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These controls are layered: a license does not override a tenant policy, and a meeting setting does not grant a participant a license. Government-cloud environments, meeting type, storage permissions, and service rollout can also change which controls appear.
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How Copilot availability works in Teams
Teams Copilot access is layered rather than controlled by one switch. Four conditions can affect what a person sees:
- Account: The user must be signed in with the work or school account covered by the organization’s Teams service.
- License: The available Copilot features depend on the Microsoft 365 subscription and whether an administrator assigned the Microsoft 365 Copilot add-on. Microsoft states that “the features you can use depend on whether your admin has assigned you a Microsoft Copilot add-on license.”
- Tenant configuration: Administrators can set defaults and policies that change meeting options or disable features.
- Meeting permissions: The organizer’s meeting choice, transcript and recording access rules, sensitivity labels, and templates determine what participants can do in that specific meeting.
A user can therefore have a valid license and still not see Copilot in a meeting. Conversely, an organizer can configure a meeting’s Copilot mode even without personally holding the add-on license; each participant’s ability to use the feature remains subject to that participant’s licensing and permissions.
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Availability also depends on where the meeting is hosted and which type of conversation it is. A scheduled meeting, channel meeting, ad hoc meeting, and one-to-one call do not necessarily expose the same controls. A participant from another tenant can be treated as external even when that person belongs to the same wider business group.
Copilot Chat versus the licensed Microsoft 365 Copilot experience
These experiences are related but not equivalent. Copilot Chat can be available with eligible Microsoft 365 subscriptions without the Microsoft 365 Copilot add-on, while the licensed experience provides broader reasoning over authorized work content.
| Area | Copilot Chat without the add-on | Microsoft 365 Copilot with the add-on |
|---|---|---|
| License requirement | Availability depends on the base Microsoft 365 subscription and tenant settings; an add-on may not be assigned. | Requires the organization to assign the Microsoft 365 Copilot add-on to the user. |
| Work-data grounding | More limited work-data reasoning; do not assume it can search every meeting, email, chat, or file the user can open. | Can reason across authorized meetings, emails, chats, files, and other Microsoft 365 work data, subject to permissions and policy. |
| Teams integration | Teams chat-based Copilot features may be available, but meeting capabilities depend on meeting settings and policy. | Includes the licensed Copilot experience in Teams where the tenant and meeting permit it. |
| Access priority | Feature access and service availability follow the organization’s entitlement and Microsoft’s service rules. | Receives the licensed feature set, but tenant policy, labels, meeting type, and participant permissions still apply. |
| Administrative control | Administrators control eligible users, defaults, and policies. | Administrators control license assignment as well as defaults and policies. |
Do not treat a Copilot button in Teams as proof that a user has the full licensed work-data experience. The safest check is the account’s assigned licenses in the organization’s Microsoft 365 administration process and the policies applied to that user. Copilot can only ground an answer in content that the user and the service are authorized to access; it does not bypass SharePoint, Teams, label, or tenant permissions.
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The organizer controls the meeting-level mode. In the Teams meeting scheduler, open the meeting and select Online meeting options. Find Copilot and other AI, then choose one of the available modes. The exact choices can be constrained by tenant policy, sensitivity labels, templates, and the meeting type.
- Sign in to Teams with the work or school account that owns the meeting.
- Open the calendar and select the scheduled meeting.
- Choose Meeting options or Online meeting options.
- Open Copilot and other AI.
- Select During and after the meeting, Only during the meeting, or Off, if those choices are available.
- Save the options, then communicate any transcript or recording restrictions to attendees before the meeting starts.
The organizer can allow participants to use Copilot even when the organizer does not have a Copilot license. That setting does not grant a license to anyone; it only sets the meeting’s permitted mode. Participants still need the required account, entitlement, and permissions.
If an option is missing or read-only, do not repeatedly recreate the meeting. First check the policy assigned to the organizer, the meeting template, any sensitivity label, and whether the meeting is a channel or ad hoc meeting. Those controls can be applied before the organizer opens the options page and can override a personal preference.
