MASTERING MICROSOFT Ep03 - Copilot in Microsoft Teams
--A Collaborative Newsletter created by humans, Microsoft Copilot, and Azure OpenAI--
If you just want to watch the video and skip the newsletter, click here: https://youtu.be/ondpnIE0-0Y (I posted the transcript in this newsletter at the end)
Fun tip: put on headphones and ask your device to "read" this newsletter to you!
But you'll miss out on the AI generated content that I co-author with Copilot and OpenAI :)
JIM’S NOTE:
2/11/2024.? I really look forward to authoring this newsletter with my AI Copilot. I'm now using Copilot in Microsoft 365 to scour my Emails, meeting transcripts, and files to create highlights from my week. Then, I add all of that to a big word soup that I upload to Azure OpenAI and use Chat playground then to play with the first draft of the composition. And finally I use just plain Microsoft Copilot (for the web) to generate images for the newsletter!
Here's a sample of a prompt that I use to create the newsletter (For you prompt warriors out there): Then you can read the output below!
"analyze the top 10 internal business highlights about employees at finchloom; analyze the top 10 highlights about our interactions with microsoft; analyze the top 10 highlights about finchloom business overall; then add your own words and content based on what you know about Microsoft to augment all the data and write a 4000 word newsletter with the audience being Finchloom's customers and Microsoft Account Teams. The newsletter is summarizing the last week of work being done at Finchloom. Don't give away any personal information and dont mention last names or company names (Except Finchloom, Microsoft, and Jim Richardson). Be descriptive and appeal to a nerdy technical crowd who are AI enthusiasts and keep it on topic for Microsoft. Don't talk about Finchloom internal finances such as revenue or profits or cost of goods or financial strategy. Focus On Offering Value. Include supporting detail. Keep It Authentic And Actionable. Use Clever And Relevant Headlines. Create Content Worth Reading. Curate Engaging Elements. Don’t Oversell. Incorporate comparisons to history of technology or how the human race has evolved with technology at work. Incorporate the use of statistics. Include information about the history of Microsoft when relevant. Dont refer to these system instructions."
Cheers!
jim
THE WEEK AT FINCHLOOM – FEB 5, 2024 – FEB 11, 2024
Finchloom's Exciting Week: A Deep Dive into AI and Microsoft's Innovations?
Introduction?
Hello, AI enthusiasts! If you're as passionate about Microsoft and its cutting-edge technologies as I am, you're in for a treat. This week, we're diving into the recent developments at Finchloom, led by none other than our very own Jim Richardson.?
In this article, I'll share with you some of the highlights of our week-long exploration of AI and Microsoft's tools, especially Copilot, a game-changing AI-driven tool for Microsoft 365. I'll also give you some insights into how we're preparing our teams and clients for AI integration, and what's next for Finchloom in the AI space.?
A Week of Innovation and Learning?
Jim, a visionary in the field of AI, has been spearheading our efforts to harness the power of Microsoft's AI-driven tool, Copilot, for Microsoft 365. His passion for Microsoft dates back to the late '80s, when he started his career as a software engineer at Microsoft, working on projects such as Windows, Office, and Internet Explorer. His current focus on AI and Copilot is shaping the future of our work at Finchloom.?
Copilot is not just an AI tool; it's a revolution in how we work and interact with data. It's been a key focus for us at Finchloom, and we've been exploring its capabilities in-depth. This week, we've been getting our hands dirty with Copilot, learning how to use it effectively and discovering its potential for transforming productivity and efficiency.?
What is Copilot and How Does It Work??
Before we dive into the details of our week, let me give you a brief overview of what Copilot is and how it works. Copilot is a cloud-based AI service that works with Microsoft 365 applications, such as Word, Outlook, PowerPoint, and Excel. It helps users create, edit, and format documents, emails, presentations, and spreadsheets, using natural language and contextual cues.?
Copilot uses a combination of natural language processing, machine learning, and knowledge graphs to understand the user's intent and provide relevant suggestions and assistance. For example, Copilot can help you write a professional email, create a persuasive presentation, or analyze a complex dataset, by offering you suggestions, templates, insights, and data sources. Copilot can also help you research topics, find facts, and cite sources, using Bing's search engine and Microsoft's academic graph.?
