How To Use Microsoft Teams Intelligent Meeting Recap

so in this video we're going to take a look at how to use Microsoft teams intelligent meeting recap so let's get straight into it hi I'm Gavin Jones founder and director at me time limited where we help people save time at work to do more of the things they love I have lots of well-known Global Brands and also lots of smaller companies that you've never heard of so stick around to the end if you want to find out more about working together cool so here we are in teams and I'm in the chat section looking at a meeting that we've previously had and this is where your intelligent meeting recap is going to show up assuming you've got some of the not that well documented prerequisites done so obviously the most important is that you've got a team's premium license because Microsoft teams intelligent recap is only available with a team's premium license looking online then only people with that license will see the recap so you can obviously get a recap from meetings where not everyone's got a team to put in the license but only the people with the license can see the recap got new videos on Microsoft teams and Microsoft 365 and Microsoft Viva coming out every Tuesday so make sure you hit subscribe button and the bell icon to get notified every time a new one comes out so I've got another meeting down here about Converse where the person that recorded the meeting Had A team's premium license I had a team's premium license I didn't attend that meeting because I was doing something else I think seeing Springsteen but I wasn't in the meeting I had the Microsoft entertaining recap it would be very intelligent if then meeting recap was shown to to me but because the person that organized the meeting even though they had a team streaming license and I've got to interview my license only they can see or anyone in their organization without premium license only they can see the meeting recap I can't see the meeting recap so if I click on that one and we go to the recap tab so if you've got teams premium license then you get a recap tab on there now should also say that looking online it doesn't look like this is available in all geographies at the moment I'm not sure if that's been updated yet or not but um if you're not seeing that and you've got all these things that might be because of wherever you are potentially so it just says get AI power meeting notes turn recording and transcription hey I can generate notes and suggest tasks for use doesn't tell you why it's not showing you which is pretty annoying there's no error message it just says you can't you can't see it just Eternal recordings transcription it's all we have but looking online it's because I'm external to the person that was recording it so just some things to bear in mind before you get started also doesn't work with me now which annoyingly took me just to figure out as I was trying to record something for this video that it just doesn't do a meeting recap if you do a meet now not sure why Microsoft has these limitations in and if they do there's seemingly no way that Google orbing or Bing chat even with chat GPT for can find out actually what those documented limitations are so enough of that if you've got a scheduled meeting I've not tried a channel one yet we'll just do that later in the video I'm presuming it's not going to work because Microsoft seemed to make Channel meetings the uh the poor Childs of teams so if you've got a scheduled meeting that's going to show up in chat and you've got teams for me license once you need to return on recording and transcription which is also is quite tricky to find that Nuance if you just do a transcript at the time of recording meeting recap won't work for some reason it needs the video and I did ask that a conference and he says well it's reading stuff from the videos like well that's what the transcript's doing so however they've coded it you need the recording and the transcription if you just do transcription meeting recap doesn't work which is annoying because there's sometimes that having the meeting recorded feels a bit like why are you recording it but if you're just adding like you know there's loads of note-taking bots if a note taking bot pops up in your meeting later well they're just taking notes if you transcribe the meeting it's like well cool I'm just taking notes I want recap to work but if you're recording the meetings level people aren't being that open maybe it just changes the whole dynamic of that meeting but here we are right now and you need to have recording and transcription turned on for that recap tab if you've got team Supreme license the recap tab will be there and if we click on it you get the meeting recording and you get every time you've spoken and anyone else in the meeting has spoken another limitation if you're doing it in a meeting room then you need to have some way of recording each of the different participants in the meeting so the teams knows that it's a different person speaking if you just all gathered around a laptop say which I guess is the the worst way of of doing it it's all going to be assigned to that person so it's just going to think one person speaking for the entire time and then the notes are actually going to be worse so that gets quite confusing way out of my purview but it seems like it's way overly complicated because you need a team's room premium license to be able to have individual speakers or you need a third-party provider to like split the streams down into individual speakers and then it it the meeting recap will work and pick up the different people but um yeah that's outside of this video assuming they're all on teams and you're not in person yeah we'll do a meeting recording for you it'll show you when those people are speaking you can you can um if you click on it it jumps to that place if we start playing it you can jump to the place where it's you know saying something about you you think you've been mentioned it's only got like one app mention here but if we go to mentions there's four so yeah not sure what's going on there they did have more when I first did it and then also as inside it seems like the Recaps might expire at a different time than the meeting recording so I had one further down here but it just says AI pad content might not be available for all the meetings so that will is it or isn't it surely you know the computer knows it just says AR notes is no longer available so I was about to record this meeting three four weeks ago came on to record it and then all my recap had gone so it's like why I can't show it so that was really annoying the transcript and the recording is still there like I've got my meeting so that they never expire um but but for some reason the notes is gone so just a bit frustrating that it's