During and after the meeting
This mode is intended for a persistent meeting recap. It requires transcription. Speech-derived Copilot content can be available after the meeting because the meeting has a transcript or recording from which the recap can be produced, subject to access controls and retention policy.
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Use this option when attendees need to revisit decisions, action items, or discussion points after the call. Tell participants who will be able to open the resulting transcript, recording, and AI recap; enabling the mode alone does not make those artifacts visible to everyone.
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Only during the meeting
This mode lets participants start Copilot without turning on transcription. Copilot can use the meeting audio while the meeting is in progress, but content that was not transcribed and the meeting’s Copilot interaction are not available as a post-meeting transcript-based recap. If no transcript is created, Copilot in the meeting chat after the meeting is limited to the chat itself.
This is the appropriate choice for a live brainstorm or private assistance where the organizer does not want a speech transcript. It is not an assurance that no data is retained: prompts and responses can still fall under the organization’s Microsoft Purview retention and eDiscovery rules.
Off
This disables meeting Copilot and, according to Microsoft’s current meeting-options guidance, also disables recording and transcription for that meeting. It does not necessarily remove every Copilot capability from the meeting chat: chat-based Copilot may still be available using only chat content, depending on the tenant and user’s entitlement.
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Do not describe Off as a universal privacy switch. It controls meeting Copilot and, in the documented meeting setting, recording and transcription; it does not revoke ordinary chat permissions, erase existing files, or change Purview retention.
| Meeting mode | Transcription required? | When Copilot runs | Post-meeting Copilot content | Recording and transcription |
|---|---|---|---|---|
| During and after the meeting | Yes | During and after | Speech-derived recap can persist, subject to permissions and retention. | Required for this mode. |
| Only during the meeting | No, unless the organizer starts it separately | During the live meeting only | Non-transcribed speech and Copilot interaction are not available afterward; chat content can still be used in the meeting chat. | Can remain off if no one starts transcription or recording. |
| Off | Meeting Copilot is disabled | Not available as meeting Copilot | No meeting Copilot recap; chat-based Copilot may still use chat content. | Microsoft’s current guidance says recording and transcription are also disabled. |
Control who can see recordings, transcripts, and AI recaps
Organizers with the required license can limit access to a meeting’s recording, AI recap, and transcript. In the meeting’s recording and transcript access settings, choose one of these scopes:
- Everyone: All eligible attendees can access the permitted meeting artifacts.
- Organizers and co-organizers: Access is limited to the people managing the meeting.
- Specific people: Access is granted to named individuals.
These controls apply to recording, recap, transcript, and transcript-based Copilot access. An attendee excluded by the organizer cannot use Copilot for that meeting even if Copilot is set to Only during the meeting. The setting is not offered for channel meetings or ad hoc meetings.
Microsoft’s access choice is only one permission boundary. SharePoint permissions, sensitivity labels, shared links, later permission changes, and other storage controls can alter access to the resulting files. The meeting setting also does not restrict third-party applications. If a recap is shared through a link, review the link’s audience separately rather than assuming the meeting scope still applies.
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Use Copilot without recording or transcribing
Select Only during the meeting when participants need live help but the organizer does not want to start transcription. Copilot can process the meeting audio for the live interaction, but the speech-derived context is not retained as a post-meeting recap when no transcript exists.
This is not the same as having no compliance record. Microsoft Support’s article Use Copilot without transcribing or recording a Teams meeting or call states: “Copilot prompts and responses may be discoverable through Microsoft Purview eDiscovery, depending on your organization’s retention policy configuration.” Your organization may retain prompts and responses even when there is no transcript. Ask the tenant’s compliance administrator which Purview retention and discovery rules apply.
If the meeting must produce an enduring summary, use During and after the meeting and verify that transcription is enabled. Explain to attendees that a no-transcript choice limits later access to speech-derived content; it does not guarantee that all Copilot interactions disappear.
