Keep meetings focused and productive with Facilitator in Teams

Hi, Insiders! I’m Melissa Rustemeyer, a Product Manager on the Teams team. I’m excited to announce Facilitator, a new agent experience in Microsoft Teams that will help drive more productive meetings.

Keep meetings focused and productive with Facilitator in Teams

Facilitator keeps your meetings focused, organized, and action-oriented by surfacing the agenda, tracking progress, and capturing key highlights in real time. With a conversational interface, meeting participants can easily engage and collaborate with each other and the agent.

In Teams meetings, the Facilitator agent can: 

• Track topics and time with visual timeline markers, with reminders at midway and wrap-up. 
• Take collaborative, real-time notes that are accessible and editable by all participants.
• Answer questions by pulling information from the meeting and the web.
• Track tasks and assignments and integrate with Planner for follow-up.
• Draft documents instantly in Word or Loop as needed.
• Enhance the experience for Teams Rooms with chat, notes, and timer features. 
• Capture ad-hoc discussions so nothing important gets lost.

You can enable Facilitator before or during a meeting, making the experience flexible, intuitive, and useful for any scenario.

How it works

You can turn on Facilitator for meetings via Teams Calendar or Meeting options, or in Outlook.

In Teams

1. Open Teams, navigate to the Calendar tab, and select New Event.
2. Toggle on Teams meeting, and then select Turn on next to Facilitator is off for this meeting.

In Outlook

1. Select New Meeting under the Calendar tab, and then select More commands (…) > Teams Meeting.
2. In the Set up your Teams meeting menu, toggle on Facilitator.

Tips and tricks

• To enable Facilitator during a meeting, select the More options (…) menu in the toolbar, and then select Turn on Facilitator from the dropdown menu.
• You can interact with the agent by mentioning it in the meeting chat. For example, “@Facilitator add these topics to the agenda…”
• You can view and edit real-time notes created by Facilitator in the Notes tab.
• Facilitator will share proactive reminders in the meeting chat at the halfway point and before the meeting wraps up to recap decisions made and open questions.
• Facilitator can be used with or without transcription, and does not require recording at all. When you turn on Facilitator, the transcript is automatically turned on, too. To use Facilitator without enabling transcription, the Let participants use Copilot and Facilitator meeting option must be set to Only during the meeting.

Scenarios to try

This agent is helpful for all types of meetings, but it really shines in: 

• Time-boxed meetings, where staying on track and managing time across multiple topics is critical.
• Collaborative sessions like brainstorming or cross-functional discussions, where capturing everyone’s input and providing instant answers keeps momentum.  
• Project check-ins and follow-ups, where automatically tracking action items and drafting next-step documents ensures nothing slips through the cracks. 
• Ad-hoc or hallway conversations, where capturing key points and decisions on the fly turns informal chats into actionable records. 
• Client or stakeholder reviews, where clear agendas, polished notes, and accountable follow-up help maintain professionalism.  
• Hybrid or large meetings, where reminders, timelines, and a complete shared record ensure all participants, whether remote or in-person, stay aligned.

Known limitations

• External users can’t access meeting notes created by Facilitator. 
• Facilitator is not available in meetings started from chat, Teams calls, or channel meetings. 
• Facilitator notes in meetings only use the meeting transcript as a grounding source. Meeting chat content is not included in grounding data.

Privacy

IT admins can manage the default settings in Meeting Policy in the Teams Admin Center. Facilitator uses speech-to-text audio processing data to generate responses about what was said. For the duration of the meeting, the speech-to-text data is temporarily stored on a Teams-managed database, which follows the same compliance standards as transcripts. Once the meeting ends, the speech-to-text data is discarded.

Availability

Facilitator is generally available for Teams users with a Microsoft 365 Copilot license and using Teams for Windows, Mac, Android, iOS, or the web. Facilitator is included with a Microsoft 365 Copilot subscription license and subject to available capacity. Users without a license can still view Facilitator messages and see and edit the content in meeting notes.

Task management and document creation are available in Public Preview. To use these new features, you must be a member of the Teams Public Preview. To enable your Teams client for the Public Preview, IT administrators must enable Show preview features in their update policy. You can learn more here.

Feedback

We’d love to hear what you think about this feature! Select Settings and more > Feedback in the top-right corner of the Teams app, and then select either Report a problem, Give a compliment, or Suggest a feature to share your thoughts.

 

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