Copilot is designed to be a collaborative and adaptive tool, that learns from your feedback and preferences, and adjusts to your style and tone. It also respects your data privacy and security, and allows you to control what data is ingested and shared by the AI.?
Preparing for AI: The First Step?
Our journey with Copilot began with a focus on preparing our teams and clients for AI integration. We've been working on enabling Microsoft search and activating Copilot, which provides protected AI search, research, and composition capabilities within an organization. This is the first step towards an AI-ready organization, and it's been an exciting journey so far.?
Enabling Microsoft search and activating Copilot requires some configuration and customization, depending on the organization's needs and goals. We've been helping our clients set up their Microsoft 365 tenant, configure their search settings, and activate Copilot for their users. We've also been educating them on how to use Copilot effectively and responsibly, and how to provide feedback to the AI.?
According to Microsoft, enabling Microsoft search and activating Copilot can bring many benefits to an organization, such as:?
Microsoft 365 Readiness: The Next Level?
Moving up the stream, our work has centered on Copilot for Microsoft 365 readiness. This involves scrutinizing existing data structures and looking for oversharing and data sprawl. We've been reviewing SharePoint structures and implementing data protection and labeling practices. It's a challenging task, but we're committed to ensuring our clients are ready for AI integration.?
Data protection and labeling are essential for managing data access and security in an AI-driven environment. We've been helping our clients apply sensitivity and retention labels to their documents, emails, and other data sources, to classify and protect their data. We've also been helping them apply information barriers and data loss prevention policies, to prevent unauthorized or accidental sharing of data.?
According to Microsoft, data protection and labeling can help an organization achieve the following objectives:?
领英推荐
Admin Controls and Document Tagging?
One of the highlights of the week was exploring the administrative controls that limit the amount of data ingested into the AI's index. Jim discussed the possibility of tagging documents to prevent them from being ingested by the AI. This is a crucial step towards ensuring data security and privacy in an AI-driven environment.?
Tagging documents to exclude them from the AI's index is a simple but powerful way to control what data is available for the AI to use and suggest. We've been experimenting with different ways to tag documents, such as using metadata, keywords, or prefixes. We've also been testing the impact of tagging on the AI's performance and accuracy.?
According to Microsoft, tagging documents to exclude them from the AI's index can help an organization achieve the following outcomes:?
The Future of AI at Finchloom?
The week was filled with deep dives, technical explorations, and plenty of learning. But what's next for Finchloom? We're looking forward to expanding our work with Copilot and delving deeper into Microsoft's AI offerings. Jim's vision for AI at Finchloom is inspiring, and we can't wait to see where this journey takes us.?
Some of the areas that we're interested in exploring further are:?
- Copilot for Teams: How can we use Copilot to enhance collaboration and communication within and across teams, using Microsoft Teams as the hub for teamwork??
- Copilot for Power Platform: How can we use Copilot to create and customize apps, workflows, and dashboards, using Microsoft's low-code platform, Power Platform??
- Copilot for Dynamics 365: How can we use Copilot to optimize business processes and customer relationships, using Microsoft's cloud-based business applications, Dynamics 365??
Wrapping Up?
This week at Finchloom has been an exciting exploration of AI and Microsoft's innovative tools. We've learned, we've grown, and we've taken significant strides towards an AI-ready future. And this is just the beginning. With Jim Richardson at the helm, we're ready to dive deeper into the world of AI and continue pushing the boundaries of what's possible with Microsoft.?
Stay tuned, AI enthusiasts. The future is here, and it's more exciting than ever.?
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TRANSCRIPT of video from YouTube: https://youtu.be/ondpnIE0-0Y
MASTERING MICROSOFT Ep03 - Copilot in Microsoft Teams?
Welcome to Episode 3 of Mastering Microsoft. My name is Jim Richardson, founder of Finchloom, and today's episode is all about Copilot in Microsoft Teams. That's all we're going to be talking about today. So the agenda is as follows. I'll start with a little speech called Imaginal World. Then we'll go into the two ways you can use Copilot in Microsoft Teams. The first is in chat and channels and then the other is in meetings and phone calls. Then we'll get into our famous segment called Prompt Practice where I'll actually go in and do some live prompting with the system and hopefully that will give you some ideas and some some some training on how you can do it. And then we'll finish our our little presentation.?