Why Copilot is missing or unavailable
The user has the wrong account or no eligible license
Confirm that Teams is signed in with the organization account rather than a personal or guest identity. Then ask an administrator to verify the base Microsoft 365 subscription and, where the requested features require it, assignment of the Microsoft 365 Copilot add-on. Signing out and back in can refresh a recently changed assignment, but it cannot substitute for an entitlement.
The tenant policy sets a different default
Administrators can define meeting defaults that change what organizers see. A user may therefore be unable to select a mode that another tenant permits. Have IT check the applicable Teams meeting policy, Copilot policy, organization defaults, and any policy targeted specifically to the user or group.
A sensitivity label or template overrides the meeting option
Sensitivity labels and meeting templates can impose restrictions on recording, transcription, or Copilot. If the option is visible but locked, or if it changes after a label is applied, the label or template is likely enforcing the behavior. The organizer cannot override an organizational restriction from the meeting window.
The meeting type is unsupported for the control
Recording and transcript access selection is not offered for channel or ad hoc meetings. A call can also follow different rules from a scheduled meeting. Do not assume that a setting documented for a scheduled meeting will appear in every Teams conversation.
Transcript access excludes the participant
Copilot may appear enabled while a particular attendee still cannot use it because that person is outside the allowed recording, recap, or transcript scope. Review the organizer’s access choice and any subsequent SharePoint or link permissions.
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The cloud environment has different availability
Microsoft notes that feature availability can differ in government cloud environments. Licensing and policy can also vary by platform, tenant configuration, and service rollout. An option missing in one organization is not proof that the feature has been removed everywhere.
The meeting is hosted by another tenant
For the documented Copilot-only call scenario, users in a multi-tenant organization whose meeting is hosted by another tenant are treated as external. Check the hosting tenant before comparing one participant’s controls with another’s.
Copilot in a Teams call: a separate policy case
Copilot in a call has a separate administrator-enabled Copilot-only mode. It is not interchangeable with the scheduled-meeting setting. Microsoft documents a limitation where Copilot-only mode will not work if the administrator requires persistent transcription and the user is barred from transcribing.
External attendees cannot interact with Copilot-only mode in the documented scenario. A user in a multi-tenant organization whose meeting is hosted by another tenant is treated as external for that scenario. Check which tenant hosts the call before diagnosing a participant’s missing controls.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What administrators should verify
- Licensing: Assign the required Microsoft 365 Copilot add-on to users who need licensed work-data grounding; verify the underlying Microsoft 365 subscription as well.
- Meeting policies: Set defaults that match the organization’s privacy and retention requirements, and confirm which groups receive those policies.
- Transcript and recording policy: Ensure storage, access, and retention rules support the selected meeting modes.
- Labels and templates: Review sensitivity labels and meeting templates that can disable or constrain Copilot, recording, or transcription.
- Compliance: Tell users that prompts and responses may be discoverable under Microsoft Purview, even when a transcript is not created.
- Environment: Account for government-cloud or other service-specific differences before documenting a tenant-wide procedure.
When troubleshooting, test with a normal scheduled meeting, a known licensed user, and a second participant whose transcript access is explicitly allowed. That separates licensing problems from meeting-level permissions and policy overrides. Record the test meeting type, hosting tenant, applied label, template, and policy assignment so IT can reproduce the result.
How to use Copilot results safely
Copilot summaries are assistive drafts, not authoritative minutes. Microsoft’s Frequently asked questions about Copilot in Microsoft Teams, dated June 13, 2025, says meeting summaries are concise and may not cover all meeting content. Check names, decisions, action owners, dates, numbers, and quoted statements against the recording, transcript, or participants before sending the recap or acting on it.
Also remember that Copilot can only use content the user and service are authorized to access. A missing file, chat, transcript segment, or meeting participant’s contribution may reflect permissions or retention rules rather than a processing error. Keep the generated recap labeled as draft until an owner confirms the decisions and actions.
