Microsoft Teams Rooms

Facilitator Teams Rooms

7 November 2026Doc update+6 / −8 lines

In brief

The documentation updates screenshots, preview wording, and instructions for adding participant names when saving notes so participants can access notes and transcripts later.

What Teams admins need to know

Use the revised visuals and workflow when guiding Teams Rooms users; no administrator configuration change is stated.

Summaries are generated from the documentation change itself.

Documentation change

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The comparison below shows only the changed extract. Use the full-page view for complete context.

In a scheduled meeting with Teams Rooms devices invited, you can view notes generated by Facilitator by tapping the Notes button.

Notes button on the console to open and close the Notes panel.

Screenshot that shows the notes panel on the front-of-room display in a meeting. Notes panel on the front-of-room display

Facilitator can proactively share insights, reminders and time left in a meeting, as well as respond to participant questions or commands in the Chat panel.

Screenshot that shows Facilitator messages in chat panel on the front-of-room display. Messages from Facilitator in the Chat panel on the front-of-room display

If there is an agenda in the meeting invite or agenda added to the Loop meeting notes before the meeting, agenda timer will appear at the front-of-room display to show allocation of time for each topic.

Note

Facilitator in Teams Rooms for in-person note-taking is in preview and is currently included with Teams Rooms Pro. Preview features might not be complete, and the experience and licensing model may change before ~~public~~final release.

To enable AI-generated notes using Facilitator in Teams Rooms:

Screenshot that shows the Takes Notes message on the front-of-room display. "Take notes with Facilitator" on the front-of-room display

Screenshot that shows the Take Notes message on the console. “Tap to take ~~notes“~~notes" entry point on console

~~At the start of the note-taking session, enter participants’ names in the dialog to support speaker attribution.~~ Notes can take a few minutes to generate and appear on the front-of-room display as participants speak. At the end of the session, select Save notes and ensure participants’ names are added in the dialog pop-up so they can access the notes and transcript later on their personal devices. Unsaved notes are deleted after the session ends.

Screenshot that shows the notes panel on the front-of-room display. Facilitator generating notes on the front-of-room display

~~Current limitation:~~ Enrolled users can be attributed in notes and transcript. Users who add their name in the dialog at the beginning of the note-taking session are identified by name. Other users who are not enrolled appear as distinguished speakers, such as ‘Speaker 1’ and ‘Speaker 2’. Facilitator in Teams Rooms isn't available for federated or external users.

Accessing notes

To access notes after the meeting, navigate to the Teams meeting chat titled “Meeting with [conference room name].” At the top of the meeting chat, select the Recap tab, and then select Notes to find the AI-generated notes and transcript.

@@ -73,13 +73,13 @@ Only the meeting organizer requires a Copilot license. For more information and 
 In a scheduled meeting with Teams Rooms devices invited, you can view notes generated by Facilitator by tapping the **Notes** button.
 
-![Screenshot that shows the Notes button on the console control.](media/facilitator-teams-rooms/notes-button.png)*Notes button on the console to open and close the Notes panel.*
+![Screenshot that shows the notes button on the console that will open/close the notes panel on the front-of-room display.](media/facilitator-teams-rooms/notes-button-on-ubar.png)*Notes button on the console to open and close the Notes panel.*
 
-![Screenshot that shows the notes panel on the front-of-room display in a meeting.](media/facilitator-teams-rooms/notes-panel-front-of-room.png)*Notes panel on the front-of-room display*
+![Screenshot that shows the notes panel on the front-of-room display in a meeting.](media/facilitator-teams-rooms/agenda-timer-front-of-room-display.png)*Notes panel on the front-of-room display*
 
 Facilitator can proactively share insights, reminders and time left in a meeting, as well as respond to participant questions or commands in the **Chat** panel.
 
-![Screenshot that shows Facilitator messages in chat panel on the front-of-room display.](media/facilitator-teams-rooms/facilitator-in-chat.png)*Messages from Facilitator in the Chat panel on the front-of-room display*
+![Screenshot that shows Facilitator messages in chat panel on the front-of-room display.](media/facilitator-teams-rooms/agenda-timer-front-of-room-display.png)*Messages from Facilitator in the Chat panel on the front-of-room display*
 
 If there is an agenda in the meeting invite or agenda added to the Loop meeting notes before the meeting, agenda timer will appear at the front-of-room display to show allocation of time for each topic.
 
@@ -93,7 +93,7 @@ Facilitator in Teams Rooms can create rich AI notes with summaries and action it 
 Note
 
-Facilitator in Teams Rooms for in-person note-taking is in preview and is currently included with Teams Rooms Pro. Preview features might not be complete, and the experience and licensing model may change before public release.
+Facilitator in Teams Rooms for in-person note-taking is in preview and is currently included with Teams Rooms Pro. Preview features might not be complete, and the experience and licensing model may change before final release.
 
 To enable AI-generated notes using Facilitator in Teams Rooms:
 
@@ -123,9 +123,9 @@ After you complete the required steps and meet the prerequisites, in-room partic 
 ![Screenshot that shows the Takes Notes message on the front-of-room display.](media/facilitator-teams-rooms/take-notes-front-of-room.png)*"Take notes with Facilitator" on the front-of-room display*
 
-![Screenshot that shows the Take Notes message on the console.](media/facilitator-teams-rooms/room-console-homescreen.png)*“Tap to take notes“ entry point on console*
+![Screenshot that shows the Take Notes message on the console.](media/facilitator-teams-rooms/room-console-homescreen.png)*“Tap to take notes" entry point on console*
 
-At the start of the note-taking session, enter participants’ names in the dialog to support speaker attribution. Notes can take a few minutes to generate and appear on the front-of-room display as participants speak. At the end of the session, select **Save notes** and ensure participants’ names are added in the dialog pop-up so they can access the notes and transcript later on their personal devices. Unsaved notes are deleted after the session ends.
+Notes can take a few minutes to generate and appear on the front-of-room display as participants speak. At the end of the session, select **Save notes** and ensure participants’ names are added in the dialog pop-up so they can access the notes and transcript later on their personal devices. Unsaved notes are deleted after the session ends.
 
 ![Screenshot that shows the Facilitator loading screen while it is generating notes.](media/facilitator-teams-rooms/facilitator-loading-screen.png)
 
@@ -133,8 +133,6 @@ At the start of the note-taking session, enter participants’ names in the dial 
 ![Screenshot that shows the notes panel on the front-of-room display.](media/facilitator-teams-rooms/offline-meeting-facilitator-notes-panel.png)*Facilitator generating notes on the front-of-room display*
 
-**Current limitation:** Enrolled users can be attributed in notes and transcript. Users who add their name in the dialog at the beginning of the note-taking session are identified by name. Other users who are not enrolled appear as distinguished speakers, such as ‘Speaker 1’ and ‘Speaker 2’. Facilitator in Teams Rooms isn't available for federated or external users.
-
 ## Accessing notes
 
 To access notes after the meeting, navigate to the Teams meeting chat titled “Meeting with [conference room name].” At the top of the meeting chat, select the **Recap** tab, and then select **Notes** to find the AI-generated notes and transcript.