10X Your Task Management with Microsoft Copilot
Summary
TLDRThis video script showcases the capabilities of Microsoft 365 Copilot for enhancing task management. It demonstrates how to extract action items from emails, chats, and meetings using Copilot, and integrates these tasks into to-do lists and tables for better organization. The script also illustrates creating a project plan and collaborating on it using Microsoft Loop, ensuring real-time updates for all team members.
Takeaways
- 🔍 Microsoft 365 Copilot is a tool that can help manage tasks by extracting action items from emails.
- 📧 Users can interact with Copilot through the Copilot pane in Outlook, where they can ask it to find tasks in unread emails.
- 📑 Copilot can summarize tasks from emails and provide citations to the original messages for context.
- 📝 Tasks identified by Copilot can be added to a to-do list or tracker for better organization.
- 📆 The flagged email feature in Outlook allows users to highlight important emails that contain tasks.
- 📈 Users can convert tasks into a table format for easier tracking and management.
- 💬 Copilot can also extract action items from conversations in Microsoft Teams.
- 🗓️ During meetings, Copilot can generate transcripts and help identify open action items discussed.
- 📈 Copilot can create project plans in Word and even format them into tables upon request.
- 🔄 Microsoft Loop allows for dynamic collaboration on project plans, with updates being reflected in real-time across all shared instances.
- 🔗 Loop components can be embedded in emails, ensuring that team members always have access to the most current task list.
Q & A
What is Microsoft 365 Copilot, and how does it help with task management?
-Microsoft 365 Copilot is an AI tool integrated into Microsoft applications like Outlook, Teams, Word, and Loop. It helps users manage tasks by extracting action items from emails, chats, and meetings, providing summaries, organizing tasks in tables, and tracking them through apps like Microsoft To Do.
How can Copilot identify tasks from unread emails in Outlook?
-By entering a prompt like 'Do I have any action items in my unread emails today?', Copilot scans unread emails for possible tasks, summarizes them, and links back to the original messages for context.
What steps are involved in converting flagged emails into actionable tasks in Microsoft To Do?
-After flagging emails in Outlook, users can open Microsoft To Do, where flagged emails automatically appear as tasks. From there, users can configure options like setting due dates, adding categories, or attaching files to manage tasks efficiently.
How does Copilot assist in managing tasks in Microsoft Teams?
-In Teams, Copilot can extract action items from chat conversations or meetings. Users can prompt Copilot to identify follow-ups or tasks, which are then summarized with links to the relevant chat or meeting transcript.
What features does Copilot provide during a meeting in Microsoft Teams?
-Copilot, when activated during a meeting, records a transcript and can extract and summarize action items from the conversation. Users can reference specific parts of the transcript and review the tasks associated with different speakers.
How does Copilot create project plans in Microsoft Word?
-In Microsoft Word, Copilot can generate project plans based on user prompts. For example, if a user asks for a plan to 'bake the world's largest chocolate chip cookie', Copilot creates a detailed list of steps, which can be further refined into a table format.
How can Microsoft Loop be used with Copilot to manage collaborative projects?
-Microsoft Loop allows dynamic collaboration by sharing tables or project plans created by Copilot. Changes made to these components update in real-time for all collaborators, ensuring that everyone has the latest version without needing to exchange emails.
What makes Loop components in Outlook and Loop dynamic?
-Loop components, such as project tables, automatically update across all platforms (e.g., Outlook, Loop) when changes are made. This ensures that everyone working on a project is always viewing the most recent updates, reducing the need for manual tracking.
How does Copilot simplify task tracking from meetings?
-Copilot extracts tasks discussed during meetings by referencing the transcript. It organizes these tasks and associates them with specific points in the meeting, making it easier to review and follow up on tasks after the meeting has concluded.
Where can users find more training and examples on using Microsoft Copilot effectively?
-Users can explore the 'Copilot Lab' by Microsoft, which offers guides on writing effective prompts and several examples. Additionally, Microsoft 365 provides free webinars and training courses tailored to different roles, helping users master Copilot in their daily tasks.
Outlines
📧 Task Management with Microsoft 365 Copilot
The paragraph introduces the concept of managing tasks using Microsoft 365 Copilot, a tool designed to streamline task management. The narrator demonstrates how to use Copilot within Outlook to extract action items from unread emails. By clicking on the Copilot icon, a pane opens with suggested prompts, and the user can type a custom prompt to identify tasks. The tool reads the emails and summarizes the required actions, providing citations to the original messages for context. The narrator also shows how to flag emails for later reference and how to transfer these tasks into Microsoft To Do for tracking. Additionally, the paragraph covers converting tasks into a table format for better organization and how to manage tasks within Microsoft Teams.
