Teams meetings

How do you create an automatic recap of a Teams meeting?

To create an automatic recap of a Teams meeting, connect Microsoft Teams to Muzau: after each Teams meeting with a customer, a Muzau agent reads its notes and drafts the recap email, with what was said and decided, then the next step. A meeting between colleagues does not produce a recap. By default, the recap waits for you in "To approve", then the agent follows up with the customer who does not reply, at D+3, D+7 and D+14.

Why the notes of a Teams meeting are not enough for the customer

In Teams, a single day mixes team check-ins, project meetings and meetings with customers. An automatic recap for each of them is a pile of summaries written for the people who were there. Only a few call for an email to the customer, and that is the one that waits until the evening, then the next day.

The customer is not waiting for a summary of the meeting. They are waiting for an email that repeats what was decided and the next step, sent to the right address, without the remarks the team made among themselves. Your team keeps the meeting and the relationship; that step from the meeting notes to the email is what the agent takes on.

How the agent goes about it

Input

The notes of each Teams meeting

It does

Sets aside internal meetings, drafts the recap of customer meetings, opens the follow-up

It delivers

An email to the customer ready in "To approve", then follow-ups that stop when they reply

A Teams meeting between colleagues does not produce a recap

A Teams meeting with no participant from outside the company is an internal meeting: it does not produce a recap. The address decides. A participant who joined with a personal email address counts as an outsider, unless it is the exact address of a team member. A meeting started with no invitee is not classed as internal: it produces a recap whose recipient you fill in. There is no recap either when the notes say there is nothing to follow up, or when the customer is on your do-not-contact list.

The recap goes to the invitee, never to a name overheard

The customer's address comes from the meeting invitees, never from a name spoken during the conversation. If there is a single outside participant, their address is already filled in. If there are several, the agent suggests them and you choose. Before sending, you can still change the recipient, the copies, the subject and the text. Zoom and Google Meet meetings follow the same path: see the recap of a Zoom or Google Meet meeting.

You approve the recap, then the agent follows up

By default, the recap repeats what was said and decided, then the agreed next step, and it waits for your approval in "To approve". The agent is instructed never to write that something was said if the notes do not contain it. Once the recap is sent, a follow-up file opens: with no reply, the agent follows up with the customer at D+3, D+7 and D+14 by default, restating in one sentence what was agreed. The follow-ups stop as soon as the customer replies or someone on the team writes to them.

From the appointment set in Outlook to the recap of the Teams meeting

When your Outlook calendar is connected, the agent that books appointments sets them there. Outlook itself sends the invitation to the customer. For a video appointment, it adds the link of the tool on your account, usually Teams for a business account: the agent does not choose it. The customer is the only invitee added: if they are the only outside participant, their address is already filled in on the recap. If Muzau also monitors your Outlook inbox, it sees when you have already written to the customer after the meeting, and the pending recap withdraws to avoid a duplicate. For this connection, see connecting an AI agent to Outlook.

Setting up a Teams meeting that produces a good recap

An automatic recap only keeps what the meeting gives it. In Teams, a few habits make it usable, with or without a tool.

• Schedule the customer meeting from the Teams or Outlook calendar, and add each of the customer's contacts by their address. A meeting opened with "Meet now" goes out with no invitation: afterwards, nothing says who to write to.
• When the transcription starts, check the spoken language selected. A meeting in French transcribed as an English one gives an unusable recap.
• One meeting, one customer. If two contacts attend, decide beforehand who will receive the follow-up and who will be in copy.
• Hold the debrief between colleagues in another meeting, not in the same one after the customer leaves: otherwise the notes mix what is for the customer and what is for the team.
• Finish with the next step, said out loud: who does what, and by which day. A date that was not said is not found in any recap.

With the notes in hand, reread them before writing to the customer: see what to add to an automatic recap to keep the follow-up going.

What it does not do

• It does not record your Teams meetings and does not produce a transcription: it starts from the meeting notes.
• It does not take the customer's address from a name overheard during the meeting: without a single outside invitee, the recipient is left for you to choose or fill in.
• It does not send the recap without you, unless you turn that option on; even then, a recap with no certain recipient or with an attachment waits for you.

Frequently asked questions

How do you send the notes of a Teams meeting to a customer?

Rather than the raw notes, send the customer a recap email: what was said and decided, then the next step, without the team's notes. With Microsoft Teams connected to Muzau, an agent drafts this recap from the notes, already addressed to the customer if they are the only outside participant, and places it in "To approve".

How do you write the recap of a Teams meeting without a transcription?

Take your notes by hand or in another tool, then forward them by email to the address of a Muzau agent, from a team address: it drafts the recap in "To approve". Muzau reads the first 10,000 characters. An address mentioned in the notes does not count as a recipient: you fill in the "To" field before sending.

Can the recap of a Teams meeting be sent to the customer automatically?

Yes if you turn on sending without approval, and then only for recaps whose customer address is certain; by default, every recap waits for your approval. What can go out on its own, and what always waits for your review, is detailed on the automatic recap page.

Do you need to install an app in Teams for an automatic recap?

Not for Muzau, which is used in the browser: Microsoft Teams connects to it once, from the Tools page, with the approval of your Microsoft account, which some companies reserve for their administrator. You then create the meeting follow-up agent with two questions: what each recap should contain, and on which days to follow up with the customer.

When should you follow up with a customer after a Teams meeting?

A Muzau agent follows up with the customer who has not replied to the recap at D+3, D+7 and D+14 by default; you choose other days, or no follow-up, when you create the agent. The follow-ups go out on their own or after your approval, depending on your setting. They stop as soon as the customer replies or someone on the team writes to them from an inbox Muzau monitors.