Auto-Generate Meeting Minutes in Microsoft Teams
by Vijayakumar Mayilsamy
📌 What You'll Get in This Guide
This complete step-by-step guide will show you:
- How to create MoMs manually using Microsoft Teams and OneNote
- How to use Microsoft 365 Copilot for auto-generated summaries
- The best AI tools (like Otter.ai and Fireflies.ai) that do all the work for you
- A copy-paste MoM template you can use instantly
- Visual examples to walk you through each step
🧠 Why Minutes of Meeting (MoM) Matter More Than Ever
Did you know? 64% of employees forget key meeting points within just 1 day. And yet, over 70% of teams don’t regularly record or summarize their meetings. 🤯
Having clear and structured MoMs helps teams:
- 📌 Stay accountable
- 💡 Remember key decisions
- 🧭 Avoid misunderstandings
- 📈 Deliver projects faster
📝 Method 1: Manual MoM Creation in Microsoft Teams
✅ Step 1: Prepare Before the Meeting
- Assign a note-taker
- Create a basic MoM template (scroll down for a free one)
✅ Step 2: Capture Notes During the Meeting
Use:
- Teams chat
- A shared Word doc or OneNote
- Focus on:
- Key decisions
- Tasks and owners
- Deadlines
✅ Step 3: Finalize and Share After the Meeting
- Format the notes cleanly
- Share via Teams or Email
- Save in a shared folder or Teams channel
🔍 Method 2: Use Microsoft Teams Features
🎥 Record and Transcribe the Meeting
How To:
- Start recording and enable transcription before or during the meeting
- After the meeting → Go to Teams → Calendar → Meeting Recording
- Open transcript → Export it as text or Word document
Use the transcript as your raw material to summarize the MoM.
📓 Take Notes with OneNote
- Open OneNote
- Click on Meeting Notes
- Select your calendar meeting
- Write notes with full meeting context automatically linked
🤖 Method 3: Generate MoMs Automatically with Microsoft Copilot
If you're lucky enough to have Microsoft 365 Copilot, it can do this automatically.
How It Works:
- After your meeting ends, go to the Meeting Recap
- Click “Summarize with Copilot”
Copilot will generate:
- A complete summary
- Action items
- Key decisions
- Follow-ups with deadlines
⏱ Time saved per meeting: Up to 20 minutes per person!
🤝 Method 4: Use Smart AI Tools That Work with Teams
Want something even faster? These third-party AI tools integrate directly with Teams and do the work for you.
🔥 Otter.ai
- Joins Teams calls automatically
- Records, transcribes, and summarizes in real time
- Sends meeting summary to your email or app 🔗[ Try Otter.ai →](https://otter.ai)
🚀 Fireflies.ai
- Works with Teams, Zoom, Meet
- Tags action items and decisions
- Integrates with Slack, Notion, and CRMs 🔗[ Explore Fireflies.ai →](https://fireflies.ai)
🧠 Tactiq
- Chrome extension that captures live notes
- Highlights decisions, keywords, and speakers
- Lets you save or export summaries easily 🔗 Get Tactiq →
💡Productivity Fact: Teams using AI note-takers report 30% fewer missed tasks and faster project turnarounds.
📄 Free Minutes of Meeting Template (Copy & Use)
Here's a ready-to-use format you can use in Word, OneNote, or even directly in an email.
Meeting Title: [Project Update Call] Date: [30 July 2025] Time: [10:00 AM – 11:00 AM IST] Attendees: [Alice, Bob, Chandru, FUEiNT]
Agenda:
- Review sprint progress
- Discuss blockers
- Confirm next steps
Discussion Summary:
- Backend integration complete (Alice)
- Deployment issues flagged (Bob)
Decisions Made:
- Delay frontend release by 2 days
- Start QA tomorrow
Action Items:
| Task | Owner | Deadline |
|---|---|---|
| Fix login bug | Bob | 31 July 2025 |
| QA Regression Testing | QA Team | 1 Aug 2025 |
| Release checklist | Chandru | 31 July 2025 |
Next Meeting: [3 August 2025, 10:00 AM IST]
📌 Pro Tip: Save this format as a reusable template in your company's shared drive or inside Teams channels.
🙋♀️ Frequently Asked Questions (FAQs)
❓ Do I need Copilot to generate MoMs in Teams?
You can manually generate MoMs without Copilot using transcripts, OneNote, or shared docs. Copilot just automates the process.
❓ Are Otter.ai and Fireflies.ai safe to use?
Yes, they offer enterprise-grade security and are trusted by thousands of businesses. Always review privacy settings before using.
❓ What if I forgot to enable transcription in Teams?
If the meeting wasn't recorded or transcribed, you'll need to rely on manual notes or an AI tool that was already joined (like Otter.ai).
❓ Can I use these tools in hybrid meetings (virtual + in-room)?
Yes! Most AI tools work with both in-person audio (if mic access is granted) and virtual meetings.
🧭 FUEiNT Thoughts: Simplify Your Workflow, Save Time, Stay Organized
Whether you're managing daily standups, client calls, or high-stakes project reviews—automating your Minutes of Meeting (MoM) can:
- Save hours of work
- Keep your team on the same page
- Help you never miss an action item again