All keyboard shortcuts for AI in meetings
Shortcuts for AI Meetings: Microsoft Teams with Copilot and Zoom AI Companion
With Copilot in Microsoft Teams and Zoom AI Companion, you can summarize meetings, ask questions about topics discussed, and compile action items. This reference guide shows which AI shortcuts are officially documented, where they work, and which offers you can perform using a button or menu.
An important distinction: a meeting assistant can answer many different questions without having a separate shortcut for each one. “Summarize the discussion” and “What offers were agreed upon?” are, for example, different commands within the same AI environment.
The genuine documentation consulted does not confirm a hundred different, exclusively AI-specific keyboard shortcut combinations for these applications. Therefore, this overview lists the confirmed combinations and their exact context. Windows and Mac versions are listed side by side and are not presented as separate AI functions.
What does text-based editing mean in the context of meetings?
In meetings, text editing mainly involves processing spoken content: summarizing a transcript, organizing notes, removing repetitions, or listing agreements in a table.
That’s different from editing the recording itself. Shortening a summary doesn’t automatically mean that the same passage is removed from the meeting video.
| Validity | Desired result | What should you check? |
|---|---|---|
| Summary | A brief overview of the topics discussed. | Are there any important details or exceptions missing? |
| Collect Decisions | A list of actual decisions made. | Hasn’t a proposal unwittingly turned into a decision? |
| Develop action items | Tasks with a designated person in charge and, if applicable, a deadline. | Are the owner and date actually as agreed? |
| Rewrite notes | A clear and coherent report. | Does the meaning remain the same? |
| Prepare for follow-up | A draft message outlining agreements and open questions. | Does it include everything participants need to confirm? |
Here’s how to read the keys
- Ctrl: the Control key on Windows.
- Cmd: the Command key on a Mac, identified by ⌘.
- Control on Mac: a different key than Command.
- Alt: an edit button on Windows.
- Shift: the key you also use to type uppercase letters.
- Focus: the window or component that receives your keyboard input.
A plus sign means you press the keys simultaneously. For Ctrl+Shift+O, hold down Ctrl and Shift while pressing O.
Be sure to check beforehand which program is active. The same key combination may have a different function in Teams and Zoom. Additionally, a keyboard shortcut only works within the described environment and with the features available in your account.
Overview of the confirmed instant AI shortcuts
| AI-generated text | Windows | Mac | Environment | Exact functionality |
|---|---|---|---|---|
| Open AI Chat in Zoom | Ctrl+Shift+O | Cmd+Shift+O | Zoom Workplace desktop app | Opens the AI chat panel during a meeting. Zoom also describes this access for the main window outside of a meeting. |
| Rewriting a Teams message with Copilot | Alt+A | Control+Cmd+A | Teams layout, desktop, and web interface | Reach out to Copilot to rewrite a message. This does not open the AI assistant for the voice meeting. |
The table lists four platform combinations for two functions. The second function is relevant for drafting a meeting memo or follow-up, but does not constitute a request to transcribe a meeting.
A key difference between Teams and Zoom
In Teams for Windows , the default shortcut Ctrl+Shift+O is used to turn video on or off in the desktop app. In Zoom, the same combination opens the AI chat panel.
So be sure to check the active window before using the shortcut. You cannot automatically carry a shortcut from one application to another.
Which AI offers do not have a dedicated keyboard shortcut?
| Process | Microsoft Teams with Copilot | Zoom AI Companion |
|---|---|---|
| Ask questions about the meeting | Open Copilot using the meeting controls. | Open the AI panel; “Meeting questions” must be available and active. |
| Request a summary | Use the available Copilot interface. | Use the “Meeting Questions” feature or the separate “Meeting Summary” feature. |
| View all promotions | Ask Copilot a specific question. | Ask AI Companion a specific question. |
| Distinguishing Between Decisions and Proposals | Describe that structure in your assignment. | Describe that structure in your assignment. |
| Start automatic summary | Depending on meeting settings and available features. | The host is using AI-powered controls for the meeting summary. |
For these specific tasks, the manuals consulted do not specify a universal, direct keyboard shortcut. A natural-language command is not a key combination.
Using Copilot in Microsoft Teams
Opening Copilot during a meeting
Microsoft describes how to access Copilot through the meeting controls. This allows you to open the assistant to ask questions about the available meeting content.
You might be wondering what points are still open. You can also ask for a comparison of the options discussed or a summary of the arguments.
Before you begin, check to make sure you’re in the right meeting. A Copilot panel in a chat and Copilot in an ongoing meeting may not use the same information source.
Availability during and after the meeting
Teams distinguishes between settings for use during and after the meeting, only during the meeting, and disabled use. Transcription is required when used during and after the meeting.
When used only during a meeting, Copilot can work with temporary speech-to-text data. Without a saved transcript, you cannot assume that the discussed content will remain available afterward.
