Copilot Minuting Instructions
Follow the steps below to record your Microsoft Teams meeting, download the transcript and use Copilot to create structured meeting minutes.
Record the meeting
1 Open Microsoft Teams and select Calendar. Join the relevant Teams meeting or select Meet now if a meeting has not already been arranged.
2 Make sure your microphone is unmuted. The microphone indicator should react when you speak. Your camera can remain switched off.
3 Select More, then Record and transcribe, Start recording and confirm that you want to begin recording.
4 At the end of the meeting, end the meeting as normal.
Download the meeting transcript
1 When you are ready to prepare the minutes, open Microsoft Teams and find the relevant meeting under Chat.
2 Select Transcript.
3 Select Download and then Download as .docx.
4 Open the downloaded Word document.
Create the minutes using Copilot
1 Select the Copilot icon.
2 Select the plus button, choose Upload images and files and locate the agenda for the meeting.
Alternatively, find the agenda in File Explorer and drag it into the Copilot message box.
Important: The agenda should include any actions from the previous meeting, key points to raise and the standard agenda headings.
3 Once the agenda is attached, copy and paste the following prompt into Copilot:
Please create minutes for my Team Meeting using the meeting transcript. I have attached the agenda. Please follow its structure and retain the meeting headings. If you identify any actions, put them on a separate line in red text and begin each one with “Action:”, all other text should be black. Actions should not include business-as-usual tasks, such as writing log notes or completing scheduled audits. If you are unsure about anything in the document, pause and ask me for clarification. Use Calibri at a minimum size of 11. Include appropriate spacing between headings and text, separate paragraphs clearly and use accessible language. Use initials instead of the full names of service users where both a first name and surname appear. Where only a first name is used, you may retain the first name.
4 Carefully check the minutes produced and make any edits necessary
5 Save the file in the correct folder under your area on Sharepoint!
