Section 2: Meeting management

Scenario 11: Agenda and short briefing for a customer meeting

Level: Intermediate · Tools: New Outlook for Windows, Microsoft Copilot; a Microsoft Copilot Work license is required for “Schedule with Copilot”.

Who and in what situation

Derya, an account manager at an automotive supplier in Bursa, reviews the customer’s open quotes and previous correspondence monthly. She wants to see the discussion points and the latest request on a single page in the invitation.

How it is done today

Derya opens the email threads, quote file and previous notes separately. She copies the topics into the meeting description and notes down questions.

How to do it with AI

  1. Create a new meeting in new Outlook and add the title and attendees. Click the Copilot button in the meeting description or use Alt+i; run Auto draft an agenda. [41]
  2. In the agenda draft, enter the objective, customer topic and items requiring a decision. If needed, use / to select a Microsoft 365 file. [41]
  3. Open the meeting invitation and select Prepare for this meeting. Use Show more to read the context Copilot has drawn from emails, tasks and documents you can access. [42]
  4. Before saving the agenda with Keep it, check the customer’s name, quote version and items requiring a decision against the files. [41] [42]

Example prompt

Draft a 30-minute agenda for {meeting objective} with {customer name}. Identify the latest open issues from the emails, tasks and files you can access. For each item, write the purpose, decision question and required document. If you cannot find information, leave it blank and do not guess.

Evidence and real-world example

No independently published customer case study was found for this scenario; the basis is the official user documentation for Outlook’s agenda drafting and meeting preparation features. [41] [42]

Points to consider

Copilot only summarizes content you can access; another attendee may see a different summary. If there is no related content, the output may remain generic; verify the customer and quote terms. [42] Check your organization’s policy before adding confidential files.

Sources for this scenario

  1. Create a meeting agenda with Copilot in Outlook (support.microsoft.com)
  2. Prepare for your meeting with Copilot (support.microsoft.com)