Use Copilot in Teams to Turn Broker and Committee Calls into Recaps

What This Does

Broker renewal calls and committee check-ins generate notes you'd otherwise type from memory afterward. Copilot's Intelligent Recap in Teams builds an AI summary of the call automatically, with discussion points and follow-ups, so you can search back through what was said in a past call instead of digging through your own notes.

Before You Start

• You're in a Microsoft Teams meeting (desktop, web and mobile all support this)
• Your account has an M365 Copilot (Premium) license. Check for a Copilot icon in the meeting toolbar, or ask your Microsoft 365 admin whether your seat includes it. A standard Teams plan does not include Intelligent Recap on its own (see Microsoft's pricing page)
• You've told anyone external on the call, including the broker or carrier rep, that the meeting is being recorded and summarized by AI, before the call starts

Steps

1. Find the AI feature

Intelligent Recap runs in the background of any Teams meeting where it's enabled for your org. You don't click anything mid-call. It builds from the event transcript, attendance data and any shared PowerPoint Live content. Microsoft's own documentation notes it can generate a summary even when recording and transcription are both switched off. In that case, no transcript or recording file is saved, only the AI-generated recap.

2. Tell it what you need

After the meeting ends, open the meeting entry in your Teams calendar and select Recap (or open the chat for that meeting). If you have a Copilot license, type follow-up questions directly in the recap pane, things like "What did the broker say about the stop-loss renewal number?"

3. Review and use the result

The recap shows an AI-written summary, chapter markers if the call had distinct segments, and a list of suggested follow-ups. Read it against your own memory of the call before you forward it. Anyone invited to the meeting can open the recap themselves. Questions you type into the recap pane stay visible only to you, not to the rest of the group.

Real Example

Scenario: A 45-minute renewal call with the dental and vision broker covers three plan options and a rate hold deadline.

What you type/do: You do nothing during the call. Afterward, you open the meeting in your calendar, select Recap, then type "What was the rate hold deadline the broker mentioned?" in the recap chat.

What you get: A short AI answer citing the point in the transcript where the broker stated the deadline, plus a full recap listing all three plan options and a follow-up item to confirm enrollment minimums.

Tips

• Recap data is stored in your organization's Microsoft 365 tenant region and governed by your org's own Teams retention and compliance policies, not by Microsoft directly. Ask IT if you need to know how long a recap is retained or who can pull it later.
• Intelligent Recap can capture a call even when the visible recording light is off. Don't rely on that indicator alone to judge whether a summary is being produced. State plainly at the start of external calls that the meeting is recorded and AI-summarized, and get a verbal okay from the broker or carrier rep before you continue.
• Recaps can include anything said out loud, including an off-the-cuff comment about a specific employee's claim or leave situation. If that happens on a call, flag that section for removal or ask a participant to redact it rather than forwarding the recap unedited.

Tool interfaces change. If a button has moved, look for similar AI/magic/smart options in the same menu area.