how to add agenda function to meetings

Dear @Chiara Minchin,

Thank you for reaching out. I’ll be happy to guide you on how to add an agenda and take notes during your meetings.

Please kindly try these steps below and check if it helps:

Option 1: Add an Agenda & Notes in Microsoft Teams

If you are using Microsoft Teams, you can add an agenda and collaborative meeting notes directly to the meeting itself.

Before the meeting:

• Open Microsoft Teams and go to Calendar.
• Create a new meeting or open an existing one.
• Select Add an agenda, then enter your agenda items or preliminary notes.
• Save or send the meeting update.

During the meeting:

• Join the meeting in Teams.
• Select Notes at the top of the meeting window.
• You can add or update agenda items, take live notes, and track follow-up actions. Any changes are saved automatically and visible to other participants.

After the meeting:

• Open the meeting from Teams > Calendar to review or continue editing the notes.

This feature is built into Microsoft Teams and does not require any additional setup. Please note that external attendees may have view-only access to the notes, depending on meeting and tenant settings.

Option 2: Add a task list to a meeting

You can add a task list to a meeting in Teams or Outlook for the web. Task lists you add in a meeting will create and stay in sync with a plan in Planner.

1. In Teams, go to Calendar on the left side of the app and select New meeting in the top right corner. 
2. In Outlook for the web, select the calendar icon on the left, and then select New event. 
3. Near the bottom of the page, select Add an agenda others can edit.
4. In a moment, you'll see the Agenda, Meeting notes, and Follow-up tasks sections. The Follow-up tasks section is a task list. Select Follow-up tasks to ad task names, assignees, and due dates.
5. Add any other meeting information you want (see Schedule a meeting in Teams for details), and then select Save.

Option 3: Use Copilot to draft an agenda (optional)

If you have a Microsoft 365 Copilot license, Copilot can automatically create a draft agenda.

1. In New Outlook create a meeting and add title and attendees.
2. In the meeting description, open Copilot.
3. Select Auto draft an agenda or type your own prompt.
4. Keep, edit, or adjust the agenda.

This helps save time when preparing meetings with minimal setup.

For reference, please refer to:

• Take meeting notes in Microsoft Teams
• Create a meeting agenda with Copilot in Outlook
• Add a task list to meeting notes

I hope this helps. Your understanding and co-operation are highly appreciated. Please feel free to reply below if you have any update or further concern.  

I am looking forward to your response!

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