So let's start with this. Imagine a world where we have meetings at work and as you know, meetings are one of the most common forms of information exchange. This is where we all get together, usually face to face in the old days, but now hybrid where some people join on ATV or on a screen and we exchange information with one another and this type of information is the most personal type of information. It's things like action items, decisions that we make as a team, announcements that we make to a group, ideas that individuals come up with and then expand upon in brainstorming sessions, and also feelings, feelings of resentment or fear. Or maybe you're not sure if you can complete a topic or a task at work. These are all things that we express when we're sitting in a meeting. So imagine a world where all of that information is captured and kept and indexed, and an AI copilot remembers it all and can go find it for you so that you can do these three things, catch up, create and ask. So let's talk about how copilot can do that for you in Microsoft Teams.?
If you have copilot for Microsoft 365 subscription, then you have copilot in Microsoft Teams. You'll notice it because when you open Teams, you'll see the little copilot logo when you're in a meeting. And that's the one of the first things that you can do is record your meetings and your calls and when you finish those calls, they'll be transcripted. So this ensures an accurate and complete record of all the discussions you have in your company. So I would recommend that you try and record your meetings by default and turn off the recordings when the meeting is of a sensitive nature. That way you're capturing all the daily activity that people communicate in their meetings and then your phone calls. That's up to you. If you use team's phone, you can turn on the transcription and then you have a a recording basically of your phone calls that you can refer back to. And I know that's useful for companies that deal with customer service or they have call centers. They want to make sure that they're looking for things in those transcripts for customer sentiment and issues to escalate and that sort of thing. So then I want to talk about where you can access copilot in Teams. So the first is you can use the desktop edition. If you have the desktop edition of Teams, you'll find copilot within a chat, within a channel and within a meeting. But sometimes you want to access some of the data that you can't use in those areas. So you can also go out and use Microsoft 365 chat to access Teams data. So there's two ways you can get to it, and I'm going to show you both. The first way I'm going to show you is using Copilot in Microsoft Teams within a chat or within a channel. And when you do that, it allows you to highlight or summarize or search for action items or open things that are unresolved within your chats. Now it only goes back 30 days, so remember that also within a team's channel. So if you have a channel with a lot of chatter, you can also go back in and summarize that.?
Using Copilot in chat and channels?
Here is my team's client and here is a chat that we have internally and we've got a ton of information in this chat. So I'm going to just go into this chat. Maybe I was just recently added to the chat and I'll open copilot and I'll ask it for some highlights, highlights from the past day of what people have written in this chat channel. And it gives me sort of a a bulleted key take away of what was said. And then you can you can dive deeper into those topics. You can also see references to where they exist in that chat and it'll take you directly to that area. So that's one way you can use copilot in a chat to summarize things. The other thing that you can do is use copilot in a team. So if you're here in a team like we use a team for all of our employees and that of course gets very busy, you have to go into a chat that has a lot of replies. So here in our general channel, we post stuff like so post of the year, right? And then we have 8 replies. If you click on that link that says 8 replies, it takes you to the full post and that's where the copilot button appears. And you can highlight things from this post, but it doesn't actually search through the entire channel. So that's where I believe you can make better use in using the Microsoft 365 chat tool.?
Using Copilot in Microsoft 365 chat?
When you use the Microsoft 365 chat tool, it also has access to your chats and your meeting transcript. So if I just go to copilot chat, I can ask it to catch up on my team's messages about a topic and say copilot and that one will go out and summarize everything that I've talked about this week in terms of that topic. So here comes the bullets of all the things mentioning different chats I have and it includes those hyperlinks so you can link directly to the chat in Teams. Also you can use copilot in Microsoft Teams for meetings.?
Using Copilot in meetings and phone calls?
And one of the things I like to do before I go to a meeting is prepare for it and you can use the Microsoft 365 chat to prepare for your next meetings. So I'll start with a simple prompt like list all my meetings for tomorrow. Here's a boot camp that I'm going to to learn about how to deploy copilot have a doctor's appointment. I have a weekly check in with our partner consultant modern work special. Let's let's talk about that one. Tell me more about the modern work specialization. And you notice here down at the bottom, there are some suggested questions that AI prompts to help you further the conversation. Now, of course, you can always ask anything you want in the prompt, but some of this stuff might be more relevant and easier to type. So I just clicked on that and it's gonna tell me more about this meeting that I've organized. And this time it's going a little bit further and it's looking at the meeting itself, any emails that relate to it and any chats that relate to it. So this gives me a good understanding of this meeting and what I need to do and what can I do to prepare for this meeting. And that'll go out and see if there's any action items or anything that I promised anybody in preparation for this meeting. ?
