Meeting Notes in Microsoft Teams offers a seamless way to capture and share important information during meetings. This feature allows participants to jot down agendas, key discussion points, and follow-up tasks, all within the Teams app. In this guide, we'll explore how to effectively use Meeting Notes before, during, and after your meetings.

Important Points to Consider:

  • Only individuals within your organization can start or access Meeting Notes; guests do not have this capability.
  • Meeting Notes are unavailable in meetings with more than 20 participants.
  • You can access notes only if you were invited to the meeting before the notes were created.

Note: For recurring meetings, the notes carry over, and each session creates a new section within the Meeting Notes.

Taking Notes During a Meeting

Step 1: While in an ongoing Teams meeting, click on the More options (three dots) icon in the meeting controls.

Step 2: From the menu that appears, select Show meeting notes. This will open the Meeting Notes pane on the right side of the meeting window.

Step 3: If notes have not been taken for this meeting yet, you'll see a prompt saying "Go ahead and start taking notes!" Click on Take notes to begin capturing your meeting notes.

Step 4: Begin typing your notes in the editor. You can format your text using the formatting tools at the top, and use the @ symbol to mention other participants or add specific notes for them.

Step 5: To organize your notes, you can add separate sections. Click on the + icon to create a new section within the notes.

Taking Notes Before a Meeting

Step 1: Open Microsoft Teams and navigate to the Calendar tab on the left navigation bar.

Step 2: Locate the upcoming meeting for which you want to add notes, and click on it to open the meeting details.

Step 3: In the meeting details window, click on the Meeting notes tab located at the top.

Step 4: Click on the Take notes button to start adding notes for the meeting.

Step 5: Add your meeting agenda, objectives, or any important points you wish to discuss. Use the formatting options to highlight key information and the @ symbol to mention specific participants.

Note: Currently, notes can be accessed beforehand only for meetings that do not take place within a channel.

Accessing and Adding Notes After a Meeting

For Channel Meetings:

Step 1: Navigate to the Teams tab on the left navigation bar, and select the channel where the meeting occurred.

Step 2: Find the post associated with the meeting, and click on Show notes in full screen to view and edit the notes.

For Private Meetings:

Step 1: Click on the Chat tab from the left navigation bar, and locate the meeting chat in your list of conversations.

Step 2: In the meeting chat window, click on the Meeting notes tab at the top to access the notes from that meeting.

Utilizing Meeting Notes in Microsoft Teams streamlines the process of capturing and sharing important information. By keeping all notes centralized within the app, you enhance collaboration and ensure that all team members have access to the meeting's key points and action items.