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Red Flags to Know","\u002Fguides\u002Fis-ai-app-scam",[877,878,879,880],"is ai app a scam","fake chatgpt app","ai app subscription trap","how to spot fake ai apps",{"title":882,"path":883,"category":121,"format":36,"keywords":884},"Is ChatGPT Free? 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Photos","\u002Fguides\u002Fmyheritage-ai-animate-photos",[940,941,942,943],"myheritage animate photo","deep nostalgia myheritage","colorize old photos ai","animate old photo ai",{"title":945,"path":946,"category":70,"format":18,"keywords":947},"How to Opt Out of AI Training and Delete Your Chat History","\u002Fguides\u002Fopt-out-ai-training-delete-data",[948,949,950,951],"delete chatgpt history opt out","opt out ai training data","how to delete chatgpt history","google gemini data privacy settings",{"title":953,"path":954,"category":27,"format":18,"keywords":955},"How to Plan Your Garden with AI: A Season-by-Season Guide","\u002Fguides\u002Fplan-garden-with-ai",[956,957,958,959],"plan garden with ai","ai gardening planner","chatgpt garden plan","ai vegetable garden planner",{"title":961,"path":962,"category":27,"format":202,"keywords":963},"How to Plan a Whole Vacation with ChatGPT (Real Itinerary)","\u002Fguides\u002Fplan-vacation-with-chatgpt",[964,965,966,967],"chatgpt travel planning","plan vacation with chatgpt","ai itinerary planner","chatgpt trip itinerary",{"title":969,"path":970,"category":27,"format":18,"keywords":971},"How to Restore Old Family Photos with AI (Free Tools)","\u002Fguides\u002Frestore-old-photos-ai",[972,973,974,975],"ai photo restoration","restore old photos free","ai fix old photos","repair damaged photos ai",{"title":977,"path":978,"category":70,"format":18,"keywords":979},"How to Spot AI-Generated Photos (Fake Profiles, Fake Products)","\u002Fguides\u002Fspot-ai-generated-photos",[980,981,982,983],"ai generated image detection","spot ai generated photos","fake ai images","ai photo detection",{"title":985,"path":986,"category":70,"format":18,"keywords":987},"AI Phishing Emails: How to Spot Scams Now That the Grammar Is Perfect","\u002Fguides\u002Fspot-ai-phishing-emails",[988,989,990,991],"ai phishing email","spot phishing email","ai generated phishing","how to identify email scams",{"title":993,"path":994,"category":17,"format":18,"keywords":995},"How to Set Up Your Tablet for AI: iPad and Android Step by Step","\u002Fguides\u002Ftablet-setup-ai-beginners",[996,997,998,999],"set up ipad for chatgpt","tablet ai setup beginners","ipad chatgpt setup","android tablet ai apps",{"title":1001,"path":1002,"category":121,"format":8,"keywords":1003},"25 Simple Things You Can Ask ChatGPT Today","\u002Fguides\u002Fthings-to-ask-chatgpt",[1004,1005,1006,1007],"what to ask chatgpt","chatgpt prompts for beginners","things to ask chatgpt","chatgpt ideas",{"title":1009,"path":1010,"category":27,"format":18,"keywords":1011},"How to Translate a Photo, Sign, or Document with Your Phone","\u002Fguides\u002Ftranslate-photo-document-ai",[1012,1013,1014,1015],"translate photo ai","translate sign with phone","camera translation app","translate document with phone",{"title":1017,"path":1018,"category":381,"format":45,"keywords":1019},"Google Translate vs DeepL vs ChatGPT: Which Translator Wins?","\u002Fguides\u002Ftranslation-tools-compared",[1020,1021,1022,1023],"google translate vs deepl","best translation app","deepl vs chatgpt translation","which translator is best",{"title":1025,"path":1026,"category":27,"format":18,"keywords":1027},"How to Upload a PDF to ChatGPT and Ask It Questions","\u002Fguides\u002Fupload-pdf-ask-chatgpt",[1028,1029,1030,1031],"chatgpt pdf upload","upload pdf to chatgpt","ask chatgpt questions about document","chatgpt read document",{"title":1033,"path":1034,"category":70,"format":18,"keywords":1035},"Is That Really Your Family on the Video Call? How to Verify","\u002Fguides\u002Fverify-video-call-deepfake",[1036,1037,1038,1039],"deepfake video call scam","verify video call","fake family video call","real-time deepfake scam",{"title":1041,"path":1042,"category":27,"format":18,"keywords":1043},"Viral AI Photo Trends: How to Make Them (Living Post)","\u002Fguides\u002Fviral-ai-photo-trends",[1044,1045,1046,1047],"ai photo trend how to","viral ai photo filter","ai action figure photo","ai anime photo trend",{"title":1049,"path":1050,"category":70,"format":36,"keywords":1051},"What Does AI Actually Know About Me?","\u002Fguides\u002Fwhat-does-ai-know-about-me",[1052,1053,1054,1055],"what does ai know about me","what does chatgpt know about me","ai data privacy","what information does chatgpt collect",{"title":1057,"path":1058,"category":121,"format":36,"keywords":1059},"What Does 'AI' Actually Mean? A Plain-English Breakdown","\u002Fguides\u002Fwhat-does-ai-mean",[1060,1061,1062,1063],"what does ai mean","what is artificial intelligence","ai explained simply","what does artificial intelligence mean",{"title":1065,"path":1066,"category":121,"format":36,"keywords":1067},"What Is an AI Agent? The Buzzword Explained in Plain English","\u002Fguides\u002Fwhat-is-ai-agent",[1068,1069,1070,1071],"what is ai agent","ai agent explained","ai agents for beginners","how do ai agents work",{"title":1073,"path":1074,"category":121,"format":36,"keywords":1075},"What Is ChatGPT? A Plain-English Guide for Beginners","\u002Fguides\u002Fwhat-is-chatgpt",[1076,1077,1078,854],"what is chatgpt","chatgpt explained simply","what does chatgpt do",{"title":1080,"path":1081,"category":381,"format":45,"keywords":1082},"Grok: What Is Elon Musk's AI and Is It Worth Trying?","\u002Fguides\u002Fwhat-is-grok-ai",[1083,1084,1085,1086],"what is grok ai","grok ai review","grok vs chatgpt","elon musk ai chatbot",{"title":1088,"path":1089,"category":70,"format":36,"keywords":1090},"What Should You Never Tell an AI Chatbot? (Privacy Guardrails)","\u002Fguides\u002Fwhat-not-to-tell-ai-chatbot",[1091,1092,1093,1094],"what not to tell chatgpt","personal information to keep from ai","chatgpt privacy risks","what should you never tell an ai",{"title":1096,"path":1097,"category":121,"format":36,"keywords":1098},"Why Does AI Make Things Up? Hallucinations Explained Simply","\u002Fguides\u002Fwhy-ai-hallucinates",[1099,1100,1101,1102],"why does ai lie","why does ai hallucinate","ai hallucinations explained","chatgpt makes things up",{"title":1104,"path":1105,"category":121,"format":36,"keywords":1106},"Will AI Take My Job? An Honest Plain-English Answer","\u002Fguides\u002Fwill-ai-take-my-job",[1107,1108,1109,1110],"will ai take my job","ai job replacement","ai and jobs","ai replacing workers",{"title":1112,"path":1113,"category":95,"format":18,"keywords":1114},"How to Write a Professional Email with AI (Templates Inside)","\u002Fguides\u002Fwrite-professional-email-with-ai",[1115,1116,1117,1118],"ai email writer","write professional email with ai","chatgpt email templates","how to write work emails faster",{"doc":1120,"fallback":1331},{"id":1121,"title":93,"answer":1122,"author":1123,"body":1124,"category":95,"description":1330,"draft":1331,"emoji":1332,"extension":1333,"faq":1334,"featured":1331,"format":18,"keywords":1350,"lang":1351,"meta":1352,"navigation":1353,"path":94,"publishedAt":1354,"readingTime":1355,"related":1356,"seo":1357,"stem":1358,"translationOf":1332,"updatedAt":1354,"__hash__":1359},"guides_en\u002Fguides\u002Fai-features-zoom-teams.md","All