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Quick Answer

In Outlook, click the Summary by Copilot button at the top of an email thread. In Word, click the Copilot icon in the margin. In Teams, use the Copilot chat to ask 'Summarize my unread messages from yesterday'.

How to Use Copilot to Summarize Emails, Documents, and Meetings ​

Applies to: Microsoft 365, Outlook, Teams, Word, Copilot for Microsoft 365
Article Type: How-To
Last Updated: 2026-07-10

Summary ​

If you return from vacation to a massive email thread or are handed a 40-page report right before a meeting, Microsoft Copilot can read it for you and provide a concise summary. This guide shows you how to use Copilot's summarization features across Outlook, Word, and Teams.

Prerequisites ​

  • You must have a Copilot for Microsoft 365 license assigned by your company
  • You must be signed in to your Microsoft 365 apps with your work account

Instructions ​

1. Summarize a Long Email Thread in Outlook ​

When you are copied on an email chain with dozens of replies, let Copilot pull out the key decisions.

In New Outlook (Windows/Mac) or Outlook on the Web:

  1. Open the email thread you want to summarize.
  2. Look for the Summary by Copilot box at the top of the email, below the subject line.
  3. Click Summarize.
  4. Copilot will scan the entire thread and generate a bulleted list of the main points, who said what, and any pending questions.
  5. Click the hyperlinked numbers at the end of each bullet point to jump to the exact email message that the information came from.

2. Summarize a Document in Word ​

Need the "TL;DR" (Too Long; Didn't Read) for a massive proposal or report?

  1. Open the document in the Word desktop app or Word for the Web.
  2. Click the Copilot icon on the Home tab of the ribbon (it looks like a colorful ring).
  3. In the Copilot chat pane on the right side of the screen, click Summarize this document (or type that phrase into the chat box).
  4. Copilot reads the file and outputs a summary.
  5. You can ask follow-up questions, like: "What are the main risks mentioned in this document?" or "Summarize section 4 in two sentences."

TIP

You can also summarize PDFs! Open the Copilot app (or go to copilot.microsoft.com), click the paperclip icon to attach your PDF, and type "Summarize this file."

3. Summarize a Teams Meeting (After it Ends) ​

If a meeting was recorded and transcribed, you can get a recap without watching the whole video.

  1. Open Teams and go to the Chat or Channel where the meeting took place.
  2. Click on the meeting event to open its details.
  3. Click the Recap tab at the top.
  4. You will see an AI-generated summary of the meeting, organized by topic, along with automated action items.
  5. Click the Copilot tab to ask specific questions, like "What was the final decision on the budget?" or "Did anyone mention my name?"

4. Summarize a Teams Chat ​

If you step away for lunch and your team chat blows up with 50 new messages, you don't have to scroll through all of them.

  1. Open the chat in Teams.
  2. Click the Copilot icon in the top right corner of the chat window.
  3. Select Highlights from the past day (or 7 days, or 30 days).
  4. Copilot generates a summary of the conversation, extracting the main topics and decisions.

5. Verify the Summary (Trust, but Verify) ​

Copilot is highly advanced, but it is an AI and can sometimes hallucinate or misinterpret context (especially sarcasm or complex technical nuances).

  1. Always read the summary with a critical eye.
  2. Use the citation links (the small numbers next to Copilot's statements) to jump to the source text and verify the AI's interpretation.
  3. Do not make critical business decisions based solely on an AI summary without checking the source material.

Troubleshooting ​

WARNING

If you are trying to summarize a document and Copilot says it can't access it, check the file's Sensitivity Label. Highly confidential files may block AI access to prevent data leakage.

Symptom / ErrorPotential CauseSolution
No "Summary by Copilot" button in OutlookUsing Classic OutlookSwitch the toggle in the top right corner to New Outlook
Copilot icon is missing in WordLicense issue or not signed inVerify you are signed in with your work email. If the icon is still missing, ask IT to assign you a Microsoft 365 Copilot license
Teams meeting has no Recap tabTranscription was turned offThe meeting must be recorded/transcribed for Copilot to summarize it
Copilot says the document is too longFile exceeds Copilot's memory limitSummarize the document in sections (e.g., "Summarize pages 1-10")
Summary is vague or unhelpfulThe source material lacks structureAsk specific questions instead (e.g., "What are the action items?" rather than "Summarize")