Effortless scheduling with Copilot – transform email threads into productive meetings

Keeping schedules straight can be a real challenge. The endless emails, missed appointments, and scheduling conflicts can drive anyone up the wall. I totally get it, which is why I'm excited to share how scheduling a meeting with Copilot can seriously boost your productivity. 

Whether you're juggling work meetings, client calls, or complex working groups, staying organized is key. With Copilot, you can turn those long email chains into quick, efficient meetings, making collaboration smoother and more effective. Let's dive in and see how this tool can help you stay on top of your game and make the most of your time. 

There are two ways Copilot can help write your agenda. One is by clicking the Schedule with Copilot button from within an email. The other is through Drafting with Copilot while manually creating a new event. 

Scheduling a meeting with Copilot from within an email thread 

Copilot dives into all related emails in the thread and creates a thorough agenda with a summary of the conversation thus far. This captures the main topics and any early decisions, making sure everyone is up to speed and ready to jump in.  

I was absolutely floored by how detailed the result was, and all I did was click a button! Copilot simplifies meeting prep, making it a light lift with high reward. 

• Open an email thread on a topic for which you would like to schedule a meeting.  
• Click on the “Schedule with Copilot” button found in the top menu bar of the email. 

Select schedule with Copilot within Outlook

• Click the “Insert” button to populate the agenda in your invite. Here, you can make additional changes to the agenda as needed. 

Click Insert to paste Copilot-generated content into the meeting body

Now you’ve created an event title and automatically included all email thread recipients in the invite, ensuring relevant voices are heard and no important details are missed. 

By harnessing Copilot’s features, you can turn extensive email threads into streamlined and productive meetings, saving time and boosting collaborative efforts. 

Drafting an event agenda with Copilot 

Another method to get Copilot to draft your agenda is through the Events section of Outlook. This cool feature brings the Copilot Business Chat functionality in line with your workflow. Here’s how: 

Click on “New event”  

Begin drafting a meeting agenda by selecting New event in Outlook

Next, select “Draft with Copilot” 

Within the new event, click Draft with Copilot to create your meeting agenda

Alternatively, you can type a forward slash (/) into the body of the event invite to initiate Draft with Copilot. 

You can also start the Draft with Copilot feature by entering a forward slash (/)

Using either method, just type in your prompt, including as much context as possible. Here’s an example where I’ve asked Copilot to help draft an agenda for an upcoming meeting: 

Provide Copilot as much detail as you’re able and click Generate

Copilot returns a draft with the meeting details right in the body of the invite. 

You can ask Copilot to adjust the draft to accommodate new details or variations

If I forget to add something, I can simply provide additional prompt requests, then hit return or the blue arrow. 

Once I’m happy with the results, I click “Keep it”.  

Once you’re happy with the results, click Keep it

The draft copy is now available for further editing within the body of the meeting invite. 

Copilot also makes it easy to attach the entire email thread to the meeting invite. This allows attendees to review past discussions and come prepared with any additional insights or questions. Just type, “Copilot, attach the email thread to the meeting invite for reference.” 

Additional tips for scheduling meetings with Copilot: 

• Define clear objectives: When setting up a meeting, clearly outline the goals to ensure everyone understands the purpose. For instance, you might say, “Copilot, schedule a meeting to discuss the project timeline and assign tasks.” 
• Find the best time: Use Copilot to identify a time that suits all participants. You can simply request, “Copilot, find a time when everyone is available.” 
• Send follow-ups: After the meeting, ask Copilot to send a follow-up email summarizing the key points and action items. For example, “Copilot, send a follow-up email with the meeting summary and next steps.” 

Best practices for keeping Copilot responses on-point: 

• Be specific: Clearly state your preferences and constraints to get the best suggestions. 
• Use natural language: Communicate with Copilot as you would with a human assistant. 
• Leverage reminders: Set reminders for important meetings to help you stay on track. 
• Regular updates: Keep your calendar updated to ensure Copilot has the latest information. 
• Review content: It’s always a good idea to verify the information Copilot generates to ensure your invitation reads exactly as you want it to. 

There you have it! Another smart way to make your meetings – and your workdays – more productive with Copilot. 

Microsoft 365 Copilot and Microsoft 365 leverage a robust framework for security, compliance, and privacy. Learn more by visiting Data, Privacy, and Security for Microsoft 365 Copilot. 

Hope to see you in the new year!
As 2024 comes to a close, we want to share how grateful we are for our “Work Smarter” readers. We’ll be taking a short break, but will resume this weekly series in January. Happy holidays!