three major meeting platforms now include AI that can summarize meetings, generate transcripts, and extract action items automatically. The summaries are genuinely useful for people who missed a meeting or need a quick refresh. They are less reliable for capturing nuanced decisions or correctly attributing specific commitments — always review before acting on them.","radim",{"type":1125,"value":1126,"toc":1324},"minimark",[1127,1131,1134,1148,1177,1201,1204,1231,1271,1277,1307,1312],[1128,1129,1130],"p",{},"Meeting platforms have added AI features quickly over the past couple of years, and the marketing makes them sound nearly magical: summaries, transcripts, smart recaps, action items extracted automatically. The reality is more modest but still genuinely useful once you understand what these tools actually do well and where they fall short.",[1128,1132,1133],{},"This guide walks through the AI features in Zoom, Microsoft Teams, and Google Meet — how to turn them on, what they produce, and how much you can trust the output.",[1135,1136,1139,1142,1145],"guide-step",{"n":1137,"title":1138},"1","Understand what 'AI summary' actually means",[1128,1140,1141],{},"When any of these platforms says it will \"summarize your meeting,\" the underlying process is roughly the same: the platform transcribes the audio (speech to text), then passes that transcript to a large language model that produces a condensed version.",[1128,1143,1144],{},"This means the summary is only as good as the transcript. Background noise, multiple people talking at once, heavy accents, or unclear audio all degrade transcript quality, and a bad transcript produces a bad summary. In a well-run meeting with clear audio and one person speaking at a time, the results are impressive. In a noisy group discussion, they're less reliable.",[1128,1146,1147],{},"What AI summaries do well: capturing the main topics discussed, the general direction of decisions, and any explicit action items someone said out loud clearly. What they miss: the subtext, the decision that emerged from a long back-and-forth, or the commitment made half-jokingly that everyone understood was serious.",[1135,1149,1152,1155,1158,1174],{"n":1150,"title":1151},"2","Turn on AI features in Zoom",[1128,1153,1154],{},"Zoom AI Companion is available on most paid Zoom plans at no extra charge. ",[1128,1156,1157],{},"To enable it for a meeting you're hosting:",[1159,1160,1161,1165,1168,1171],"ul",{},[1162,1163,1164],"li",{},"Start or schedule your meeting in the Zoom desktop app.",[1162,1166,1167],{},"Look for the AI Companion button in the meeting toolbar (it may be under \"More\").",[1162,1169,1170],{},"Select what you want: Meeting Summary, Smart Recording, or both.",[1162,1172,1173],{},"Zoom will display a notice to all participants that AI features are active.",[1128,1175,1176],{},"After the meeting, Zoom emails the host a meeting summary with a topic overview, key discussion points, and a next steps section. The summary is also available in the Zoom web portal under \"Recordings & Summaries.\"",[1135,1178,1181,1184,1187,1198],{"n":1179,"title":1180},"3","Use Microsoft Copilot in Teams",[1128,1182,1183],{},"Microsoft's AI meeting features are delivered through Copilot, which requires a Microsoft 365 Copilot license — this is separate from a standard Microsoft 365 subscription and has an additional per-user cost. If you're at a company, check with IT or your manager whether you have access.",[1128,1185,1186],{},"When Copilot is enabled in a Teams meeting:",[1159,1188,1189,1192,1195],{},[1162,1190,1191],{},"You can ask Copilot questions about the meeting while it's still happening — for example, \"What were the key points from the last ten minutes?\"",[1162,1193,1194],{},"After the meeting, a Recap tab appears with an AI-generated summary, transcript, and action items.",[1162,1196,1197],{},"The summary integrates with other Microsoft tools — you can reference meeting notes from within Outlook or a Teams channel.",[1128,1199,1200],{},"The standout feature of Teams Copilot compared to the other platforms is the real-time Q&A: you can ask questions during the meeting without interrupting. This is useful for joining a meeting late and quickly catching up on what you missed.",[1202,1203],"ad-slot",{},[1135,1205,1208,1211,1214,1228],{"n":1206,"title":1207},"4","Use AI transcription in Google Meet",[1128,1209,1210],{},"Google Meet's AI features are included in Google Workspace plans, with different tiers getting different features. Transcription is available on most paid plans; AI-generated meeting notes with Gemini require a higher-tier plan. ",[1128,1212,1213],{},"To turn on transcription in Meet:",[1159,1215,1216,1219,1222,1225],{},[1162,1217,1218],{},"During a meeting, click the \"Activities\" icon (the three shapes icon) in the bottom-right corner.",[1162,1220,1221],{},"Select \"Transcripts\" and click \"Start Transcript.\"",[1162,1223,1224],{},"A notification appears to all participants.",[1162,1226,1227],{},"After the meeting, the transcript is saved automatically to your Google Drive in a Google Docs file.",[1128,1229,1230],{},"For meeting summaries powered by Gemini, look for the \"Take notes for me\" option in the same Activities panel. This generates a structured summary with discussion topics and action items that also saves to Drive.",[1135,1232,1235,1238,1241,1268],{"n":1233,"title":1234},"5","Read and verify the output before acting on it",[1128,1236,1237],{},"This step sounds obvious, but it's where most people run into problems with AI meeting features. The instinct is to forward the AI summary directly — to share the action items list with the team or send the recap to a client. Resist that instinct until you've read it.",[1128,1239,1240],{},"Common issues to check:",[1159,1242,1243,1250,1256,1262],{},[1162,1244,1245,1249],{},[1246,1247,1248],"strong",{},"Wrong attribution."," \"Action item: John will send the report by Friday\" sometimes attaches to the wrong person, or gets assigned to someone who just mentioned the report rather than committed to sending it.",[1162,1251,1252,1255],{},[1246,1253,1254],{},"Missing decisions."," If a decision emerged from discussion rather than being stated explicitly, AI often misses it.",[1162,1257,1258,1261],{},[1246,1259,1260],{},"Oversimplification."," A nuanced discussion can get summarized as one simple statement that doesn't capture the conditions or caveats.",[1162,1263,1264,1267],{},[1246,1265,1266],{},"Invented specifics."," Rarely, the AI fills a gap with a plausible-sounding detail that wasn't said. Look for any item that you don't remember being discussed.",[1128,1269,1270],{},"A quick review — five to ten minutes right after the meeting — catches most of these. The time saved by AI transcription is far more than the review takes.",[1272,1273,1274],"author-tip",{},[1128,1275,1276],{},"I started using Zoom AI Companion for internal team meetings and found that the summaries are most useful not as the official record, but as a personal memory aid. When I need to remember what we decided three weeks ago, the AI summary usually gets me there in thirty seconds instead of scanning through notes. For anything that involves commitments to people outside the team, I write my own brief recap from the AI