How Microsoft 365 and Copilot Can Boost Your Productivity by Streamlining Email and Meeting Management

Leverage the Microsoft 365 license subscription, which includes Outlook and Teams, along with a Copilot license to Create Smarter Email and Meeting Management Workflows.

Working Smarter with Microsoft 365 and Copilot

In today’s fast-paced work environment, staying organized is crucial. Copilot, integrated with Outlook and Teams, is an add-on license to Microsoft 365 subscription plans, such as Microsoft 365 Business Premium, Microsoft 365 E3, and Microsoft 365 E5, and empowers you to automate routine tasks, manage your inbox efficiently, prepare thoroughly for meetings, and seamlessly manage post-meeting actions. These Microsoft 365 plus Copilot workflows not only save time but also enhance productivity and collaboration across your team.

Here’s how you can harness the power of Copilot to create targeted rules in Outlook, prepare for meetings, generate summaries, and assign actionable follow-ups, all with ease.

Creating Outlook Rules with Copilot

If your inbox often feels overwhelming, Outlook rules can help you regain control. Ask Copilot to “create a rule that moves any email containing specific words, such as ‘project update,’ to the Project Updates folder.” Copilot will interpret your request, set up the rule, and confirm the action. This approach is perfect for automatically organizing emails by project, urgency, or any keywords that matter to you. Other rules can be created for automatic filing, prioritization, cleanup, system emails, reports, and recurring notifications.

An example of the Copilot request to “create rules in Outlook for specific words” is shown in the screenshot. Copilot provided three options for creating rules: Rule based on words in the subject or body, Rule based on words in the subject only, or Rule from an existing email. Copilot provided step-by-step instructions for each rule option. Copilot also offered to map out the exact rule setup for the scenario (including folder and category suggestions) based on the words you’re trying to filter and what you want to accomplish.

Here are some helpful tips for creating rules:

Use phrases instead of single words (“commission statement” instead of commission)
Create a catch-all folder to route low-priority keywords (newsletters, promos) out of your inbox.
Move critical rules to the top of Manage Rules & Alerts.
Combine rules with Categories, allowing you to visually scan priorities quickly.
Quick Step Automation assists you in creating buttons for tasks requiring multiple actions.

Preparing for Meetings with Outlook, Teams, and Copilot

Before your meeting, Copilot can analyze your calendar, recent emails, and shared documents to surface relevant information. You can ask Copilot to “summarize the latest discussion points from our last project meeting” or “gather all action items related to the Q1 review.” Copilot, Outlook, and Teams ensure you walk into meetings fully prepared, with all essential context at your fingertips.

Summarizing Meetings and Assigning Action Items

After the meeting, Copilot continues to add value by generating concise meeting summaries, highlighting key decisions, and action items. You can prompt Copilot with, “Summarize today’s meeting and list all follow-up items.” Continuously, Copilot helps you to assign these follow-up tasks directly to attendees, ensuring accountability by creating reminders and tasks in Outlook and Teams. This keeps everyone aligned and on track for the next steps.

Enhancing Productivity with Microsoft 365

Microsoft 365 Outlook, Teams, and the Copilot license provide you with a streamlined and organized email inbox, meeting preparation, meeting summarization, and assignment of actionable items. Why not try a Microsoft 365 subscription with a Copilot license? You’ll find your workday feels more efficient and organized.