Therefore, before an important meeting, check which setting has been selected. Opening an AI panel does not override that setting.
Distinguish between meeting chat and spoken content
Microsoft explains that Copilot can use an available transcript in a meeting chat. Without a transcript, the assistant can rely on the chat content.
That distinction is important when an agreement has been made only verbally. A summary of the chat might omit that agreement, even though the summary itself makes sense on its own.
Therefore, if the results are incomplete, please ask which source was used. Also, check whether your question pertains to the spoken meeting or only to written messages.
Rewrite a follow-up message
The shortcut key for “Rewrite with Copilot” is located in the composition pane. Microsoft describes options for adjusting style and length and for replacing a suggested version.
For example, use this feature to clarify a convoluted piece of feedback. Then check whether deadlines and responsible parties have remained the same.
Friendly wording should not turn an unconfirmed proposal into a definitive agreement. Therefore, pay attention to verbs such as “consider,” “propose,” “agree,” and “confirm.”
Using Zoom AI Companion
Opening the AI panel with the keyboard
Use the shortcut combination from the shortcut table while the desired Zoom window is active. Then check which options the panel displays for your meeting.
Opening the panel is not the same as launching every AI feature. “Meeting Questions” and “Meeting Summary” have their own settings and controls.
This way, you’ll avoid assuming that the meeting is already being summarized when only the chat panel is open.
Ask questions about the meeting
Zoom describes “Meeting Questions” as questions about content discussed while AI Companion was active. Access settings can also determine when a participant is allowed to request information.
As a result, you can’t simply expect an assistant who joins late to be fully up to speed on the entire previous meeting.
If an answer seems incomplete, first check the available time period. A missing answer does not automatically mean that the topic has never been discussed.
Use an automatic summary
Zoom describes “Meeting Summary” as a separate feature that the host can start. The host can also stop this feature. When the feature is inactive, participants can request that it be enabled using the available controls.
According to the described procedure, the host can edit the summary afterward. This is a text edit of the report, not an automatic modification of the genuine recording.
When making corrections, check whether you are correcting a misidentification or adding a brand new appointment. Brand New information should remain clearly distinct from what was said during the meeting.
Check your personal keyboard shortcut settings
Zoom lets you view and customize keyboard shortcuts via Settings and Keyboard Shortcuts. Some combinations can be set as global shortcuts.
A custom or global combination may behave differently than the standard controls shown in this overview. Therefore, please note that any custom assignments are set by you.
If a combination isn’t working, check the app version as well. Zoom notes that some keyboard shortcuts require a newer version.
Practical AI Tasks for Use During Meetings
The examples below are text assignments. They are intentionally not counted as keyboard shortcuts. Use them in the available meeting assistant and check the results.
Catching up after a break
“Summarize what has been discussed within the available meeting materials since the start of this agenda item. Distinguish between key points, decisions, and questions that remain open.”
Specifying a time frame or a clear topic makes it easier to evaluate the answer. Compare the result with the current discussion.
Verify a purchase
“Has a final decision been made on this, or have only possibilities been discussed? Indicate which wording supports that distinction.”
This is especially useful when participants use words such as “probably,” “for now,” and “provided that.” Such words determine how certain an agreement is.
Earn reward points
“Create a table listing the action, person responsible, deadline, and any outstanding dependencies. Write ‘not agreed upon’ if an owner or date is missing.”
Verify whether a named individual has actually accepted a task. Simply mentioning a name is not the same as assigning responsibility.
Compare the options discussed
“Compare the options discussed. For each option, list only the advantages, disadvantages, and conditions mentioned in the available meeting notes.”
Check to make sure the table doesn’t include general product information as if it were added during the consultation.
Find answers to unresolved questions
“What substantive questions have been asked but not yet answered? Group them by topic and indicate what information is still needed.”
Read the list next to the calendar. An open question may be relevant to the next topic and does not always need to be resolved immediately.
Explaining an unclear concept
“Explain what this term means based on the available discussion. Indicate if participants seem to be using different meanings.”
This way, you can ask for clarification without automatically assuming that one interpretation is the correct one.
Text-based follow-up after the meeting
From rough summary to report
Start with the content structure. Separate topics, conclusions, offers, and open questions. Only then should you work on style and length.
A smooth narrative can obscure differences among participants. A clear report, on the other hand, highlights where there is agreement and where a decision is still needed.
“Organize these notes as meeting minutes. Use separate sections for topics discussed, confirmed decisions, offers, and open questions. Do not add any missing facts.”
Shortening a long text
First, ask what needs to be preserved. Consider exceptions, conditions, amounts, and dependencies between tasks.
“Condense this report by removing repetition and wordy sentences. Retain all decisions, terms, responsible parties, and agreed-upon dates.”
Compare the shortened version with the genuine. Be sure to check sentences that contain multiple conditions: in such cases, shortening can inadvertently change the meaning.
Keep conflicting notes visible
When two notes mention different dates, you shouldn’t just smooth over the text. First, you need to determine which date is correct.