draft.",[1135,1278,1281,1284,1287,1304],{"n":1279,"title":1280},"6","Know when not to use AI meeting features",[1128,1282,1283],{},"Some meetings should not have AI transcription running at all. Before every meeting where you're considering enabling AI features, ask: would everyone in this meeting be comfortable knowing this conversation is being transcribed and summarized?",[1128,1285,1286],{},"Cases where you should think carefully or skip AI entirely:",[1159,1288,1289,1292,1295,1298,1301],{},[1162,1290,1291],{},"HR conversations (performance reviews, terminations, complaints)",[1162,1293,1294],{},"Legal discussions with attorney-client privilege implications",[1162,1296,1297],{},"Medical or health-related conversations",[1162,1299,1300],{},"Contract negotiations where you don't want a record of your opening position",[1162,1302,1303],{},"Any meeting where you'd need explicit informed consent you haven't obtained",[1128,1305,1306],{},"Participants will see the transcription notice — but seeing a notice is not the same as understanding that a summary will be saved and could be shared. The professional standard is to ask, not just to notify.",[1308,1309,1311],"h2",{"id":1310},"what-to-try-next","What to try next",[1128,1313,1314,1315,1319,1320,1323],{},"If you want a dedicated AI note-taker that works across all three platforms and adds more features, the ",[1316,1317,1318],"a",{"href":283},"comparison of Otter, Fireflies, and Zoom AI Companion"," covers the standalone tools in detail. For using AI to write up meeting follow-ups and action item emails, the ",[1316,1321,1322],{"href":324},"guide to AI prompts for office work"," has templates you can use immediately.",{"title":1325,"searchDepth":1326,"depth":1326,"links":1327},"",3,[1328],{"id":1310,"depth":1329,"text":1311},2,"A plain-English walkthrough of AI meeting features in Zoom, Microsoft Teams, and Google Meet — summaries, transcripts, action items, and how much to trust them.",false,null,"md",[1335,1338,1341,1344,1347],{"q":1336,"a":1337},"Does Zoom record meetings automatically when AI is enabled?","Enabling AI features does not automatically record the meeting. Recording and AI summaries are separate settings. However, AI summaries are generated from audio or transcript data — check your organization's settings if privacy is a concern.",{"q":1339,"a":1340},"Can I get an AI summary for a meeting I didn't attend?","Yes, if the meeting host enabled AI summary or recording. The summary and transcript are typically available in the meeting recap or in your Teams\u002FDrive afterward. You may need to be on the invite to access it.",{"q":1342,"a":1343},"Are AI-generated action items reliable enough to share with clients?","Not without human review. AI sometimes misidentifies who committed to what, or misses implied agreements. Review every action item, correct attributions, and only share after you've confirmed accuracy.",{"q":1345,"a":1346},"Do participants get told when AI summary is enabled?","Zoom and Teams display a notice to participants when AI features are active in a meeting. Google Meet shows an indicator when transcription is running. Participants can see these notices — you should still verbally mention it as a courtesy.",{"q":1348,"a":1349},"Will AI features cost extra on my current plan?","It depends on your plan. Zoom AI Companion is included with most paid Zoom plans. Microsoft Copilot in Teams requires a separate Microsoft 365 Copilot license. Google Meet AI features are included in Workspace plans at different tiers. Check your current subscription.",[97,98,99,100,101],"en",{},true,"2026-07-04",8,[283,693,324,542],{"title":93,"description":1330},"guides\u002Fai-features-zoom-teams","eNFVJLIWkmkPmAePmWiAkxF6IJtFJCKvwdHs6DLTdVY",[1361,1577,1932,2121],{"id":1362,"title":282,"answer":1363,"author":1123,"body":1364,"category":95,"description":1553,"draft":1331,"emoji":1332,"extension":1333,"faq":1554,"featured":1331,"format":8,"keywords":1570,"lang":1351,"meta":1571,"navigation":1353,"path":283,"publishedAt":1354,"readingTime":1572,"related":1573,"seo":1574,"stem":1575,"translationOf":1332,"updatedAt":1354,"__hash__":1576},"guides_en\u002Fguides\u002Fai-note-taker-comparison.md","Otter.ai is the best standalone AI note-taker for most people — it works across platforms and has a useful free tier. Fireflies.ai is better for teams who want CRM integration and searchable meeting archives. Zoom AI Companion is the easiest choice if your team already uses Zoom and has a paid plan.",{"type":1125,"value":1365,"toc":1543},[1366,1369,1372,1376,1383,1387,1392,1395,1398,1401,1404,1408,1411,1414,1417,1420,1423,1425,1429,1432,1435,1438,1441,1446,1450,1529,1533,1536],[1128,1367,1368],{},"Taking notes during a meeting is hard. You're trying to listen, contribute, and write at the same time — and something always gets missed. AI note-takers solve this by transcribing the meeting automatically, then summarizing the key points and action items.",[1128,1370,1371],{},"The three most widely used tools are Otter.ai, Fireflies.ai, and Zoom AI Companion. They solve the same core problem but work quite differently. Here's what each one actually does.",[1308,1373,1375],{"id":1374},"a-note-on-recording-etiquette","A note on recording etiquette",[1128,1377,1378,1379,1382],{},"Before comparing tools, this needs to be said clearly: ",[1246,1380,1381],{},"always tell everyone in a meeting that you are recording it."," Most AI note-takers join calls as a visible bot — participants will see it — but a verbal heads-up at the start is both polite and legally required in many jurisdictions. For sensitive conversations (HR, legal, medical, client negotiations), check whether recording is appropriate before you start.",[1308,1384,1386],{"id":1385},"the-tools-compared","The tools compared",[1388,1389,1391],"h3",{"id":1390},"otterai-best-all-around-for-individuals","Otter.ai — Best all-around for individuals",[1128,1393,1394],{},"Otter joins your Zoom, Meet, or Teams calls as a bot and produces a live transcript as the meeting happens. After the call, it generates a summary, highlights key moments, and creates a list of action items. You can search across all your meeting transcripts for specific topics — useful when you need to find who said what three weeks ago.",[1128,1396,1397],{},"The free plan includes a set number of transcription minutes per month and basic summaries. The paid plan raises that limit, adds integrations with tools like Notion and Slack, and lets multiple teammates share a workspace.",[1128,1399,1400],{},"Otter works best for: individuals who attend lots of meetings across different platforms and want one place to search all their notes.",[1128,1402,1403],{},"Limitations: the AI summaries are good but sometimes miss context that was implied rather than stated. Action items occasionally get attributed to the wrong person. Always review before sharing.",[1388,1405,1407],{"id":1406},"firefliesai-best-for-teams-with-crm-or-workflow-integration","Fireflies.ai — Best for teams with CRM or workflow integration",[1128,1409,1410],{},"Fireflies takes a similar approach — it joins as a bot, transcribes, summarizes, and extracts action items — but its strength is integrations. Fireflies connects directly with Salesforce, HubSpot, Slack, Notion, Asana, and several other business tools. After a sales call, for example, Fireflies