it's premium we're paying an extra for this license and seems like it's not fully baked or it's quite tricky to understand all the nuances I don't know why Microsoft can't either say look it's it it's it's coming out but it doesn't have this this and this so it's cheaper or yeah it's fully out and here's how I need to use it also when you turn it on there's no one boarding so it doesn't say you need to do XYZ to uh to get it to work anyway jumping back so obviously what we're interested in is it takes some AI notes for you so it does take about 20 minutes for it to be generated after you finish say an hour long meeting these are the ones the suggested notes so it's got some like head Top Line notes for you and you get you know the best to say yes are they useful or not and give some feedback that way you can copy all of them and then paste it somewhere so even though you we don't share the recap either externally or with people without a premium license the person with a premium license could just copy all and then stick it back into the even the meeting chat if you wanted to which seems odd that Microsoft would make you just have an extra license even though you can easily get around to having a license you just copy all then go to chat and then paste it so you get the Top Line sort of summary and then for each top level get this little button you can expand it and see like it how it got to that summary with a few more wallets with a bit more detail when you copy all it copies all of them obviously you can cut them out and edit it if you want and you know sometimes when you're talking about stuff it's gonna mess up a little bit especially if you've got three letter acronyms or anything going on this is a real client's one so it's going to be blurred but hopefully you can still see the gist even though you can't read the text so you get the AI generated notes and if you scroll the way down you get suggested tasks which I'm I mean I try and keep up with everything Microsoft announce and even for me it's really frustrating overlapping things come out and previews things been announced two years ago that never come out it's just it's really difficult to keep up with what's actually out and what's coming I'm sure that I've seen somewhere that suggested tasks would be like a click box and I don't know if this would just make it to to the live one and it was a preview that I saw or it might be that it's team's co-pilot while that's happening and that's slightly different to meeting recap so co-pilot is on whilst you're as you're doing the meeting which is it's strange to me why it takes 20 minutes for these to be generated I'm not sure if teams premium intelligent recap because yeah using Bing chat or chat gpt4 however you look at it I'm not sure it's using that engine yet and that's why it takes 20 minutes for it to work rather than just coming out straight away because if I just pasted the transcript into chat's gbt it would not take 20 minutes so I'm not sure if it's using slightly older technology and I need to update it or if it is gpd4 it just takes a while or if they're separate Technologies and one's going to be copilot and one's going to be intelligent recap I don't know and so it might be copilot where that's running in the meeting and you can say oh what's just happen in the meeting as it's going on and it'll give you a summary and it might say here's the actions and you can add them into planner but I'm sure I've seen somewhere we can add these into a task manager to do or planner that doesn't happen at the time recording it just says these are suggested tasks so if you did want to do anything with those tasks you need to go and sort them out yourself you need to copy them into planner or do copy all and paste them into Loop or wherever you want to State them or OneNote but you need to create a task for those tasks the main things AI Notes app mentions I'm not sure is that useful because every time that in this example the person I'm speaking to said Gavin it pops up but it was only a wonderful meeting so he doesn't say he didn't say Gavin in the like a one-to-one meeting the only time he mentions me is when he's talking about someone else saying my name so it's not like an action for me I guess in a bigger meeting where they're like Gavin can you go and do XYZ then the app mentions you know you can go back and watch that particular bit of the meeting and then you get the entire transcriptors as well which uh you know we've had we've had for ages ones that didn't work so this was a meet now where no recap tab appears at all and it doesn't say why it hasn't appeared up it could be way more useful can it because if you if it's if you've got a team between license and you're expecting a recap tab then it the UI could just show you back oh we don't do that for meet now meetings it's like cool well one why not because I'm playing a premium now and two you didn't tell me before I bought it which was an annoying so yeah they don't work let's go and have a go at a channel meeting okay so we'll jump into this meeting if we go and do record and transcribe start recording starts both so it says start recording and transcription we'll chat for a bit and see if it picks up enough to then go and do your recap and it didn't seem to be it seemed to still give me a recap if I do a scheduled meeting even with myself so I'm hoping that doing a scheduled Channel meeting is enough to see if it does transcription for channel meetings or not I think keeping meetings in channels is one of the biggest context game changers in most of your meetings so I just haven't been able to have a thread and then have a meeting within that thread of information so everyone knows that what the meeting's about and put it into that thread so you're not getting a split thread of one for the meeting and one for the whatever the previous chat was about is is really useful I think not having all your meeting assets going to chat where you're going to lose them so especially now we've got more stuff so your whiteboards might be saved with your meeting your recap is going to be saved with the meeting having some way to get back to all that information in a channel if you're working in the channels as we would recommend at me time then that's way beneficial so if if intelligent recap doesn't work in telemeetings there's nothing online in Microsoft support that I've seen that says it doesn't work so if it doesn't work I'm going to be really disappointed just let yourselves down so I think over we've spoken enough we've got quite a bit of transcript now if we stop that meeting and then we'll go and see if that is going to give us a recap or not so I'm not expecting the recap to appear in the thread but I am expecting the recap to appear as a tab if we go back through that meeting so it might