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Lab 8 · Module 2 · Communicate and Organize
Teams: Meeting Recap
Step 1: why this is needed and what each entry does
Find the transcribed meeting (Open the meeting recap). Recap only exists for meetings that were transcribed. The transcript is what Copilot summarizes.
- Recap
- The tab that appears after a meeting with transcription or recording. It holds the AI notes, the transcript and Copilot.
- No transcribed meeting
- Most attendees will not have one in class. Path B gives the same exercise with the transcript file.
Step 2: why this is needed and what each entry does
Ask for decisions, proposals and owners, separately (Run the recap prompt). Meeting notes blur who said what and what was agreed. The prompt forces the split.
- Copilot in the meeting
- It reads the transcript, so every item can be linked to a spoken line.
Step 3: why this is needed and what each entry does
Check who actually said it (Open two source links). Copilot can credit the wrong speaker or turn a suggestion into a commitment. The transcript settles it.
- Two links
- Pick one decision and one action item. Those carry consequences.
Step 4: why this is needed and what each entry does
Mark what nobody owns (Flag missing owners and record). An action item without an owner will not happen. Copilot sometimes assigns one that was never agreed.
- Five Checks
- Source: which file. Verification: did you open it. Context: did the caveats survive. Resilience: would it still hold if the data changed. Authorized Owner: who signs off before anyone acts on it.
The prompts for this lab: copy and paste
Same prompts as in the Prompts section and the Do it steps. Paste each one whole.
Overview
Before you start. Path A needs a Teams meeting that you attended and that was transcribed (a written record of who said what was turned on). File 08 is not a meeting in your calendar. No transcribed meeting? Use Path B for this lab: paste file 08 into Copilot Chat (the Files step).
What we are doing
- The situation
- You missed the October 6 working group meeting. The transcript is long, and people are already asking you what was decided.
- Your role
- You are a member of the working group, and you were out that day.
- Your task
- Use Copilot to separate what the group decided from what it only discussed.
- Files you need
- File 08 (08_Meeting_Transcript_and_Notes.docx).
- Done when
- You have a list of decisions, proposals, open questions, and action items. Every owner or date that was not confirmed is marked.
- Why it matters
- Meeting recaps turn maybe into decided, and they invent owners and dates. Separating the two keeps people from acting on things nobody agreed to.
- Good to know
- This builds on the Meeting classifier from the opening activities: keep what was decided separate from what was only proposed or still open.
Check before you finish
- Did Copilot credit each point to the right speaker?
How to do it: the basic steps
4 steps, one screen each. Select the ? on a card for why the step is needed and what each entry does.
- Find the transcribed meeting (Open the meeting recap)
Why: Recap only exists for meetings that were transcribed. The transcript is what Copilot summarizes.
- Teams
- Calendar
- Open the meeting
- Recap
In Teams select Calendar, open the practice meeting that was transcribed, and select the Recap tab. No transcribed meeting? Use the Path B steps: file 08 in Copilot Chat with the same prompt.
- Ask for decisions, proposals and owners, separately (Run the recap prompt)
Why: Meeting notes blur who said what and what was agreed. The prompt forces the split.
- Copilot (in Recap)
- Copy prompt
- Send
In Recap select Copilot (or open the Copilot pane in the meeting chat). Select Show the prompts below, copy the Recap prompt, paste, Send.
- Check who actually said it (Open two source links)
Why: Copilot can credit the wrong speaker or turn a suggestion into a commitment. The transcript settles it.
- Citation link
- Transcript line
- Compare
Select the source link behind two items. The transcript opens at that line. Was it that person, and did they decide or just suggest? On Path B, find the line in 08_Meeting_Transcript_and_Notes.docx.
- Mark what nobody owns (Flag missing owners and record)
Why: An action item without an owner will not happen. Copilot sometimes assigns one that was never agreed.
- Unassigned items
- Five Checks
Mark every action item that was not explicitly assigned in the transcript. Did Copilot credit the right speaker? Run the Five Checks: Source, Verification, Context, Resilience, Authorized Owner. Then mark the lab steps done.
= why the step is needed and what each entry does. Like this = something you select or click. Like this = something you type or paste.
Microsoft changes these screens often; a label on your screen may differ slightly. If a button is missing, your organization may not have turned the feature on: use the Path B steps.
Where to click
- Teams
- Calendar
- practice meeting (transcribed)
- Recap
Watch where to click Illustration - not the actual Copilot screen
A simplified, labeled diagram of the clicks. It is not the actual Copilot screen. The step list below the player is the text version.
Do it: step by step
Check off each step as you go. Your progress saves in this browser.
Prompts: weak vs strong
Follow the brackets. The detailed prompt is built from the four C.H.A.T. parts: [Context], [How come], [Assign task], and [Type of output]. Keep the labels when you paste it; Copilot reads them fine, and they help you check that each part is there.
Compare a vague prompt with a detailed, source-checkable prompt. The activity below separates the request from the Guardrails (limits you add, such as "cite the source" or "do not decide for a person") you need before use.
Recap prompt
Recap this meeting.
[Context] I missed the October 6 meeting of the Service Request Improvement Project Working Group. I shared the meeting transcript. [How come] I need to know what the group decided and what it only discussed. [Assign task] Separate the decisions, proposals, open questions, and action items in the meeting transcript I shared. Do not treat a suggestion as a final decision. [Type of output] Note who raised each concern. Mark any owner or due date that was not explicitly assigned.