can automatically log notes to a Salesforce contact record.",[1128,1412,1413],{},"The team workspace features are also more developed than Otter's. Managers can search across all team meetings, track whether action items from one meeting showed up in the next, and build a searchable meeting library over time.",[1128,1415,1416],{},"The free plan is more limited than Otter's for individual use. Fireflies really shines on a team plan.",[1128,1418,1419],{},"Fireflies works best for: sales teams, customer success teams, or any organization that wants meeting notes to flow automatically into existing tools.",[1128,1421,1422],{},"Limitations: more complexity than most individuals need. Setup requires more time, especially if you're connecting CRM integrations.",[1202,1424],{},[1388,1426,1428],{"id":1427},"zoom-ai-companion-best-if-your-team-is-already-on-zoom-paid","Zoom AI Companion — Best if your team is already on Zoom paid",[1128,1430,1431],{},"Zoom AI Companion is built into Zoom and available to all Zoom accounts with a paid subscription at no extra charge. It produces meeting summaries, transcripts, and action items without any setup — it's just there when you need it.",[1128,1433,1434],{},"The advantage is simplicity. You don't need to add a bot, set up an account on a separate service, or manage another tool. The summary appears in Zoom's meeting recap after the call ends, and it's integrated with Zoom's team chat.",[1128,1436,1437],{},"The limitation is equally clear: it only works in Zoom. If your team uses Google Meet or Microsoft Teams for some meetings, Zoom AI Companion won't cover those.",[1128,1439,1440],{},"Zoom AI Companion works best for: organizations that already use paid Zoom and want the lowest-friction way to get meeting summaries.",[1272,1442,1443],{},[1128,1444,1445],{},"I've used all three of these tools at different points. The one thing that catches people off guard is the quality of action item extraction — all three tools are more reliable at transcription than they are at correctly identifying what needs to happen next. The meeting summary is useful; the action item list needs human review. Don't forward an AI-generated action list to a client or colleague without reading it first.",[1308,1447,1449],{"id":1448},"quick-comparison","Quick comparison",[1451,1452,1453,1475],"table",{},[1454,1455,1456],"thead",{},[1457,1458,1459,1463,1466,1469,1472],"tr",{},[1460,1461,1462],"th",{},"Tool",[1460,1464,1465],{},"Works on",[1460,1467,1468],{},"Best for",[1460,1470,1471],{},"Free tier",[1460,1473,1474],{},"Key extra feature",[1476,1477,1478,1496,1512],"tbody",{},[1457,1479,1480,1484,1487,1490,1493],{},[1481,1482,1483],"td",{},"Otter.ai",[1481,1485,1486],{},"Zoom, Meet, Teams",[1481,1488,1489],{},"Individuals, cross-platform",[1481,1491,1492],{},"Yes, limited minutes",[1481,1494,1495],{},"Searchable archive",[1457,1497,1498,1501,1503,1506,1509],{},[1481,1499,1500],{},"Fireflies.ai",[1481,1502,1486],{},[1481,1504,1505],{},"Teams with CRM needs",[1481,1507,1508],{},"Yes, more limited",[1481,1510,1511],{},"CRM\u002Fworkflow integrations",[1457,1513,1514,1517,1520,1523,1526],{},[1481,1515,1516],{},"Zoom AI Companion",[1481,1518,1519],{},"Zoom only",[1481,1521,1522],{},"Existing Zoom teams",[1481,1524,1525],{},"Included with paid Zoom",[1481,1527,1528],{},"Zero extra setup",[1308,1530,1532],{"id":1531},"which-one-should-you-choose","Which one should you choose?",[1128,1534,1535],{},"Start with Otter.ai if you're an individual or small team who wants to try AI note-taking with minimal commitment. The free tier is enough to evaluate whether the concept works for you. Move to Fireflies if you're managing a sales or customer-facing team and want notes to flow into your existing tools. Choose Zoom AI Companion if your whole organization is on paid Zoom and you want the simplest possible solution.",[1128,1537,1538,1539,1542],{},"What to try next: if you want to understand what AI meeting features do more broadly across different platforms, the guide to ",[1316,1540,1541],{"href":94},"AI features in Zoom, Teams, and Meet"," explains what each platform actually offers and how far to trust the automated summaries.",{"title":1325,"searchDepth":1326,"depth":1326,"links":1544},[1545,1546,1551,1552],{"id":1374,"depth":1329,"text":1375},{"id":1385,"depth":1329,"text":1386,"children":1547},[1548,1549,1550],{"id":1390,"depth":1326,"text":1391},{"id":1406,"depth":1326,"text":1407},{"id":1427,"depth":1326,"text":1428},{"id":1448,"depth":1329,"text":1449},{"id":1531,"depth":1329,"text":1532},"A plain-English comparison of the top AI meeting note-takers — what Otter.ai, Fireflies.ai, and Zoom AI Companion actually do, what they cost, and when to use each one.",[1555,1558,1561,1564,1567],{"q":1556,"a":1557},"Do I need to tell people in the meeting that an AI is taking notes?","Yes. In most places this is both a legal requirement and common courtesy. Most AI note-takers announce themselves when they join a call. Even so, always tell participants at the start: 'I'm recording this meeting with an AI transcription tool.' This is especially important for external clients and legal or HR conversations.",{"q":1559,"a":1560},"How accurate are AI transcriptions?","Accuracy is generally good for clear speakers in quiet environments — around 90 to 95 percent. Accuracy drops with heavy accents, fast speech, technical jargon, multiple people speaking at once, or poor audio. Always review the transcript before sharing it.",{"q":1562,"a":1563},"Can these tools join any meeting platform?","Otter and Fireflies can join Zoom, Google Meet, and Microsoft Teams meetings. Zoom AI Companion only works within Zoom. Check each tool's current integration list, as these expand regularly.",{"q":1565,"a":1566},"Are AI note-takers safe for confidential meetings?","Confidential, legal, HR, or medical meetings carry risk with any third-party recording tool. Check the tool's data retention policy and whether your organization's data agreements permit it. When in doubt, don't use AI note-taking for those sessions.",{"q":1568,"a":1569},"What happens to my meeting recordings?","Each tool stores audio and transcripts on its servers. Review the privacy policy for how long data is retained and whether it's used to train AI models. Most offer data deletion on request.",[285,286,287,288,289],{},7,[94,693,324,1113],{"title":282,"description":1553},"guides\u002Fai-note-taker-comparison","DueW4Qrp2p3tVBxAKuykxlOMG-bxqtmZaeqvnQUY1-g",{"id":1578,"title":323,"answer":1579,"author":1123,"body":1580,"category":95,"description":1909,"draft":1331,"emoji":1332,"extension":1333,"faq":1910,"featured":1331,"format":8,"keywords":1926,"lang":1351,"meta":1927,"navigation":1353,"path":324,"publishedAt":1354,"readingTime":1572,"related":1928,"seo":1929,"stem":1930,"translationOf":1332,"updatedAt":1354,"__hash__":1931},"guides_en\u002Fguides\u002Fai-prompts-office-work.md","These 15 prompts handle the most time-consuming parts of office work — meeting summaries, follow-up emails, status updates, and reports. Copy one, fill in your details, and get a usable first draft in seconds.",{"type":1125,"value":1581,"toc":1903},[1582,1585,1588,1594,1644,1647,1650,1655,1658,1668,1673,1676,1682,1687,1690,1696,1701,1704,1710,1715,1718,1724,1726,1729,1734,1737,1743,1748,1751,1757,1762,1765,1771,1776,1781,1784,1790,1795,1798,1804,1807,1812,1815,1821,1826,1829,1835,1840,1843,1849,1854,1857,1863,1868,1871,1877,1879,1883,1886,1889],[1128,1583,1584],{},"Most