Transcribing a Microsoft Teams Call: Your Guide for Microsoft Copilot

The strategic value of artificial intelligence is undisputed, but what does the first step look like in practice? Many are searching for the “magic button” that will put an end to tedious note-taking. The good news: Transcribing a Microsoft Teams Call is easy! The feature is seamlessly integrated into your familiar interface. In this guide to Microsoft Copilot, we’ll show you step by step how to not only transcribe calls but also bring AI to life during your next call – and use it intelligently to boost efficiency.

Not quite convinced of the benefits of AI in Microsoft Teams telephony yet? Before you dive into the technical implementation: In our companion article, you’ll learn why switching from manual notes to AI-powered note-taking revolutionizes collaboration in your team and how using AI in Microsoft Teams calling can massively increase your focus time. Read the strategic background here: The Revolution in Microsoft Teams telephony.

Step 1: Laying the Groundwork – Recording and Transcribing Microsoft Teams Calls

Copilot needs a data foundation to work for you. Since it analyzes what is being said in real time, transcription must be enabled.

1. Start your call (whether internally via VoIP or externally via the dial pad)
2. Click the three dots (…) in the top menu bar of the call window
3. Navigate to the Record and Transcribe option
4. Select Start Transcription to activate the process

As soon as you start recording or transcribing your Teams call or meeting, Microsoft Teams notifies all participants that the conversation is being recorded. Transparency is not only legally important here, but also fosters trust during the conversation.

In many cases, companies do not need an additional AI license such as Microsoft 365 Copilot or Teams Premium for basic call transcription. Often, standard Microsoft 365 Business licenses combined with Teams Phone (for external calls) are sufficient.

Step 2: Activate Microsoft Copilot and Ask Questions in Real Time

As soon as transcription starts, your digital assistant is “awake.” You can now activate Microsoft Copilot directly during the call:

1. Click the colorful Copilot icon at the top of the menu
2. The Copilot panel opens on the right side of the screen
3. Here you can enter commands or ask questions even while the call is in progress. Give it a try: Just before the call ends, type: “Summarize the key points so far.” You’ll immediately receive a structured list. Or ask, “What budget was allocated for the project?”

To ask questions about the ongoing call, the transcription must have been running for a few minutes. This feature is therefore particularly useful for longer calls.

Step 3: Time Savings After the Call – Your AI Summary

The real magic happens after you hang up. You don’t have to painstakingly read through the entire transcript to find the key points. Thanks to the AI summary, you save valuable time.

1. In Microsoft Teams, go to the Calls section (left navigation bar)
2. Click on the relevant conversation in your call history
3. Select the Summary (or Recap) tab

Here, Microsoft 365 Copilot presents you with a perfectly organized overview.

You’ll see the key takeaways and, most importantly, a list of action items identified during the conversation.

Your Checklist: Why Can’t I Transcribe or Analyze the Microsoft Teams Call?

If you don’t see the options mentioned above or Copilot isn’t responding, it’s usually due to one of these three factors:

• Licenses & Features: Generally, you can transcribe Microsoft Teams calls with most business licenses. However: To use the intelligent AI summary and the chat feature, you must have an active Microsoft 365 Copilot license. A Teams Phone license is also required for external calls.
• Admin Settings: Even the best license is useless if the feature is disabled. Your IT administrator must have explicitly enabled both transcription and recording in the Calling Policies.
• Language Settings: Copilot is smart, but it needs to know which language is being spoken. Make sure the transcription language is set to “German” (or the relevant meeting language) at the start. Only then can the AI understand the context and create an accurate summary.

Conclusion: Why You Should Transcribe Your Microsoft Teams Calls

The decision to transcribe your Microsoft Teams calls is far more than just a technical “nice-to-have.” It’s a way to say goodbye to the double burden of listening and typing. When you firmly integrate transcription into your daily workflow, you transform fleeting conversations into valuable, searchable knowledge. With the AI summary, you not only reclaim focus time every day but also increase accountability in your projects – because no agreement gets lost in the hustle and bustle of daily life.

Ultimately, success with Microsoft Copilot isn’t a matter of technology, but of habit. Once you’ve experienced how liberating a phone call without a notepad can be, you won’t want to be without this digital assistant.

Do you have questions about implementation or the right licenses? The TwinCap First AG team is happy to help you take your Microsoft Teams telephony to the next level. Schedule a consultation now.