You switched from classic Outlook to the new Outlook for Windows and now want to use the Copilot Meeting Preparation feature. This feature uses AI to summarize emails, documents, and calendar items related to an upcoming meeting so you can review them before joining. In the new Outlook, the location and behavior of this feature differ from classic Outlook. This article explains where to find Copilot Meeting Preparation, how to use it, and what changes after switching.
Key Takeaways: Using Copilot Meeting Preparation in New Outlook
- Calendar > Meeting icon > Prepare with Copilot: Opens the Copilot panel with a summary of related emails, files, and events for the selected meeting.
- Copilot button on the ribbon: In new Outlook, the Prepare with Copilot option appears directly on the meeting form ribbon when you open or edit a meeting.
- Microsoft 365 Copilot license required: The feature only works if your organization has assigned you a Copilot for Microsoft 365 license and you are using the new Outlook app.
How Copilot Meeting Preparation Works in New Outlook
Copilot Meeting Preparation is an AI-driven feature that scans your mailbox, calendar, and OneDrive for content related to a specific meeting. It analyzes meeting invitations, recent email threads with attendees, attached documents, and previous meetings on the same topic. The result is a concise summary shown in a side panel. Unlike classic Outlook, where this feature was sometimes buried under the Copilot button in the ribbon, new Outlook places it more prominently on the meeting form itself. No additional add-ins or plugins are needed. The prerequisite is a valid Microsoft 365 Copilot license assigned to your user account by your IT administrator.
Steps to Access Copilot Meeting Preparation After Switching
- Open the new Outlook app
Launch the new Outlook for Windows from the Start menu or taskbar. If you are still in classic Outlook, toggle the Try the new Outlook switch in the top-right corner to switch to new Outlook. - Go to Calendar view
Click the Calendar icon in the left navigation pane. You see your daily, weekly, or monthly calendar view. - Select a meeting
Double-click any meeting on your calendar to open the meeting form. You can also single-click the meeting and then click Open in the ribbon. - Click Prepare with Copilot
On the meeting form ribbon, locate the Copilot button. It may appear as an icon with the Copilot sparkle symbol. Click Prepare with Copilot. The Copilot side panel opens on the right side of the window. - Review the preparation summary
The panel displays a summary of relevant emails, documents, and past meetings. You can scroll through the content. Click any linked item to open it in a separate window. - Use the summary before the meeting
Read the generated overview to catch up on context. You can also ask follow-up questions in the Copilot chat box at the bottom of the panel, such as “What were the action items from the last meeting?”
If Copilot Meeting Preparation Does Not Appear
Copilot button is missing from the meeting form
If you do not see any Copilot button on the meeting ribbon, first verify that you are using the new Outlook app, not classic Outlook or Outlook on the web. The feature is only available in the new Outlook for Windows desktop app. Next, confirm that your Microsoft 365 tenant has Copilot enabled. Contact your IT administrator to check your license assignment. You must have a Copilot for Microsoft 365 license. Without it, the button does not appear.
Prepare with Copilot is grayed out
If the button is visible but grayed out, the meeting may not have enough related data for Copilot to process. For example, a meeting with no attendees other than yourself or no email thread linked to the meeting may cause this. Try selecting a different meeting that has multiple attendees and a longer email chain. Also ensure that the meeting is not a recurring series master. Open an individual occurrence instead.
Copilot panel shows an error
If the panel opens but displays an error message such as “Something went wrong” or “Unable to prepare,” close the panel and reopen it. Check your internet connection. Copilot requires an active connection to Microsoft 365 services. If the problem persists, sign out of Outlook and sign back in. You can also run the Microsoft 365 Support and Recovery Assistant tool from the Microsoft website to diagnose connectivity issues.
New Outlook vs Classic Outlook: Copilot Meeting Preparation
| Item | New Outlook (Windows) | Classic Outlook |
|---|---|---|
| Location of Copilot button | On the meeting form ribbon when you open a meeting | Under Home > Copilot in the main ribbon or in the meeting form |
| Panel behavior | Opens a side panel that stays open until you close it | Opens a side panel that sometimes closes after switching meetings |
| Supported meeting types | Single meetings and occurrences of recurring meetings | Single meetings and occurrences of recurring meetings |
| License requirement | Copilot for Microsoft 365 license | Copilot for Microsoft 365 license |
| Add-in dependency | No add-in required | No add-in required |
You can now access Copilot Meeting Preparation in the new Outlook by opening a meeting and clicking Prepare with Copilot. After switching from classic Outlook, the button location changes but the core functionality remains the same. If you cannot see the feature, verify your Copilot license and try a different meeting. For faster preparation, use the Copilot chat box to ask specific questions about attendees or agenda items instead of reading the full summary.