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| Need | Recommended setting or action | Important condition |
|---|---|---|
| Live prompts with no transcript | Choose Only during the meeting. | Post-meeting speech context will not persist; Purview may still retain prompts and responses. |
| Searchable recap after the meeting | Choose During and after the meeting and enable transcription. | Limit access through the recording and transcript permissions. |
| No meeting Copilot, recording, or transcription | Choose Off, where the tenant allows it. | Chat-based Copilot may still use meeting-chat content. |
| A participant cannot use Copilot | Check account, license, policy, meeting mode, and transcript-access scope in that order. | Labels, templates, storage permissions, and tenant hosting can still override expectations. |
| Organizer lacks a Copilot license but wants participants to use it | Set the meeting’s Copilot mode if available. | Each participant must independently meet licensing and permission requirements. |
Participant checklist
- Confirm you joined with the intended work or school account, not a guest or personal profile.
- Ask IT whether your base subscription and Microsoft 365 Copilot add-on match the feature you need.
- Check whether the organizer selected Only during the meeting or During and after the meeting.
- If you need the recap, verify that you are included in the recording, transcript, or AI-recap access scope.
- For a missing button, capture the meeting type, tenant that hosts it, label, template, and exact error before contacting support.
Frequently asked questions
The answers below reflect Microsoft’s current Teams support guidance, including the Copilot Chat comparison updated September 10, 2026, and the Teams FAQ dated June 13, 2025.
Frequently Asked Questions
Do I need a Microsoft 365 Copilot license to use Copilot in Teams?
Not for every Copilot Chat capability. Copilot Chat may be available with an eligible Microsoft 365 subscription, while the broader Microsoft 365 Copilot experience requires the add-on assigned by an administrator. Meeting policy, participant permissions, and the selected meeting mode still apply.
Can an organizer enable Copilot without having a Copilot license?
Yes. An organizer can set the meeting’s Copilot mode when the tenant exposes that option. This does not license the organizer or participants; each user must independently satisfy account, entitlement, and permission requirements.
Can Copilot work without recording or transcription?
Yes. Choose Only during the meeting. Copilot can use live meeting audio without starting transcription, but speech-derived content and the Copilot interaction are not available as a post-meeting recap. Prompts and responses may still be retained under Microsoft Purview policy.
Who can access the transcript and AI recap?
The organizer can choose Everyone, Organizers and co-organizers, or Specific people when the control is available and the organizer has the required license. Excluded attendees cannot use transcript-based Copilot. SharePoint permissions, labels, links, and later access changes can further restrict or expose the files.
Why is Copilot missing even though I have a license?
Check the signed-in account, tenant and Copilot policies, meeting mode, sensitivity label, meeting template, meeting type, transcript-access scope, and hosting tenant. Government-cloud environments and staged service rollout can also have different availability.
What happens if Copilot is set to Off?
Meeting Copilot is disabled and Microsoft’s current meeting-options guidance says recording and transcription are also disabled. Chat-based Copilot may still be available in the meeting chat and use only chat content.
Can I use Copilot after choosing Only during the meeting?
Not for speech that was not transcribed, and the live Copilot interaction is not available as a post-meeting transcript-based recap. Afterward, chat-based Copilot can still use the meeting chat if your account and tenant permit it.
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Does no transcript mean Copilot leaves no compliance record?
No. Microsoft says Copilot prompts and responses may be discoverable through Microsoft Purview eDiscovery, depending on the organization’s retention policy configuration. Ask the tenant’s compliance administrator for the applicable rules.
Why can’t an external attendee use Copilot-only mode in a call?
Microsoft’s documented call scenario does not allow external attendees to interact with Copilot-only mode. A user in a multi-tenant organization can be treated as external when another tenant hosts the call.
Are Copilot summaries guaranteed to be complete?
No. Microsoft’s Teams FAQ says summaries are concise and may not cover all meeting content. Verify decisions, names, dates, numbers, and action owners against the transcript, recording, or participants.
The Bottom Line
Manage Teams Copilot in layers: verify the user’s account and license, check tenant policy and labels, set the meeting mode, and then restrict transcript or recap access. Choose Only during the meeting for live assistance without transcription, or During and after the meeting when a transcript-backed recap is required. Neither choice overrides licensing, permissions, or Microsoft Purview retention rules.
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