🗣️ Leveraging Copilot in Teams and Meetings
This section of the script delves into using Copilot to manage tasks within Microsoft Teams. It explains how to extract action items from team chats and channels by using the Copilot pane. The narrator then transitions to discussing meetings, showing how to use Copilot to capture action items during a meeting with the transcript feature enabled. The meeting's transcript is reviewed to ensure all tasks are captured, and the narrator demonstrates how to interact with Copilot post-meeting to ask questions and review the AI-generated transcript. The paragraph concludes with a look at how Copilot can assist in creating new project plans within Microsoft Word, including generating a table format of the plan.
🍪 Project Planning and Collaboration with Copilot
The final paragraph focuses on using Copilot for project planning and collaboration. The narrator starts by using Copilot in Word to generate a project plan for baking the world's largest chocolate chip cookie, which includes tasks, owners, and due dates. The plan is then refined into a table format. The paragraph continues with a demonstration of how to collaborate on this plan using Microsoft Loop, where the table can be copied and pasted into Loop for real-time updates and collaboration. The narrator shows how updates made in Loop are reflected across all shared instances of the table, including in emails, eliminating the need for constant email updates. The paragraph ends with a recommendation to explore Copilot Lab for prompt inspiration and to utilize Microsoft 365 Copilot training for mastering the tool.
Mindmap
Keywords
💡Microsoft 365 Copilot
💡Task Management
💡Outlook
💡Action Items
💡Flagging
💡Microsoft To Do
💡Table
💡Microsoft Teams
💡Transcript
💡Project Plan
💡Microsoft Loop
Highlights
Microsoft 365 Copilot simplifies task management across various applications.
Outlook inbox integration allows for task extraction from emails using Copilot.
Copilot can summarize action items and provide citations to the original email context.
Flagging emails in Outlook syncs with Microsoft To Do for task tracking.
Microsoft Teams conversations can also yield action items through Copilot.
Meeting transcripts in Teams can be analyzed by Copilot to extract action items.
Copilot assists in generating project plans directly within Microsoft Word.
Tasks can be converted into tables for better organization in Word using Copilot.
Microsoft Loop enables real-time collaboration and updating of project plans.
Loop components can be pasted into emails, maintaining live updates for all recipients.
Copilot can handle complex prompts, such as planning to bake the world's largest chocolate chip cookie.
The AI-generated project plan includes sections, tasks, owners, and due dates.
Dynamic collaboration in Loop allows for adjusting and sharing project plans easily.
Updates made in Loop are reflected in real-time across all shared instances, including emails.
Microsoft Copilot offers a seamless experience for managing tasks in daily used apps.
Kevin Cookie Company finds Copilot invaluable for task management and project planning.
Microsoft provides Copilot lab and training for mastering the tool in various roles.
Transcripts
Managing tasks can sometimes feel like juggling a thousand things at once, but with Microsoft
Copilot, it's never been easier to stay on top of it all. Today, in partnership with Microsoft,
we'll look at how you can supercharge your task management using Microsoft 365 Copilot. Let's
dive in. Here I am in my Outlook inbox, and we all spend so much time in email. In fact,
over on the left-hand side, you can see that I have three emails from today,
and they're probably action items for me hidden away in those emails. Let's see if we could use
Copilot to extract some of those tasks or follow-ups. In the top right-hand corner,
let's click on the Copilot icon. This opens up the Copilot pane, and up on top, I have some suggested
prompts that I could use, but I actually have my own in mind. So, let's go all the way down to the
bottom where we have this text field, and this is where I could type in my prompt. I'll type in,
do I have any action items in my unread emails today? Over on the left-hand side,
here I have those three messages. They're all unread, and they're from today. I've scoped it
to today, but you could also say from this week, or maybe last week, or maybe while I
was away on vacation, if you even want to follow up on those. Now that I've finished my prompt,
in the bottom right-hand corner, let's send that to Copilot to see what comes back. And what do
you know? It looks like I have three tasks from today in my inbox, one from Patti, one from Diego,
and another one from Alex. One of the really neat things is Copilot reads the message and
it summarizes what the action is. So here I can see a quick summary. It looks like Patti wants me
to create a video teaser. And if I want to see the original message or all of the context, of course,
I could go over to my inbox and find that message, or right over here, you'll see that it includes a
citation. When I click on this citation, it opens up the original message that Copilot based its
response on. So here I could read the original request from Patti. And over here from Diego,
I can click on this citation and there too, I can also see the original message.
