Create Structured Meeting Minutes with Copilot Chat

Designing meeting minutes is a common administrative task, yet it can be time consuming when starting from an unstructured transcript. Copilot Chat can convert a full transcript into clear, accurate meeting minutes in moments, which saves time and improves consistency.

Here are the three key points:

1. You begin with any meeting transcript that Copilot can read and interpret.
2. You provide a simple structured prompt that tells Copilot what you want included.
3. Copilot produces clean, organised meeting minutes that you can export directly to Word.

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Why this workflow matters

Manual note taking or rewriting heavily detailed transcripts can slow teams down. Copilot Chat automates the transformation of long, messy text into a tidy set of minutes with attendees, key decisions, action items and next steps. This supports faster alignment and reduces administrative load.

Preparing your source transcript

You can use any transcript created in:

• Teams meeting recordings
• Dictaphone or any audio transcription app
• Word’s built in transcription tool

Once the transcript is ready, copy the full text. Copilot only needs the raw content, so no special formatting is required.

Crafting the core prompt

The process relies on one clear instruction:

• Create meeting minutes from my meeting using the transcript below. Include location, time, attendees, key decisions, action items and the next meeting date.

This gives Copilot a defined structure so the minutes are complete and easy to read.

Running the prompt in Copilot Chat

Paste the transcript directly under the prompt.
Copilot then interprets:

• Meeting details such as date, time and location
• Participants and absences
• Key agenda items discussed
• Confirmed decisions and follow up tasks

In the example scenario, Copilot extracted information including:

• Meeting date: 26 May 2025, 10:00
• Location: Danube meeting room, Blue Chimp Finance
• Attendees and absences
• Scheduled next board meeting
• Delegated responsibilities

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Exporting the final minutes

Once generated, simply select Export to Word.
Copilot prepares a clean document containing:

• Title and context
• Agenda
• Decisions
• Action items with owners
• Next meeting details

This becomes ready to share with colleagues or archive for records.

Summary

• Copilot Chat transforms a raw transcript into structured meeting minutes.
• A single clear prompt ensures consistent sections such as action items and agenda.
• You can gather transcripts from Teams, Dictaphone or Word.
• Copilot interprets dates, locations and responsibilities with high accuracy.
• Exporting to Word finalises the document for distribution.

If you want to master Copilot from the ground up and learn every essential skill for real world productivity, explore our Microsoft 365 Copilot Essentials training programme:
https://www.flowhunt.io/services/ai-training/microsoft-365-copilot-essentials/