office workers spend a significant part of their day on writing tasks — meeting notes, emails, status updates, reports. The work is not hard. It is just slow and repetitive, and it crowds out the things that actually require your judgment.",[1128,1586,1587],{},"These 15 prompts hand that first draft to AI. You fill in the details, review the result, and send.",[1128,1589,1590,1593],{},[1246,1591,1592],{},"How to use this list:"," Copy the prompt, replace the brackets with your real information, paste it into ChatGPT (or any AI chat tool), and edit the result before using it. Never send an AI draft without reading it first.",[1451,1595,1596,1609],{},[1454,1597,1598],{},[1457,1599,1600,1603,1606],{},[1460,1601,1602],{},"Category",[1460,1604,1605],{},"Prompts",[1460,1607,1608],{},"What they handle",[1476,1610,1611,1622,1633],{},[1457,1612,1613,1616,1619],{},[1481,1614,1615],{},"Meetings",[1481,1617,1618],{},"1–5",[1481,1620,1621],{},"Agendas, summaries, action items, decisions, catch-ups",[1457,1623,1624,1627,1630],{},[1481,1625,1626],{},"Inbox",[1481,1628,1629],{},"6–10",[1481,1631,1632],{},"Follow-ups, declinations, complaints, introductions, status updates",[1457,1634,1635,1638,1641],{},[1481,1636,1637],{},"Reports",[1481,1639,1640],{},"11–15",[1481,1642,1643],{},"Summaries, long documents, data narratives, presentations, weekly reports",[1645,1646],"hr",{},[1308,1648,1615],{"id":1649},"meetings",[1128,1651,1652],{},[1246,1653,1654],{},"1. Write a meeting agenda",[1128,1656,1657],{},"Use this the day before any meeting where you are the organizer.",[1659,1660,1665],"pre",{"className":1661,"code":1663,"language":1664},[1662],"language-text","Write a short meeting agenda for a [30\u002F60]-minute meeting about [topic].\nAttendees: [list roles, not names].\nGoal of the meeting: [what decision or outcome do we need?]\nFormat it as a numbered list with time estimates for each item.\n","text",[1666,1667,1663],"code",{"__ignoreMap":1325},[1128,1669,1670],{},[1246,1671,1672],{},"2. Summarize rough meeting notes",[1128,1674,1675],{},"Use this right after a meeting, while everything is still fresh in your mind.",[1659,1677,1680],{"className":1678,"code":1679,"language":1664},[1662],"Here are my rough notes from a meeting. Turn them into a clear summary\nwith three sections: Key Decisions, Action Items (with owner and deadline),\nand Open Questions. Keep it under 200 words.\n\nNotes:\n[paste your rough notes here]\n",[1666,1681,1679],{"__ignoreMap":1325},[1128,1683,1684],{},[1246,1685,1686],{},"3. Pull action items from a transcript",[1128,1688,1689],{},"Use this if your video call tool — Zoom, Teams, or Google Meet — gave you an auto-generated transcript.",[1659,1691,1694],{"className":1692,"code":1693,"language":1664},[1662],"Read this meeting transcript and extract all action items.\nFor each one, list: what needs to be done, who is responsible,\nand the deadline if one was mentioned. Format as a table.\n\nTranscript:\n[paste transcript here]\n",[1666,1695,1693],{"__ignoreMap":1325},[1128,1697,1698],{},[1246,1699,1700],{},"4. Write a post-meeting decision email",[1128,1702,1703],{},"Use this when a meeting produced a decision that affects people who were not in the room.",[1659,1705,1708],{"className":1706,"code":1707,"language":1664},[1662],"Write a short email to [team or department] summarizing a decision\nmade in today's meeting. The decision was: [describe it].\nIt affects them because: [explain briefly].\nTone: clear and professional. Two short paragraphs maximum.\n",[1666,1709,1707],{"__ignoreMap":1325},[1128,1711,1712],{},[1246,1713,1714],{},"5. Write an async catch-up message",[1128,1716,1717],{},"Use this when you missed a meeting and need a summary without interrupting your whole team.",[1659,1719,1722],{"className":1720,"code":1721,"language":1664},[1662],"Write a short, professional message to a coworker asking for a\nquick catch-up on what I missed in today's [meeting name] meeting.\nKeep it casual and under three sentences.\n",[1666,1723,1721],{"__ignoreMap":1325},[1202,1725],{},[1308,1727,1626],{"id":1728},"inbox",[1128,1730,1731],{},[1246,1732,1733],{},"6. Write a follow-up for no response",[1128,1735,1736],{},"Use this when someone has not replied after three to five business days.",[1659,1738,1741],{"className":1739,"code":1740,"language":1664},[1662],"Write a polite follow-up email. I'm checking in on [topic or request]\nI sent to [Name or role] on [date]. Keep it friendly, not pushy.\nTwo sentences maximum.\n",[1666,1742,1740],{"__ignoreMap":1325},[1128,1744,1745],{},[1246,1746,1747],{},"7. Say no to a request",[1128,1749,1750],{},"Use this when declining a meeting invite, an extra project, or a favor at work.",[1659,1752,1755],{"className":1753,"code":1754,"language":1664},[1662],"Help me write a polite but clear email saying no to [request]\nfrom [Name or role]. I want to be respectful and not close\nthe door completely on future opportunities. Three sentences maximum.\n",[1666,1756,1754],{"__ignoreMap":1325},[1128,1758,1759],{},[1246,1760,1761],{},"8. Respond to a complaint",[1128,1763,1764],{},"Use this for unhappy customers, clients, or internal stakeholders who have raised an issue.",[1659,1766,1769],{"className":1767,"code":1768,"language":1664},[1662],"Write a professional response to this complaint. Acknowledge the issue,\napologize without admitting legal fault, and explain the next step.\nTone: calm and empathetic.\n\nThe complaint: [paste or summarize it here]\n",[1666,1770,1768],{"__ignoreMap":1325},[1272,1772,1773],{},[1128,1774,1775],{},"The prompt I use most often is number 2 — the meeting summary. I paste in whatever notes I managed to scribble during the call, and ChatGPT turns them into something I can actually send to the team. It saves me at least 15 minutes per meeting. As a bonus, my notes have gotten better, because I stopped trying to write complete sentences during the meeting and just jotted keywords instead.",[1128,1777,1778],{},[1246,1779,1780],{},"9. Reply to an introduction email",[1128,1782,1783],{},"Use this when someone new reaches out to connect, introduce themselves, or open a conversation.",[1659,1785,1788],{"className":1786,"code":1787,"language":1664},[1662],"Write a warm, professional reply to this introduction email.\nMatch their tone. Express genuine interest and suggest one\nspecific next step (a call, coffee, or a follow-up in a month).\n\nTheir email: [paste it here]\n",[1666,1789,1787],{"__ignoreMap":1325},[1128,1791,1792],{},[1246,1793,1794],{},"10. Write a status update to your manager",[1128,1796,1797],{},"Use this for weekly or biweekly check-ins, especially if writing these tends to eat more time than it should.",[1659,1799,1802],{"className":1800,"code":1801,"language":1664},[1662],"Write a short status update email for my manager.\nThis week I: [list 2–3 things you completed].\nNext week I plan to: [list 1–2 priorities].\nBlockers: [none \u002F describe briefly if any].\nFormat as bullet points. No filler.\n",[1666,1803,1801],{"__ignoreMap":1325},[1308,1805,1637],{"id":1806},"reports",[1128,1808,1809],{},[1246,1810,1811],{},"11. Turn notes into an executive summary",[1128,1813,1814],{},"Use this when you have rough notes or a long document and need a short version for leadership.",[1659,1816,1819],{"className":1817,"code":1818,"language":1664},[1662],"Turn the following notes into a 150-word executive summary.