Why the detailed version works (letter by letter)
- CContext
I missed the October 6 meeting of the Service Request Improvement Project Working Group
- HHow come
I need to know what the group decided and what it only discussed
- AAssign task
Separate the decisions, proposals, open questions, and action items in the meeting transcript I shared
- GGuardrail: keep it off-limits
Do not treat a suggestion as a final decision
- GGuardrail: make it checkable
Note who raised each concern. Mark any owner or due date that was not explicitly assigned
Quiz
Self-check only. Answers stay on your device.
Path B Text Pack and downloads
Download the practice files (Path A)
Path A (full access): these downloads are for you. Save them where Copilot can reach them (OneDrive for the Office app labs). Path B: nothing to download; the files are below as text, ready to paste. Path C: nothing to download; read the text below when you check sources.
Path B (Chat only): short steps
- Select Copy all files + prompts for this lab below, paste it into the chat, and select Send.
- For each item in the recap, find the line in file 08 below that says it, and check who said it.
[Context] I missed the October 6 meeting of the Service Request Improvement Project Working Group. I shared the meeting transcript. [How come] I need to know what the group decided and what it only discussed. [Assign task] Separate the decisions, proposals, open questions, and action items in the meeting transcript I shared. Do not treat a suggestion as a final decision. [Type of output] Note who raised each concern. Mark any owner or due date that was not explicitly assigned.
File 08 - Meeting Transcript and Notes (3,427 characters)
FICTIONAL TRAINING FILE - The City of Fernhollow, its staff, residents and data are invented for the CPS HR Microsoft 365 Copilot workshop. Do not use real work data. SRIP WORKING GROUP MEETING - TRANSCRIPT EXCERPT AND NOTES ========================================================= Date: Tuesday, October 6, 2026, 10:00-10:45 AM · Teams meeting (training) · Attendees: Malcolm Treadwell (chair), Priya Halvorsen, Jordan Ekwueme, Wen Calloway, Tomas Brightwater, Beatriz Nakamura-Holt, Odessa Pringle Transcript excerpt ------------------ [00:01] Malcolm Treadwell: Thanks, everyone. Three items today: the weekly backlog report, the dashboard change, and the pilot plan. [00:03] Jordan Ekwueme: The first weekly backlog report went out yesterday as decided on September 8. Supervisors got it Monday morning. [00:05] Wen Calloway: I want to raise a concern. The report counts duplicates twice before they're merged, so the backlog looks bigger than it is. [00:07] Odessa Pringle: That matches what my staff see. Wen's right about the duplicates. [00:08] Malcolm Treadwell: Okay. Decision: starting next week, the backlog report will exclude requests flagged as duplicates. Wen, you own that change, due October 12. [00:09] Wen Calloway: Yes, I'll have it done by the 12th. [00:12] Wen Calloway: On the dashboard, I'm proposing we add the share of requests answered within the 5-day deadline. [00:14] Priya Halvorsen: I support that, but we still haven't agreed whether the clock starts on the day of receipt or the day after. [00:15] Malcolm Treadwell: Let's park the dashboard change until that's settled. It's a good proposal, not a decision yet. [00:19] Tomas Brightwater: For the pilot, I'd like to suggest Saturday intake hours, maybe nine to noon. [00:21] Beatriz Nakamura-Holt: Saturday hours would help residents who work weekdays. But who staffs it? [00:22] Malcolm Treadwell: We'd need a cost estimate before we decide anything about Saturdays. [00:24] Priya Halvorsen: Someone should put together that cost estimate. [00:25] Malcolm Treadwell: Agreed, we need it. (No one volunteered.) [00:28] Beatriz Nakamura-Holt: I'm also worried about the portal FAQ. It still says 10 business days, which is wrong under Rev. 3. [00:29] Jordan Ekwueme: Right, and we shouldn't put 7 on it either. That was only proposed. [00:31] Beatriz Nakamura-Holt: I can probably update the FAQ text if Sam can publish it. [00:32] Malcolm Treadwell: Let's check with Sam offline. [00:35] Jordan Ekwueme: Pilot design review. I'm hoping we can hold it around October 27, but that depends on the Deputy Director's calendar. [00:36] Malcolm Treadwell: That's a target. I'll confirm the date by email. [00:40] Odessa Pringle: One more concern: escalations are still reaching me without supervisor review. [00:41] Priya Halvorsen: Same concern I raised in the email thread. We need a staff reminder. [00:42] Malcolm Treadwell: Priya, will you send that reminder this week? [00:42] Priya Halvorsen: Yes, I'll send it by Friday, October 9. [00:44] Malcolm Treadwell: Thanks. Meeting adjourned. Organizer's quick notes (typed during meeting, not reviewed) ------------------------------------------------------------ - Backlog report to exclude duplicates - Wen - Oct 12. - Dashboard on-time share - parked. - Saturday hours - need cost estimate. - FAQ fix - Beatriz? - Design review ~Oct 27. - Escalation reminder - Priya - Oct 9.
Path C (Watch and verify): Read file 08 and list one action item that has no real owner.
Debrief question: Which action item had no real owner? Keep these separate: decision, proposal, open question, owner, target.