Section 2: Meeting management

Scenario 17: Preparing a follow-up email from a meeting summary

Level: Intermediate · Tools: Microsoft Teams Recap, AI summary, Outlook email draft; the requirement for a Teams Premium or Microsoft Copilot license depends on the plan terms.

Who and in what situation

Nihan, a project manager at an SME providing software services to a municipality in Ankara, wants to send the client the decisions and expected inputs after the weekly status meeting. She wants the email to reflect the meeting accurately, while allowing it to be clearly reviewed as a draft.

How it is done today

Nihan opens the Recap page and copies the notes, writes an email in the new Outlook, and adds the recipients manually. She compares the summary and the email several times to prevent them from becoming different versions.

How to do it with AI

  1. Open the Recap tab in the Teams meeting chat and select Share > Share to email. The system creates an Outlook draft containing the meeting summary and follow-up tasks. [46]
  2. Check the invitees in the To field; edit external recipients, CCs, and anyone with whom sharing is inappropriate. [46]
  3. Shorten the email body under the headings “decisions,” “expected inputs from the client,” “our actions,” and “open issue.” Do not add dates or owners if none are provided.
  4. Compare the draft with the meeting notes and transcript; correct any errors before pressing Send. [46]

Example prompt

Prepare a short follow-up email draft for {recipient group} from this meeting recap. List decisions and actions separately. Use only explicitly stated owners and dates. Do not add commitments that are not in the transcript, and list items requiring verification in the final section.

Evidence and real-world example

No independently published customer case study was found; the Teams Recap documentation shows that Share > Share to email generates a draft email containing the summary and follow-up tasks. [46]

Points to consider

A sensitivity label or an access restriction on the recording or transcript may prevent this sharing. [46] The purpose of using personal data in the email and its recipients must comply with the organisation’s KVKK privacy notice and data transfer rules. [43] This step produces a draft subject to user approval; it does not send the email automatically.

Sources for this scenario

  1. KVKK Aydınlatma Yükümlülüğünün Yerine Getirilmesi Rehberi (kvkk.gov.tr)
  2. Recap in Microsoft Teams (support.microsoft.com)