\nAudience: senior leadership who were not involved in this project.\nFocus on outcomes and decisions, not process.\n\nNotes:\n[paste your notes here]\n",[1666,1820,1818],{"__ignoreMap":1325},[1128,1822,1823],{},[1246,1824,1825],{},"12. Summarize a long document",[1128,1827,1828],{},"Use this for long reports, policy documents, or articles you do not have time to read in full.",[1659,1830,1833],{"className":1831,"code":1832,"language":1664},[1662],"Summarize this document in plain language. Use bullet points.\nHighlight: the main point, any action required from me,\nand any deadlines mentioned.\n\nDocument:\n[paste text here]\n",[1666,1834,1832],{"__ignoreMap":1325},[1128,1836,1837],{},[1246,1838,1839],{},"13. Turn data points into a written narrative",[1128,1841,1842],{},"Use this when you have numbers or results and need to write about them for a non-technical audience.",[1659,1844,1847],{"className":1845,"code":1846,"language":1664},[1662],"I have the following data. Write two short paragraphs explaining\nwhat these numbers mean in plain language — no jargon.\nWrite for someone who is not a numbers person.\n\nData: [paste your figures or bullet list here]\n",[1666,1848,1846],{"__ignoreMap":1325},[1128,1850,1851],{},[1246,1852,1853],{},"14. Create a presentation outline",[1128,1855,1856],{},"Use this when you need to build slides and are not sure where to start.",[1659,1858,1861],{"className":1859,"code":1860,"language":1664},[1662],"Create a slide-by-slide outline for a [10\u002F15\u002F20]-minute presentation on [topic].\nAudience: [describe who they are].\nGoal: [what should they understand or do after the presentation?]\nInclude a title slide, 5–7 content slides, and a closing slide.\n",[1666,1862,1860],{"__ignoreMap":1325},[1128,1864,1865],{},[1246,1866,1867],{},"15. Write an end-of-week report",[1128,1869,1870],{},"Use this every Friday — it takes about two minutes and keeps your manager in the loop without a standing meeting.",[1659,1872,1875],{"className":1873,"code":1874,"language":1664},[1662],"Write a brief end-of-week report.\nFormat: one short paragraph overview, then a bullet list of accomplishments.\n\nThis week: [paste 4–6 bullet points of what you worked on]\nWins worth highlighting: [one or two if any]\nNext week's main focus: [one priority]\n",[1666,1876,1874],{"__ignoreMap":1325},[1645,1878],{},[1308,1880,1882],{"id":1881},"make-it-a-habit","Make it a habit",[1128,1884,1885],{},"The people who save the most time with AI are not the ones who find the perfect prompt. They are the ones who reach for AI first whenever they sit down to write something routine. A two-minute habit, applied consistently, becomes several hours a week.",[1128,1887,1888],{},"Start with the one category that takes the most time in your current job — meetings, inbox, or reports — and try two or three of those prompts this week.",[1128,1890,1891,1894,1895,1898,1899,1902],{},[1246,1892,1893],{},"What to try next:"," These prompts work just as well for job searching. Learn how to ",[1316,1896,1897],{"href":1113},"write a professional email with AI"," for the tricky messages, or see how to ",[1316,1900,1901],{"href":590},"write a cover letter with ChatGPT that sounds like you",".",{"title":1325,"searchDepth":1326,"depth":1326,"links":1904},[1905,1906,1907,1908],{"id":1649,"depth":1329,"text":1615},{"id":1728,"depth":1329,"text":1626},{"id":1806,"depth":1329,"text":1637},{"id":1881,"depth":1329,"text":1882},"Copy-paste AI prompts for meetings, email, and reports. Use ChatGPT to get through daily admin faster and focus on the work that actually matters.",[1911,1914,1917,1920,1923],{"q":1912,"a":1913},"Do I need a paid ChatGPT account to use these prompts?","No. All 15 prompts work with the free version of ChatGPT. If you hit a usage limit during a heavy session, you can switch to Google Gemini, which is also free.",{"q":1915,"a":1916},"Is it safe to paste work documents into ChatGPT?","Be careful with confidential information. Avoid pasting anything with client personal data, trade secrets, or internal financials. Replace sensitive names and numbers with placeholders like [Client Name] or [Amount] before pasting.",{"q":1918,"a":1919},"How much time does this actually save?","It varies by person and role, but many office workers report saving 30 to 60 minutes a day on writing tasks alone. The biggest gains usually come from meeting summaries and email drafting.",{"q":1921,"a":1922},"Can I use these prompts in Microsoft Copilot or Google Gemini?","Yes. These prompts work in any major AI chat tool. Microsoft Copilot has the added advantage of working directly inside Word, Outlook, and Teams.",{"q":1924,"a":1925},"What if the AI output is not quite right?","Follow up with one specific correction: 'Make it shorter,' 'Use a friendlier tone,' or 'Add a section about X.' AI responds well to one clear adjustment at a time.",[326,327,328,329],{},[1113,590,494,193],{"title":323,"description":1909},"guides\u002Fai-prompts-office-work","P96uw7DpK3YBOsFku-gjPXt-YEnIZPjcgXOi6kc4Sk8",{"id":1933,"title":541,"answer":1934,"author":1123,"body":1935,"category":95,"description":2097,"draft":1331,"emoji":1332,"extension":1333,"faq":2098,"featured":1331,"format":36,"keywords":2114,"lang":1351,"meta":2115,"navigation":1353,"path":542,"publishedAt":1354,"readingTime":2116,"related":2117,"seo":2118,"stem":2119,"translationOf":1332,"updatedAt":1354,"__hash__":2120},"guides_en\u002Fguides\u002Fboss-requires-ai-at-work.md","Start with the AI tools your company has approved, never paste confidential client or company data into free public AI tools, and give yourself a few weeks to practice on low-stakes tasks. Most people feel comfortable within a month of regular use.",{"type":1125,"value":1936,"toc":2086},[1937,1940,1944,1947,1967,1970,1974,1977,1983,2000,2003,2005,2009,2012,2016,2019,2033,2036,2040,2043,2047,2050,2055,2059,2062,2070,2073,2075],[1128,1938,1939],{},"Getting a directive to \"use AI\" at work can feel like being handed a tool you've never seen before and told to build something with it — today. The good news: this is much less complicated than it sounds, and most people feel comfortable within a few weeks. Here's how to approach it calmly.",[1308,1941,1943],{"id":1942},"first-find-out-what-tools-youre-actually-supposed-to-use","First, find out what tools you're actually supposed to use",[1128,1945,1946],{},"\"Use AI\" means very different things in different workplaces. Before you do anything else, clarify with your manager:",[1159,1948,1949,1955,1961],{},[1162,1950,1951,1954],{},[1246,1952,1953],{},"Which specific tool?"," Is the company providing Microsoft Copilot, Google Gemini, a custom internal tool, or asking you to use your own judgment?",[1162,1956,1957,1960],{},[1246,1958,1959],{},"Is there a license or account provided?"," Or are you expected to use free tools on your own?",[1162,1962,1963,1966],{},[1246,1964,1965],{},"Is there written guidance?"," Many companies have a policy document — ask HR or your IT department if one exists.",[1128,1968,1969],{},"Knowing exactly what tool you're expected to use matters a lot, because different tools have very different rules about what happens to your