Of course, I can see all of my different action items right here, and it's good to know what all
of them are. But to make sure I actually complete them, I probably want to add them to a to-do list
or some type of tracker. Over on the left-hand side, where I have all of my different emails,
when I hover over, you'll notice that there's a flag. Let me flag this message. When I click
on this, this is now highlighted. One of the really neat things over on the left-hand side,
I can now click into the To Do app. Let's click into that. This drops me into Microsoft To Do,
and here I can keep track of all of my different tasks. Right over here on the left-hand side
navigation, there's a category for flagged email. And when I click on this, here I can see all of
my different flagged emails. And there's that one email that I just flagged from Diego, request for
website updates. If I click into that task over on the right-hand side, here I could configure
all sorts of different options related to this task. For example, I could add a due date. Here I
could pick a category. I could even add additional files. Down at the bottom, I can also reference
the source email. And if I'd like to read more of the details, here I could click on open,
and that too also opens up the original source email. Here, I'll close out of this. I think I'd
actually like to track all of these tasks from my email today in a table, so let's see if we could
do that. In the top right-hand corner, I'll click on the Copilot icon again, and here I can see my
previous interaction with Copilot. Down below in the text field, let me try something else.
Let's convert these tasks into a table. Here, I'll click on send. It's now generated a table. And let
me actually expand it so we could see it a little bit better. Right up on top, I'll click on this
icon. That expands the pane. And here it's made a table that summarizes all of my action items. In
the first column, I have the sender. So, there I have my three different people, Patti, Diego, and
Alex. Then I have the action item, as well as any deadline that's mentioned in the message. So just
like this, I could also use this table to track all of my different follow-ups and action items.
Next up, let's see how Copilot can help us manage tasks directly in Microsoft Teams. Here I am now
in Microsoft Teams, and conversations in Teams are full of important action items. I'm currently in
a chat, but you could also use this in a channel that's part of a team. Here, I have a conversation
with Diego and Patti, and I want to know what are all of the different action items from this
conversation? Just like we saw in email, in the top right-hand corner, we have a Copilot icon.
I’ll click on this, and that opens up the Copilot pane over on the right-hand side. Here, I have a
text field and I can now type in my prompt. I'll type in extract all action items from this chat,
and let's see what comes back. Right up above, I can see that there are two follow-ups from
this conversation. I'll have to make sure to get that done. You can also use Copilot in Teams and
channels, just like you can in a chat. Of course, lots of different action items and follow-ups come
up in meetings. So next, let's click into the calendar and this opens up my calendar view, and
it looks like I actually already have a meeting in progress related to food safety and compliance, so
let me join this meeting. I'm now in the meeting with both Patti and Diego, and we've discussed a
number of different topics. At the very beginning of the meeting, we clicked on the Copilot icon
and we had to turn on a transcript, and we've been using that throughout the entire meeting. Because
we had the transcript and Copilot turned on, over on the right-hand side, I can now interact with
and ask questions to Copilot. Now we're wrapping up the meeting and I want to make sure that we've
captured all of the action items from this meeting. Down below in the text field,
I'll type in my prompt, what open action items are there? And let's send that. Above, I can now
see a list of all the different tasks that came up during this meeting. Here, I see that there's
a task related to allergen labeling update, and it gives me a summary of what that task is. But I can
also reference the original transcript where we talked about this action. Underneath this,
and similar to what we saw in email, if you hover over the citation, here I can see the
actual portion of the transcript where we talked about this task. It looks like I brought this item
up. If I go down a little bit, here we talk about a supplier check being needed. I'll hover over the
citation. And here, Diego talks about it. And if I go down a little bit more on number three,
here Patti brought up the need for more staff training. I now have everything that I need from
this meeting. I think we've captured all the different tasks. Up on top, I will now leave
this meeting. Although the meeting is now over, I can always go back to the AI transcript and I
can continue asking questions about the meeting. Here's that meeting on food safety and compliance.
I'll click into this and right up above, I have the option to click into a recap. When I do that,
down below, here I could click on transcript and I could review the AI generated transcript of this
meeting. And it even breaks it out by speaker. So that way I can review what Diego said and also
what Patti said. Over on the right-hand side, here I have the Copilot icon, and when I click on that,
that opens up the Copilot pane. And here I can see all previous interactions with Copilot and
there are all those different action items. This way we won't miss any of them. Up to this point,
we've mainly looked at how you can extract tasks from emails and Outlook and conversations in
Microsoft Teams. But you can also use Copilot to come up with entirely new actions and also project
plans. I'm in a brand-new Microsoft Word document and I'm on point to come up with a project plan.