Hopefully it comes back and says you don't have any action items, you're good to go. Ah, look at this. It's giving me some suggestions to recap certain emails before I go into the meeting and that's a good idea so I can look here at the reference and see different areas we can go to to catch up before we go to our meeting. So that's the 1st way that we use copilot with teams is in preparing and researching items to get ready for our meetings. Then the second one is kind of cool. This is I guess the killer feature of copilot and Microsoft Teams. It's how you use it during a meeting. So if you're ever late to a meeting and you don't want to disturb everybody and say wait time out, please start over. Now that I'm here, you can use the copilot button within your meeting to catch you up. Now, that's only if you're more than 5 minutes late to the meeting and only if you're recording the meeting, if it has a transcript, so that's another. That's a cool feature. ?
The other thing you can do during a meeting, let's say you're a participant and the speaker's talking and maybe they're talking a bit over your head, you can ask copilot to explain something to you. So I know a lot of people are afraid to ask that question. What does that word mean that you just said? So just ask copilot in the background and you don't have to raise your hand. And then finally, as you're approaching the end of your meeting and you get that little note that says 5 minutes to go, ask copilot to give you a wrap up. And it'll give you some clear steps to wrap up your meeting and get this thing ended in a good way that you have some actionable items and some next steps. So that's during a meeting and that's within the meeting window. So here I'll try to show it to you, but it's going to look funny when you see my face. Basically here I'm in my meeting window for this particular meeting and then down here I can use the prompt generator to say recap the meeting so far and this will give me a catch up. So those are the key topics that have been discussed so far in this meeting. And as a participant, I can ask explain what Copilot in Teams is so I don't have to bother the presenter. There you go. Now that I've recapped, I can close the Copilot window and focus back on my meeting. Then the last thing is after your meeting, when your meeting is done, the system needs a minute to compile the video and complete transcript. But once you've done that, you can then go in and ask for a recap of the meeting. And you can do this at any time. So you can go to a meeting that you had yesterday or the week before and ask for a recap. And then also you can copy that recap and send that recap out to the meeting participants via e-mail. Then you can also inquire ?
Ask copilot for insights on your meeting. Maybe you can ask for an explanation of what was said or ask it to recap the important key details. So over here if I go to my calendar, I can go back to an old meeting that I had and if I double click the meeting it shows that we both have a recording and a transcript. So if I go to the recap tab, the recap tab shows me copilot and before I click that button I just want to mention you might have heard of the feature called Intelligent Recap. This is part of the team's premium license that's an add on to Teams. It's not part of Copilot. So I don't see any AI powered notes here, whereas anybody else in this meeting that has Teams Premium would see those notes. Instead I click on the Copilot button and that opens my Copilot window and it I can recap key topics from the meeting. I can look for different perspectives by topic, etcetera, etcetera. Let's see what this answer is. We have some agreement. We have some disagreement. That's great. All right. And then lastly is our segment called Prompt Practice. And this is where I actually open up the Microsoft 365 Chat copilot and I actually prompt with it and see what we get. And as you know, chat is a living, breathing thing. So results may vary. And whenever you're in chat, make sure you're switching to work so it can access your team's data. So let's start with something like chat statistics and see if that gives me anything interesting. So this has a presentation. OK, interesting. ?