data.",[1308,1971,1973],{"id":1972},"what-you-should-never-paste-into-a-free-public-ai-tool","What you should never paste into a free public AI tool",[1128,1975,1976],{},"This is the most important safety rule, and it applies even if you're asked to use AI and given no other instructions.",[1128,1978,1979,1982],{},[1246,1980,1981],{},"Never paste the following into a free AI tool"," like the public version of ChatGPT or a free Google account:",[1159,1984,1985,1988,1991,1994,1997],{},[1162,1986,1987],{},"Client names, addresses, or any identifying information",[1162,1989,1990],{},"Internal financial data, sales figures, or unreleased product information",[1162,1992,1993],{},"Employee personal information or HR records",[1162,1995,1996],{},"Legal documents under confidentiality",[1162,1998,1999],{},"Passwords, API keys, or any credentials",[1128,2001,2002],{},"Free AI tools may use what you type to improve their models. A company-approved tool — like Microsoft Copilot inside your organization's Microsoft 365 tenant, or Google Gemini for Workspace — has a contract that covers this differently. If you're unsure which category your tool falls into, ask your IT department before pasting anything sensitive.",[1202,2004],{},[1308,2006,2008],{"id":2007},"how-to-get-up-to-speed-quickly","How to get up to speed quickly",[1128,2010,2011],{},"You don't need to become an expert. You need to find two or three tasks in your regular job where AI genuinely saves you time, and build from there.",[1388,2013,2015],{"id":2014},"start-with-low-stakes-writing-tasks","Start with low-stakes writing tasks",[1128,2017,2018],{},"AI tools are most reliable at drafting and editing text. Good places to start:",[1159,2020,2021,2024,2027,2030],{},[1162,2022,2023],{},"Summarizing a long email or document you received",[1162,2025,2026],{},"Writing a first draft of a routine email or memo",[1162,2028,2029],{},"Cleaning up meeting notes into bullet points",[1162,2031,2032],{},"Generating a list of ideas you then review and trim",[1128,2034,2035],{},"These tasks are easy to verify — you can read what the AI produced and catch anything that's wrong before it leaves your desk.",[1388,2037,2039],{"id":2038},"use-whats-already-built-into-your-tools","Use what's already built into your tools",[1128,2041,2042],{},"If your company uses Microsoft 365, Copilot is probably already in your Word, Excel, and Outlook. If you use Google Workspace, Gemini is built into Docs and Gmail. These are the safest starting points because they're already approved and connected to your existing files.",[1388,2044,2046],{"id":2045},"ask-to-watch-someone-else-first","Ask to watch someone else first",[1128,2048,2049],{},"If a colleague already uses AI regularly, ask if you can watch them work through a task for ten minutes. Seeing it in action answers more questions than reading about it.",[1272,2051,2052],{},[1128,2053,2054],{},"When I was first learning, I made a point of using AI only for things I would have done anyway — not to replace my judgment, but to speed up the parts I found tedious. Drafting a rough email outline took me from eight minutes to two. That small win made me want to find more places it could help.",[1308,2056,2058],{"id":2057},"how-to-talk-to-your-manager-about-concerns","How to talk to your manager about concerns",[1128,2060,2061],{},"If you're worried about data privacy, accuracy, or being asked to do something that feels off, it's worth raising it directly.",[1128,2063,2064,2065,2069],{},"A simple way to frame it: ",[2066,2067,2068],"em",{},"\"I want to make sure I'm using this the right way — can you point me to our data policy for AI tools, or let me know what's off-limits to paste in?\""," Most managers will appreciate the question. It shows you're taking it seriously.",[1128,2071,2072],{},"If you're asked to use AI to generate content that will be presented as original expert work without any human review, that's worth flagging. In most professional contexts, you are still responsible for what you submit, regardless of how it was drafted.",[1308,2074,1311],{"id":1310},[1128,2076,2077,2078,2081,2082,2085],{},"Once you know your tool and your guardrails, the next step is learning to give it better instructions. Most of the frustration people feel with AI comes from prompts that are too vague. The guide on ",[1316,2079,2080],{"href":324},"AI prompts for office work"," has copy-paste examples you can use for common work tasks. If your company uses Microsoft tools, ",[1316,2083,2084],{"href":693},"Copilot in Word and Excel"," walks you through the specific buttons and panels step by step.",{"title":1325,"searchDepth":1326,"depth":1326,"links":2087},[2088,2089,2090,2095,2096],{"id":1942,"depth":1329,"text":1943},{"id":1972,"depth":1329,"text":1973},{"id":2007,"depth":1329,"text":2008,"children":2091},[2092,2093,2094],{"id":2014,"depth":1326,"text":2015},{"id":2038,"depth":1326,"text":2039},{"id":2045,"depth":1326,"text":2046},{"id":2057,"depth":1329,"text":2058},{"id":1310,"depth":1329,"text":1311},"A calm, practical guide for employees asked to use AI at work: which tools are safe, what never to paste in, and how to build confidence fast without overpromising.",[2099,2102,2105,2108,2111],{"q":2100,"a":2101},"What if I'm worried about AI replacing my job?","That's a real concern worth taking seriously. Right now, AI is much better at specific tasks — drafting, summarizing, formatting — than at the full context and judgment your job probably requires. Learning to use it well makes you more valuable, not less.",{"q":2103,"a":2104},"Can I refuse to use AI at work?","That depends on your employment contract and local labor laws. In most cases, if a company-approved tool is provided and training is offered, refusing isn't straightforward. If you have a specific objection — a disability accommodation, a religious concern, or an ethical issue — talk to HR directly.",{"q":2106,"a":2107},"What's the difference between ChatGPT and a company-approved AI tool?","A company-approved tool has a contract with your employer that covers data privacy, meaning your content is less likely to be used to train public models. Free tools like the public version of ChatGPT have different terms — what you type there may be used to improve the AI.",{"q":2109,"a":2110},"How long does it take to get comfortable with AI at work?","Most people feel noticeably more confident after two to four weeks of using it on real tasks. The learning curve is much shorter than most people expect.",{"q":2112,"a":2113},"What if the AI gives me wrong information?","It will, eventually. AI tools can sound confident while being wrong, especially on specific facts, numbers, or recent events. Always verify anything important against a reliable source before using it in work you submit.",[544,545,546,547],{},6,[324,693,781,638],{"title":541,"description":2097},"guides\u002Fboss-requires-ai-at-work","cuMcQVMEQACUj5KH_gWVXLWYFNH3GdnMQbRSKQHC4X8",{"id":2122,"title":692,"answer":2123,"author":1123,"body":2124,"category":95,"description":2268,"draft":1331,"emoji":1332,"extension":1333,"faq":2269,"featured":1331,"format":18,"keywords":2285,"lang":1351,"meta":2286,"navigation":1353,"path":693,"publishedAt":1354,"readingTime":1572,"related":2287,"seo":2288,"stem":2289,"translationOf":1332,"updatedAt":1354,"__hash__":2290},"guides_en\u002Fguides\u002Fcopilot-word-excel-guide.md","The