Every week, I’m pulled into multiple email threads where several internal teams need to align on something quickly. Whether it’s quoting, project coordination, or account strategy, the solution is often simple: set a meeting. But setting that meeting? That’s historically been anything but simple.
We use Microsoft Teams for internal collaboration, and coordinating a meeting has often meant scrolling through individual calendars, juggling overlapping commitments, and dealing with the infamous “I’m free if you’re free” game. Sometimes it works smoothly, but more often, it turns into a multi-thread conversation just to find a single 30-minute block of time.
Not anymore. Microsoft Copilot in Outlook changes the game. With one click, it finds a time, creates the invite, and get this… it even summarizes the entire email thread and includes it in the meeting invite. It’s one of those small, smart automations that has a big impact on productivity. Here’s how it works.
How to Use Copilot to Schedule a Meeting in Outlook
This feature is available in the new Outlook for Windows, Outlook on the web, and Outlook for Mac (preview). Here’s a walkthrough of what Copilot can do when you’re trying to schedule a meeting based on an email conversation.
- Start with the Email Thread
You’re in an email thread that clearly needs a meeting to move things forward. Open the thread in Outlook.
- Click the Schedule with Copilot Icon
At the top of the email, click the Schedule with Copilot icon. This opens a meeting invite window.
- Generate a Meeting Invite Automatically
Copilot scans the email thread and identifies the participants, the intent, and the best times to meet based on everyone’s availability.
It then creates a draft invite that includes:
- Proposed meeting time based on everyone’s calendar availability
- Summary of the email conversation
- Suggested agenda (if applicable)
- Meeting location (typically Microsoft Teams if enabled)
- Review and Send
Once Copilot generates the draft, you can quickly review it, make any tweaks (if needed), and click Send.
Why This Matters
In fast-paced environments like ours at Platinum Systems, time is money. Copilot saves you from:
- Manually checking calendars across teams
- Back-and-forth email exchanges to confirm availability
- Wasting time summarizing what the meeting is about for attendees
Instead, you get a ready-to-send invite with all the context included. Everyone shows up informed, aligned, and ready to get to work.
A Small Click with a Big Impact
This is a perfect example of how AI, when integrated thoughtfully, can make our workdays smoother. You don’t need a training course or a workflow change, just a better way to do what you’re already doing.
At Platinum Systems, we’re always looking for tools like this that increase efficiency, collaboration, and focus. If you’re already using Microsoft 365, Copilot is likely already within reach.
Need help exploring how to make the most of tools like Copilot or Teams? We’re here to help you streamline, secure, and scale. Enter your info below to connect with Dan to schedule a free AI consultation.
About the Author
Dan Schlicht is the Director of Sales Support at Platinum Systems and a long-time champion of smarter, more efficient business operations. Since 2001, he’s helped shape the company’s approach to quoting, marketing, and managed services, blending real-world experience with a sharp eye for emerging tech. Dan integrates AI into his daily workflow… Primary daily AI uses assist him in creating scopes of work, streamlining quoting processes, conducting research, and much more. He is continually finding new ways to boost productivity and drive value for both internal teams and partners. He’s passionate about making AI tools like Microsoft Copilot practical, accessible, and impactful in the workplace.