Right here in line, I have the Copilot icon. I'll click on that and this opens up a text
field where I can type in my prompt. I'll enter in my prompt, give me a list of actions to bake
the largest chocolate chip cookie in the world. At the Kevin Cookie Company, we believe that will
drive a significant amount of publicity. Now that I've typed in my prompt, let's click on generate.
This has now generated an entire project plan to bake the world's largest chocolate chip cookie.
It looks like we start with some planning and preparation and we have to source the ingredients,
the equipment, and there are a lot of different steps involved. This will be a complex project,
but it's not quite the format that I want it in. I'd rather have it as a table. Down below,
I have this field and I can make additional refinements. So over here, I'll type in, turn
this into a table with the section, task, owner, and also due date. And let's send that. It's now
generated a table with a high-level plan of how we make this a reality. Here I see the section,
each individual task. I also see the owner. I took a best guess at what team is on point for making
this happen. And here it's also estimated a due date for when this task has to be completed. Now,
of course, this is the best guess and not everything will be 100% accurate, but it gives me
a really good starting point. I'll probably have to go in and I'll have to modify the owner as well
as some of the due dates. But again, I'm off to a great start. I want to collaborate with other
teams on this project plan. And for some dynamic collaboration, I think Microsoft Loop would work
really well. Over here, I'll select this entire table and then copy it by pressing Control C.
Then I'll head over to Microsoft Loop. I'm now in Microsoft Loop, and if you've never heard of Loop
before, check out the video up above in the top right-hand corner, and I've also included a link
down below in the description. And then I'll give you an overview of why and also when you
might want to use Loop. On this page, here I'll paste in the table that I copied from Word. And
here I see that project plan to bake the world's largest chocolate chip cookie. Within Loop, I can
continue interfacing with the Copilot. In the top right-hand corner, I'll click on the Copilot icon.
This opens up the Copilot pane. And down below, I'll type in a question. How many tasks does the
baking team have? I want to make sure that we don't overload them with too many tasks. Let's
send that. Up above, I can see all of the tasks that are currently assigned to the baking team,
and it looks like they have five different steps that they'll need to complete. There's quite a bit
on their plate. I now want to share this project plan with the broader team so we can all keep
it up to date. And this is where the magic of Loop comes in. Every time this table's updated,
it'll stay up to date for everyone, irrespective of where it's shared. To do that, up in the top
left-hand corner, let's click on these dots and then create a Loop component. It's now turned
this into a Loop component, and if I scroll up just a little bit, here I have the option
to copy this component. Let's click on copy. And here, I can see that it's now been copied. Let me
now go to my email. I'm now in Microsoft Outlook, and here, I'll paste in that Loop component. So,
I'll press Ctrl-V and that pastes it in. And when I say component, I'm really just pasting in that
table from the Loop page. Here, I see my table. Now you might be wondering, okay, so you paste
it in the table. What's magical about that? Let's go back into Microsoft Loop, and here, I see that
same table. But for this first step, it says that the research team is on point. At the Kevin Cookie
Company, we're not that big of a company. We don't have a research team. It's me. So, I'll type in
my name. Now I updated this in the original Loop page. Let's now go back to the email,
and when we look at the table in the email, you'll notice that it's also updated it to reflect that I
am now the owner. Even if I send out the email, if anyone comes in and makes updates to this table,
everyone will automatically see that update. So, we don't have to send emails back and forth every
time someone comes in and makes an update to this table. That way, we'll never have an outdated task
list again. This is truly magical. With Microsoft Copilot, managing tasks has never been easier
across all the apps we use every day. For us here at the Kevin Cookie Company, we've been loving
Copilot. Almost as much as we love our chocolate chip cookies. To get inspiration for prompts,
be sure to check out the Copilot lab made by Microsoft. You can click on the card right up
above. You'll find guides to writing powerful prompts, as well as several prompt examples.
And for those of you looking to really master Copilot, be sure to visit the Microsoft 365
Copilot training. You can click on the card right up above. These are training courses catered
specifically to different roles and functions like HR, finance, executives, operations, sales,
IT, and marketing. There, you can find webinars and other training events that will help make the
most out of Copilot in your everyday work. Best of all, they're completely free and they go on
all the time. So, you'll likely find one that suits your level, need, and also schedule. To
watch more videos like this one, please consider subscribing and I'll see you in the next video.
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