Copilot button in Word can draft, summarize, and rewrite your text. In Excel it can explain your data, build formulas from plain English, and suggest charts. You need a Microsoft 365 Copilot license, but no technical skills at all.",{"type":1125,"value":2125,"toc":2265},[2126,2129,2142,2154,2166,2168,2197,2202,2219,2231,2252,2254],[1128,2127,2128],{},"That small purple Copilot icon has been sitting in your toolbar for months. Maybe you've been ignoring it, unsure what it actually does. You're in good company — most people who use Word and Excel every day still haven't clicked it. This guide walks you through exactly what happens when you do.",[1135,2130,2132,2139],{"n":1137,"title":2131},"Find the Copilot button",[1128,2133,2134,2135,2138],{},"Open any Word document or Excel spreadsheet. Look for a purple or blue icon near the top-right of the toolbar — it usually has the word ",[1246,2136,2137],{},"Copilot"," next to it. Clicking it opens a chat panel on the right side of your screen.",[1128,2140,2141],{},"If you don't see it, your Microsoft 365 account may not include the Copilot add-on license. Ask your IT department or visit your Microsoft account page to check.",[1135,2143,2145,2151],{"n":1150,"title":2144},"Summarize a long Word document",[1128,2146,2147,2148],{},"Open a report, contract, or meeting notes that would normally take you ten minutes to skim. Click the Copilot button, then type into the panel: ",[2066,2149,2150],{},"\"Summarize this document in five bullet points.\"",[1128,2152,2153],{},"Copilot reads the whole file and returns a condensed version in seconds. This is one of the most immediately useful things it does — you get the key points without reading every paragraph.",[1135,2155,2157,2163],{"n":1179,"title":2156},"Draft new text in Word",[1128,2158,2159,2160],{},"Click in your document where you want to add text. A small Copilot icon appears in the left margin — click it, or use the Copilot panel directly. Type what you need, like: ",[2066,2161,2162],{},"\"Write a short introduction for a report about our Q2 sales results.\"",[1128,2164,2165],{},"Copilot generates a draft paragraph you can keep, edit, or throw away. Think of it as a first draft you didn't have to write yourself.",[1202,2167],{},[1135,2169,2171,2174,2177,2194],{"n":1206,"title":2170},"Rewrite or improve existing text",[1128,2172,2173],{},"Highlight any text you've already written. Right-click and look for a Copilot option, or paste the text into the Copilot panel and describe what you want.",[1128,2175,2176],{},"Requests that work well:",[1159,2178,2179,2184,2189],{},[1162,2180,2181],{},[2066,2182,2183],{},"\"Make this shorter and easier to read.\"",[1162,2185,2186],{},[2066,2187,2188],{},"\"Rewrite this in a more professional tone.\"",[1162,2190,2191],{},[2066,2192,2193],{},"\"Simplify this for someone outside our industry.\"",[1128,2195,2196],{},"Copilot offers a revised version. You decide whether to use it.",[1272,2198,2199],{},[1128,2200,2201],{},"I found the rewrite feature most useful when I had a blunt draft email I didn't want to send as-is. I asked Copilot to make it more diplomatic, and it came back with something I was happy to actually send — in about 30 seconds, instead of me staring at the screen trying to find the right words.",[1135,2203,2205,2208],{"n":1233,"title":2204},"Switch to Excel: ask Copilot to explain your data",[1128,2206,2207],{},"Open a spreadsheet with rows and columns of data — a budget, a list of sales figures, anything. Open the Copilot panel and ask a plain-English question about it.",[1128,2209,2210,2211,2214,2215,2218],{},"Try: ",[2066,2212,2213],{},"\"What does this data tell me about spending over the last three months?\""," or ",[2066,2216,2217],{},"\"Which product had the highest total?\""," Copilot answers in normal sentences. No formulas needed to get basic answers.",[1135,2220,2222,2228],{"n":1279,"title":2221},"Build a formula from plain English",[1128,2223,2224,2225],{},"Instead of searching online for the right Excel formula, describe what you want to Copilot. In the panel, type something like: ",[2066,2226,2227],{},"\"Give me a formula that adds up all sales in column B where column A says 'North.'\"",[1128,2229,2230],{},"Copilot writes the formula and explains what each part does. Copy it into your cell. Always test it on a few rows whose correct answers you already know — Copilot occasionally gets the cell range wrong. ",[1135,2232,2235,2242],{"n":2233,"title":2234},"7","Create a chart or visual summary",[1128,2236,2237,2238,2241],{},"Select your data range in Excel, open the Copilot panel, and type: ",[2066,2239,2240],{},"\"Create a bar chart showing monthly revenue.\""," Copilot can suggest chart types and insert one directly into your sheet.",[1128,2243,2244,2245,2214,2248,2251],{},"If it doesn't look right, describe the change: ",[2066,2246,2247],{},"\"Show only the top five categories\"",[2066,2249,2250],{},"\"Switch to a line chart.\""," Keep refining until it looks the way you need.",[1308,2253,1311],{"id":1310},[1128,2255,2256,2257,2260,2261,2264],{},"Now that you know the basics, sharper prompts will get you much better results. The guide on ",[1316,2258,2259],{"href":867},"writing AI prompts that actually work"," shows exactly how to phrase requests so you get what you want on the first try. If your workplace uses Google tools instead of Microsoft, ",[1316,2262,2263],{"href":781},"Gemini in Gmail and Google Docs"," covers the same ground for that ecosystem.",{"title":1325,"searchDepth":1326,"depth":1326,"links":2266},[2267],{"id":1310,"depth":1329,"text":1311},"A plain-English walkthrough of the Copilot AI button in Microsoft 365 — what it does in Word and Excel, step by step, no tech skills required.",[2270,2273,2276,2279,2282],{"q":2271,"a":2272},"Do I need a paid plan to use Copilot in Word and Excel?","Yes. Copilot requires a Microsoft 365 subscription plus a Copilot add-on. Check with your employer or your Microsoft account page to see what's included. \u003C!-- EDITOR: verify current pricing and licensing tiers -->",{"q":2274,"a":2275},"Is it safe to paste my work documents into Copilot?","Copilot in Microsoft 365 is designed to stay within your organization's Microsoft tenant, so your content shouldn't train public AI models. That said, avoid pasting sensitive client or legal data unless your IT department has confirmed your company's data policy.",{"q":2277,"a":2278},"Can Copilot make mistakes in Excel formulas?","Yes, it can get the cell range wrong or misread your intent. Always test any formula Copilot writes with a few rows whose correct answers you already know before trusting it on real data.",{"q":2280,"a":2281},"What if I don't see the Copilot button?","Your account may not have the Copilot license, or your organization may have disabled it. Ask your IT department or check your Microsoft 365 account settings online.",{"q":2283,"a":2284},"Can Copilot read the whole document or only part of it?","For most documents it reads the whole file, but very long documents may be summarized in chunks. If the summary seems incomplete, try asking Copilot specifically about the section you care about.",[695,696,697,698],{},[781,1113,324,867],{"title":692,"description":2268},"guides\u002Fcopilot-word-excel-guide","EFDUztRHaRMYp-C9_3iAAAKGK4Fo8Ksc5DyJgAjKi-8",1783177630688]