take a little while but I'm hoping that we should at least see the tab so we've got chat details children assistant attempts meaning what it will break out rooms plus one we don't have a even a recap tab so I'm assuming that recap doesn't work in a channel meeting I think that's really naughty that you're paying a premium and nowhere in support even though it's like the techie support doesn't doesn't say it doesn't work in a channel meeting well Channel meeting is still a meeting is it not and we can record and transcribe can we not suit for intelligent recap to not appear in Channel meeting and it's not telling you specifically and you're paying a premium I think it's pretty uh pretty bad it's not a full for the debate product that well I'm not in preview this is like the full release um so everything should work unless it specifically says a limitation or they're giving you a discount I would say I tell all my clients to record in channels because all the the assets and stuff go back into the channel so keeping everything in context and all of everyone's work should be in a team's Channel and we shouldn't be using chat because that still silos information we want to be working more out in the open so for more new features come out and then there's then incentivizing you to use chat or have you meet a recording in chat where and they are going to get lost because eventually they just go off the bottom of the screen I think that's uh that's pretty bad but what I was going to show you is that Microsoft bizarrely announced I'll see if I can find that announcement in the Microsoft 365 feed which to a round number I reckon zero people use but if you do let me know in the comments below that I am wrong in the Microsoft 365 feed it will show you meeting Recaps when I didn't have a license I was getting things showing up in Microsoft 365 feed when I went to record Adel disappeared and I got a team streaming license and then that disappeared as well so I tried recording it a couple of times until it worked which if they're running out bugs fine but like I say this is the general loose one and this is in the preview version I only have preview in my windows one that I matched so anything to do in Mac is in general lease and um yeah it just just didn't work so if we get into the Microsoft 365 feed which used to be office.com which still shows as office.com but you can go to microsoft365.com and the home page is still largely the same where you can get quick access to stuff but I don't know why if they want to push the feed that the feed isn't the home I don't know I haven't redesigned home to be the feed but if you click on feed it's then like showing you stuff from your own work and from people you're connected with across your organization into what like one stream of Consciousness into into the feed it thinks the most important thing for us right now is we've got a meeting that starts which is probably usually true and it's then it's got for you it's got to stay on top you've got no updates to show us right now and then meeting insights so before I had the premium license it still showed me exactly what you're seeing now so you can go and try it yourself let me know if it works if you don't have a team Supreme license you just recorded a meeting and go into Microsoft 365 feed let me know in the comments if actually is generating some meeting recap for you so it's got the very top level one it looks like a different a different recap to be honest so it's got me insights but actually it's just pulled out the app mentions and it's pulled out a couple of the actions it hasn't got to got everything in it in the in the meeting recap just that mentions and the actions but those might still be useful and then I tried to keep it there by making it a favorite a little star so I made it a favorite so I wanted to keep that around until I recorded the video like I say everything sort of disappeared but I made that favorite and then it didn't appear my favorites which was frustrating so the the actual the file is uh yeah is favorited but again bizarre integration the meeting recap is only available in teams so if you've got a link that takes you out to the stream recording there's no recap there it just gives you the full transcript which I just don't know why Microsoft is a massive company I don't know why we can't just get the same thing everywhere it seems really overly complicated um whenever they release the new feature to to update things everywhere even though I've got teamspree license I can't get to the full recap by clicking uh you know by favoriting it if I came back out of that say went to meeting insights and uh it says open recap and we click that it's not opening the recap didn't want to Spot the Difference there that isn't the recap the Recaps only in teams and it doesn't open teams it opens Stream So that isn't the recap and it's nowhere to be found in stream it's not in video settings it's not a comments not in Analytics it's nowhere the recap only lives in teams it doesn't open teams so it's got a open recap button and then like I say if you go to favorites it doesn't show you that even that bit of recap it just shows it just only links to the file so a few bizarre decisions for Microsoft I'm not sure why stream if it's using stream video and transcription to create the recap I don't know why we can't see the recap in stream or just jump us out into teams so that we can see it but that said the meeting recap is pretty good so I use it for Discovery calls where we have a chat and see if I can help see what the organization is up to see what challenges they got and see if I can help them work in a more efficient way using Microsoft teams and Microsoft 365 and I record those and the being recap is pretty good to then show back to the potential clients here's what we spoke about you know is that a true reflection of what we spoke about is that we need help with cool then maybe let's work on a proposal to see if I can help if you need help doing that then book a call using a link in the description below and see if we can help your organization work in a more modern way with Microsoft teams and Microsoft 365. so the actual output is pretty good I think if you know some of the new this is about how to actually go and get it to work I think it's relatively cheap right now if you need a few licenses say for your organization hopefully you found that useful if you have remember to give the video a like and hit the Subscribe button and the bell icon if you haven't already because we've got new videos coming out every Tuesday and if you need more help and it's not for your entire organization it's just for you then check out some free training that we've got available using the link in the description below thanks for watching so far and we'll see you in the next one