“Identify any inconsistencies in these notes. List the differing details side by side and formulate a short confirmation question for each difference.”
This creates a useful checklist for follow-up. An area of uncertainty remains visible rather than disappearing into a persuasively worded report.
Preparing a follow-up message
A follow-up message doesn’t need to repeat the entire conversation. Above all, the recipient needs to understand what was agreed upon and what the next step is.
“Create a brief outline for the participants. Start with the most important decision. Then list the offers, including the person responsible and the date. Conclude with questions that still need to be confirmed.”
Check whether the concept describes an existing term. A brand new suggestion should be formulated as a recognizable proposal.
Creating a reliable list of promotions
A to-do list is useful when each line describes a specific action. “Website” is too broad. “Check the brand new contact page” tells you what to do.
| Section | What should be clear? | Example |
|---|---|---|
| Action | A verifiable transaction. | Review the draft text for the contact page. |
| Owner | Who is running the promotion. | The person designated as responsible during the meeting. |
| Deadline | A date that’s truly agreed upon. | The confirmed delivery date, or “not specified.” |
| Dependency | What needs to be available first. | The complete contact information. |
| Open item | Pending confirmation. | Who ultimately approves the text. |
Don’t let AI fill in missing fields based on probability. A blank “Responsibility” field is a point for discussion, not an invitation to guess a name.
Check sentences for meaning
A proposal is not yet a decision
“We can start on Monday” describes a possibility. “We’re starting on Monday” sounds like a commitment. Check whether the meeting has actually taken that step.
Also, be aware of consent that may be restricted later. A participant may agree on the condition that budget or capacity is available.
A target date is not a hard deadline
Words such as “preferably,” “approximately,” and “if possible” convey uncertainty. Do not automatically remove them when rephrasing the report in a more business-like manner.
If necessary, request a separate list of dates that still need to be confirmed. This makes follow-up more concrete.
A summary is not the full transcript
A summary selects specific information. Therefore, review the passages on which an important next step is based, especially when the discussion has changed direction several times.
Where available, use source references or the transcript to determine what was actually said.
A Practical Approach to an AI Meeting
Before you start: figure out what you need
Do you want to ask questions only during the call, or do you need the content to be available afterward? Check the appropriate settings before the meeting begins.
Also, be clear about the outcome you need at the end: a list of decisions, an action plan, or a detailed report. This will help you assign specific tasks later on.
Note: Ask one clear question at a time
For example, ask for decisions first and then for offers. A task with many different objectives can result in a long response where details are hard to find.
Use specific topics and time periods. “What was said about the schedule?” is more specific than “What did I miss?” when you’re investigating a single agenda item.
Afterward: check facts before writing
First, check the names, dates, amounts, and terms. Then, make the text shorter or easier to read.
If you start rewriting right away, uncertainties can disappear before you’ve even determined whether the information is correct.
For follow-up: easily confirm your order
If anything is unclear, feel free to ask a quick question. For example: “Is it correct that the draft version will be delivered on Wednesday?”
A specific confirmation question is easier to answer than a long report in which the recipient has to search for the passage that is still unclear.
Why does an AI shortcut sometimes not work?
- Wrong window: Teams is active while you’re using the Zoom shortcut.
- Incorrect context: The Teams rewrite button belongs to a message, not to the audio conference.
- Alternative setting: a custom keyboard shortcut replaces the default.
- Feature not active: The AI chat may be open, but meeting questions or summaries may not be available.
- Note: A specific combination may not be available in an older app version.
- Limited source: the assistant does not have the entire period in question available.
First, check the application, active function, and available data. Pressing a shortcut key again will not resolve missing meeting content.
Frequently Asked Questions About AI Shortcuts for Meetings
Are these 100 unique AI keyboard shortcuts?
No. The confirmed instant access applies to two functions with Windows and Mac versions. The sample questions are prompts and are not counted as keyboard shortcuts.
Which key combination opens AI Companion in Zoom?
Press Ctrl+Shift+O on Windows or Cmd+Shift+O on a Mac in the Zoom Workplace desktop app. Check your active Zoom environment and your own keyboard shortcut settings.
Does Alt+A open the meeting assistant in Teams?
No. The Teams feature described rewrites text in the composition pane. For Copilot during voice meetings, Microsoft uses access via the meeting controls.
Does opening the AI panel automatically generate a summary?
Don’t assume that’s the case. In Zoom, in particular, accessing the panel and activating “Meeting Summary” are two separate steps.
Can AI summarize information from before it was activated?
That depends on the available data and settings. Check the processed time period; don’t assume that previously recorded content is automatically included.
Does rewriting a report change the record?
No. Editing a summary or follow-up text is different from audio or video editing.
Which operating system should I learn first?
Learn the correct approach to AI, check what meeting content is available, and practice asking targeted questions about decisions and offers. This makes the results easier to monitor.