log; 24 time-classified instructions; time saved measurement; 30-day deployment plan.
Download the Copilot Teams and Outlook kit (Word and Excel, free)
12 pages in 8 chapters and a binder of 7 tools. Written by NextStart.AI based on official Microsoft documentation and our tests of Copilot in Teams and Outlook.
- The four Copilot meeting settings and the tool of choice
- The reliable reporting method and the action register
- 24 guidelines before, during and after the meeting
- The rules on transcription to be established with the DPO and the CSE
7. Frequently Asked Questions
Does Copilot work in Teams without transcription?
Yes, in "Meeting Only" mode: Copilot uses a temporary transcript that is not saved, and nothing is available after the meeting. This mode depends on the setting chosen by the administrator in the meeting policy; by default, Microsoft requires a saved transcript.
Do the other participants see my questions to Copilot during the meeting?
No. The questions asked to Copilot during a meeting and its answers are only visible to you. Facilitator works differently: it's a visible participant whose notes are shared.
What is Facilitator in Teams?
An agent who joins a scheduled meeting as a visible participant: they take shared notes in real time, keep track of the agenda, answer questions in the chat, and post a summary. Piloting this requires a Microsoft 365 Copilot license.
Can Copilot send an email on my behalf?
No, not in Copilot's standard Outlook functions: it creates a draft that you can keep, edit, or discard, and sending it remains your decision. Review the numbers: Copilot reproduces what you ask it to write.
Should the Works Council be consulted before using Copilot in a meeting?
In most cases, yes: the introduction of a new technology requires informing and consulting the Works Council, and the transcription of meetings is the most closely examined point. The toolkit offers a meeting matrix to establish rules for each type of meeting.
Do I need a license for Copilot in Teams and Outlook?
The Copilot feature in Teams conversations, Copilot in meetings, and Facilitator require a Microsoft 365 Copilot license. In Outlook, Copilot Chat without a license is docked to the inbox and calendar, with more limited functionality.
Is the kit free?
Yes. The Word document and Excel workbook are free, in exchange for a professional email address which will only be used to send you the download link. No unsolicited emails.
8. Going further
To align the transcription with staff representatives, the AI and Social Dialogue Kit ; to support managers, the Manager's toolkit for dealing with AIThe other Copilot kits cover Excel et Word and PowerPoint, and the Deploy Microsoft 365 Copilot kit handles license deployment. In training, the Microsoft 365 Copilot training for businesses Get Copilot working on your own meetings and emails.
Read also : Copilot in Teams: the step-by-step guide et Copilot in Outlook: the step-by-step guide.
The entire series of free kits. To drive adoption: AI charter template, AI training plan template, AI Ambassadors Kit, Manager's toolkit for dealing with AI, AI-powered time-saving kit, Adoption Roadmap Kit, AI maturity grid, AI Measurement and ROI Kit, AI Governance Kit, Cowork kit, 50 Copilot M365 prompts, Copilot Studio kit, Deploy Microsoft 365 Copilot kit, Copilot Kit Cat, Copilot Excel kit, Copilot Teams and Outlook kit, Copilot Word and PowerPoint kit, Configure Claude kit, Deploying Claude in the Workplace Kit, Claude Agents Kit, Claude Skills kit, Claude Plugins Kit, Claude Code kit, Claude Design kit et Vibe coding kitFor the AI project sponsor: AI Act kit, GDPR kit, Security and data kit, Shadow AI kit, AI and Social Dialogue Kit, frugal AI kit, AI Sovereignty Kit et responsible AI kitBy profession: AI HR kit, AI marketing kit, AI finance kit, AI kit for lawyers, AI kit for salespeople, AI toolkit for project managers, AI innovator kit, communicator's AI kit, AI Shopping Kit et AI Kit for Researchers.
9. sources
The information cited on this page and in the kit is based on the following sources, verified on October 31, 2026.
- Microsoft Learn, Manage Microsoft 365 Copilot in Teams meetings and events.
- Microsoft Support, Use Copilot without transcribing or recording a Teams meeting.
- A Guide to Cloud, Microsoft 365 Facilitator agent.
- Microsoft Support, Frequently Asked Questions about Copilot in Outlook.
- CMS Francis Lefebvre, AI suspended: Judge demands consultation with the Works Council before any deployment.