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Microsoft Copilot

  • Nurses
  • Programme leads
  • Practice development leads

Copilot in Teams meetings

Illustrated banner of a nursing team reviewing structured meeting actions and information governance rules
Where it helps

Non-confidential meetings — recaps and action lists for operational, project and teaching meetings with no personal information.

Do not use

Sensitive meetings — not with patients or families, or in safeguarding, supervision, HR or staff network meetings, unless explicitly approved.

Nurse must check

The recap is not the minutes — tell people first, check the recap against your notes, and remember transcripts may be disclosable.

Copilot can summarise Teams meetings, list actions and answer questions about what was said. For busy teams this can save real time. But a transcript is a detailed record of what people said, and in nursing many meetings are sensitive.

What it does​

1

Live transcription

Creates a speaker-attributed written record of who said what, subject to your organisation's Teams policy.

2

In-meeting Copilot

Answers live questions while the meeting is running (e.g. “What have we agreed so far?”).

3

Post-meeting recap

Drafts a summary, notes and action items after the meeting — which must still be checked before becoming official minutes.

Licensed users get the fullest features. Microsoft has been changing how transcription, recaps and the "meeting AI" controls work during 2026, so check your organisation's current settings and guidance rather than relying on what a colleague's screen shows.

When it can help vs. when not to use it​

Green · When it can help
  • Operational and project meetings with no personal information
  • Teaching sessions and team briefings, with everyone aware
  • Practice development and quality improvement meetings using de-identified information
Red · Do not record or use Copilot unless explicitly approved
  • Meetings with patients, service users or families (best interests, discharge, family meetings)
  • Safeguarding discussions and strategy meetings
  • Clinical supervision, restorative supervision and reflective practice
  • HR meetings (investigations, grievances, capability, sickness absence)
  • Staff network meetings and confidential conversations about discrimination or wellbeing

Good practice​

  1. Tell people at the start, and give them a chance to object before transcription or Copilot is switched on.
  2. Check the recap against your own memory and notes. Recaps can miss nuance, misattribute comments or present a suggestion as a decision.
  3. Keep the agreed record. A Copilot recap isn't automatically the meeting's minutes. Agree and save the official record in line with your records policy.
  4. Remember that transcripts are information too. They may be disclosable, for example under a subject access request (ICO, right of access) or, in public bodies, a freedom of information request. Ask your information governance team how long they are kept.

Quick self-check: Copilot in Teams Meetings​

Quick Clinical Self-Check

You are chairing an online safeguarding strategy discussion and restorative clinical supervision session on Microsoft Teams. A colleague suggests turning on Copilot transcription to save time writing notes. What should you do?