So I want copilot to tell me who I've chatted with the most over the last 30 days. So here it goes. It's pulling data out of my chats about all these different things I talked to people about. Which person did I chat with the most over the last 30 days? Just a little fun thing to look up and kind of see who you were talking to the most. Jimmy Benson is the winner. Way to go Jimmy. And then I have a prompt here. Teams messages about copilot, new chat. OK, so summarize in bullet form all the Teams messages I've had about Copilot and that should take that instruction with the queue to give me, give it to me in bullet form, read the data, which is Teams messages, not my e-mail, not my calendar, not my files and then return a summary in Bullet format. Let's see if it's right. Nice. And then I remember about a week ago, A-Team member sent me a Teams chat in a channel and said that Teams was having an outage, but I don't remember hearing if that was ever resolved. So here, let me see if there was ever did or was there was there ever a resolution of Teams outages reported by Terry? Let's see if it's able to go back through all of our chat history and see if it finds anything. OK, it looks like it couldn't. Was Teams outage resolved? Let's see if we can narrow that down a little bit. Yes, there was a Teams outage that occurred January 26th. Terry sent an e-mail. The estimated time for completion was about an hour and it shows the references where it got that. So it may not only look in chats unless you direct it to, it may go beyond that to get the information you're looking for. So that was a good, a good prompt. Now we're going to get into some meetings prompting and I believe meeting transcription is one of the most important pieces of data you can keep in your organization. So let's start with this. I want to see a list of all the meetings, list of meetings with recordings from the last 30 days. I've had a total of 25 meetings in the last 30 days that have been recorded, and it's giving me an overview of all of those meetings, along with links to access those meetings and their recordings and their transcripts. Give me oh, how about this? I'm going to start a new chat just because I want to clear that from my memory, I missed the last sales meeting. I'm going to talk in natural language the way I would talk to a Co worker and this also brings up a new kind of work method that we have where I don't go to every meeting that I'm invited to. Sometimes I just respond with maybe and I know that they're going to record the meeting so later I can just catch up. Remember, you have to be invited to the meeting to have access to it. So that's something you can do in your work life, is ask to be invited to the meetings and simply know that you're not going to attend because you're optional and you're just using that as a way to catch up. ?
OK, now here's another prompt. Remember we said that we met with Jimmy? He, he's the person I chat with the most. When's my next meeting with? And remember, that's the/ We can use the/ to reference people. So I'm going to use the/ and reference Jimmy Benson and that's when's my next meeting because I want to prepare for it. So let's see when that next meeting is and what it's about and I'll just start pre typing. What can I do to prepare? So it looks like I have a group meeting with Jimmy. That's the next one I have with him. What can I do to prepare? Well, that's great to prepare. I can review a statement of work that he sent, plus an adoption page that'll get me back on topic so we can resume our discussion. I want to start putting together an agenda for that all hands meeting and include an ice breaker. So watch as I use copilot to help me create. So far I've just been asking and summarizing things and let's say create a agenda for the all hands meeting and give me some ideas for Ice Breakers. Now remember AI is just a copilot. It's meant to start your work and give you a head start. It's not meant to take your job. So what it's going to give me here is not going to be good enough. You can't just copy paste it into your meeting and go. But this is a good starting point. Gives me a head start so I can copy. I can use the copy button here, paste this into a empty event agenda and just update it, you know, with things that I want to put in on top of it. And then look at this. It gives me ideas for Ice Breakers that I can use. And then maybe a virtual scavenger hunt. Sounds interesting. Tell me more about how to do the virtual scavenger hunt. Couple more example prompts with meeting emotions that may be tied to a specific meeting. If you go into your list of meetings. If it was recorded, you can open the recap tab at the top and then open copilot and ask for sentiment was what was the overall sentiment in this particular meeting and see if it's able to detect and respond. The overall sentiment was positive and respectful. There were no signs of conflict, frustration or anger in the transcript. So that's that's a way to do that and look for indications or signals where someone might be upset or really happy about something or excited about something. And maybe there's ways you can hear people that feel unheard by reviewing emotions in chat transcript. This is one of the prompts I like to use. Every Friday. I summarize the last week at Finchloom and I paste that into Copilot for Microsoft 365 and it spits out a really nice long list of what happened this week. And that really gives me a moment to reflect. But also think about anything I owe anybody in terms of action items, things I want to follow up on in terms of what's due, anything like that. So if if you ask it that query to summarize, then you can deep dive and do some other things, like what documents did I write last week? Oh boy, I read a lot of stuff. And then there'll be some additional things that here you tell me about the Pro Services project review meeting, 28 projects in total, bullet list, the 28 projects. Let's see if we can do that. I'm really pushing the limits of this Copilot. So that's the last prompt I have in prompt practice and that's the last slide I have in this presentation. So thanks again for watching Episode 3, Copilot in Microsoft Teams. I hope this was valuable information you can take and start practicing with your meetings, recapping, getting valuable insights into what's happened in the past so that you can be more productive and prepared in the future. My name is Jim Richardson. Again, thank you for joining us and have a great day.