How to Generate and File Meeting Notes from a Teams Transcript

Learn how to download a Microsoft Teams transcript, upload it to SharePoint, use ChatGPT to generate meeting notes, and format the final Word document.

July 14, 2026 By shayna

This guide outlines the process for downloading a recorded meeting transcript, storing it in the correct client folder, and using an AI tool to generate structured meeting notes. Completing this ensures a clear, searchable record of project highlights and action items is maintained.

This procedure is for project managers, coordinators, or account managers responsible for handling weekly status reports. It should be used immediately after a client meeting concludes.

1. Download the Meeting Transcript

Step #1: Open the meeting summary card in Microsoft Teams and click on Transcript. — Open the meeting summary card in Microsoft Teams and click on **Transcript**.

Step #2: Click the Download button located at the top of the transcript panel. — Click the **Download** button located at the top of the transcript panel.

Step #3: Select Download as .docx from the dropdown menu to save the transcript to your local computer. — Select **Download as .docx** from the dropdown menu to save the transcript to your local computer.

2. Upload and Rename the Transcript in SharePoint

Step #4: Open your web browser and navigate to your team's SharePoint library. — Open your web browser and navigate to your team's **SharePoint** library.

Step #5: Navigate into the relevant client workspace folder, for example, Swift 2026. — Navigate into the relevant client workspace folder, for example, **Swift 2026**.

Step #6: Click on the Notes folder. — Click on the **Notes** folder.

Step #7: Open the Transcripts directory. — Open the **Transcripts** directory.

Step #8: Click into the folder corresponding to the current month. — Click into the folder corresponding to the current month.

Step #9: Drag and drop the downloaded .docx transcript file from your computer into the SharePoint folder view. — Drag and drop the downloaded `.docx` transcript file from your computer into the SharePoint folder view.

A small notification will appear confirming the file has been successfully uploaded.

Step #10: Right-click the newly uploaded transcript document. — Right-click the newly uploaded transcript document.

Step #11: Select Rename from the context menu. — Select **Rename** from the context menu.

Append the meeting date (e.g., 7.14.26) to the file name to keep records organized, then press Enter.

3. Generate the Meeting Summary using ChatGPT

Step #13: Open your note-taking application (like Microsoft OneNote) and navigate to the page where you store your standardized prompts. — Open your note-taking application (like Microsoft OneNote) and navigate to the page where you store your standardized prompts.

Highlight and copy the prompt text you use to summarize status meetings.

Step #15: Switch to your browser, open ChatGPT, and click + New chat. — Switch to your browser, open ChatGPT, and click **+ New chat**.

Paste your prompt along with the text from the meeting transcript, and hit Enter to generate the notes.

Once the output is generated, highlight and copy the final summary from ChatGPT.

4. Update the Master Meeting Notes Document

Step #18: Return to SharePoint and navigate to the Meeting Notes directory for your client. — Return to SharePoint and navigate to the **Meeting Notes** directory for your client.

Step #19: Click to open the running weekly meeting notes document (e.g., 2026 Swift Meeting Notes.docx). — Click to open the running weekly meeting notes document (e.g., **2026 Swift Meeting Notes.docx**).

Step #20: Locate the heading for the newest weekly status and type in the correct current date. — Locate the heading for the newest weekly status and type in the correct current date.

Paste the copied ChatGPT summary under the newly dated header.

Step #22: If the text styling looks incorrect, click the small Paste Options icon that appears next to the pasted text and adjust it so it merges seamlessly with the document's format. — If the text styling looks incorrect, click the small **Paste Options** icon that appears next to the pasted text and adjust it so it merges seamlessly with the document's format.

Clean up the formatting by removing any extra line breaks, bullets, or symbols. Ensure main sections like 1. Highlights, 2. Action Items, and 3. Action Items for IDX are properly numbered and indented.

Q: What format should I use to download the transcript from Teams?

A: Download the transcript as a .docx file so it is easy to read, copy text from, and upload directly to SharePoint as a document.

Q: Where should I upload the downloaded transcript?

A: Upload it to the designated client folder in SharePoint. Navigate to the Notes directory, then Transcripts, and place it in the folder corresponding to the current month.

Q: How can I ensure the pasted ChatGPT summary matches the existing document format?

A: Use the "Paste Options" dropdown icon that appears right after you paste into Word Online, and select "Merge Formatting" or "Paste Text Only."

Term	Definition
Transcript	A written, word-for-word record of spoken conversation generated automatically during a recorded meeting.
SharePoint	A web-based collaborative platform used by organizations to manage, store, and organize documents.
Prompt	A specific set of instructions given to an AI tool to generate a desired response or summary.

How to Generate and File Meeting Notes from a Teams Transcript

Learn how to download a Microsoft Teams transcript, upload it to SharePoint, use ChatGPT to generate meeting notes, and format the final Word document.

July 14, 2026 By shayna

This procedure is for project managers, coordinators, or account managers responsible for handling weekly status reports. It should be used immediately after a client meeting concludes.

1. Download the Meeting Transcript

2. Upload and Rename the Transcript in SharePoint

A small notification will appear confirming the file has been successfully uploaded.

Append the meeting date (e.g., 7.14.26) to the file name to keep records organized, then press Enter.

3. Generate the Meeting Summary using ChatGPT

Highlight and copy the prompt text you use to summarize status meetings.

Paste your prompt along with the text from the meeting transcript, and hit Enter to generate the notes.

Once the output is generated, highlight and copy the final summary from ChatGPT.

4. Update the Master Meeting Notes Document

Paste the copied ChatGPT summary under the newly dated header.

Q: What format should I use to download the transcript from Teams?

A: Download the transcript as a .docx file so it is easy to read, copy text from, and upload directly to SharePoint as a document.

Q: Where should I upload the downloaded transcript?

A: Upload it to the designated client folder in SharePoint. Navigate to the Notes directory, then Transcripts, and place it in the folder corresponding to the current month.

Q: How can I ensure the pasted ChatGPT summary matches the existing document format?

A: Use the "Paste Options" dropdown icon that appears right after you paste into Word Online, and select "Merge Formatting" or "Paste Text Only."

Term	Definition
Transcript	A written, word-for-word record of spoken conversation generated automatically during a recorded meeting.
SharePoint	A web-based collaborative platform used by organizations to manage, store, and organize documents.
Prompt	A specific set of instructions given to an AI tool to generate a desired response or summary.