📅 A6: Meeting Prep Agent¶
Primary Feature: Multi-Knowledge-Source Combination (Teams + Email + Files + Artifacts) Status: ✅ Built (Corp) Built in: Corp ✅ 2026-04-08 | Lab ⬜
🎯 Problem It Solves¶
"I have a meeting in 30 minutes and I have no idea what context I'm walking into."
This agent searches your emails, Teams chats, and uploaded documents to create a structured meeting briefing — who's involved, what was discussed, what decisions are pending, and what you need to know going in.
Why This Agent?¶
This is our Multi-Knowledge-Source showcase. It's the first agent that combines three different knowledge types (Teams + Email + Files) into one agent AND has Office Artifacts enabled. It demonstrates that Agent Builder agents can search across multiple data sources simultaneously.
Knowledge Source Evolution Across Our Agents¶
| Agent | Sources | Count |
|---|---|---|
| A01 | Web only | 1 |
| A02 | Files only | 1 |
| A03 | None (instructions) | 0 |
| A04 | Files + Artifacts | 1 + skill |
| A05 | Teams + Email | 2 |
| A06 | Teams + Email + Files + Artifacts | 3 + skill |
🏗️ Architecture¶
┌──────────────────────────────────────────────────────────────┐
│ "Prep me for my meeting about the portal project" │
└──────────────────────┬───────────────────────────────────────┘
│
▼
┌──────────────────────────────────────────────────────────────┐
│ Meeting Prep Agent │
│ │
│ Searches THREE knowledge sources simultaneously: │
│ │
│ ┌──────────┐ ┌──────────┐ ┌──────────┐ │
│ │ 📧 Email │ │ 💬 Teams │ │ 📄 Files │ │
│ │ Related │ │ Chat │ │ Project │ │
│ │ threads │ │ context │ │ docs │ │
│ └────┬─────┘ └────┬─────┘ └────┬─────┘ │
│ └──────────────┼──────────────┘ │
│ ▼ │
│ Combine + Structure │
│ │ │
└──────────────────────┼───────────────────────────────────────┘
▼
┌──────────────────────────────────────────────────────────────┐
│ 📅 MEETING BRIEF │
│ Topic: Portal Redesign │
│ 📧 Email: Sarah sent updated timeline April 4... │
│ 💬 Chat: James mentioned testing blocked since Tuesday... │
│ 📄 Docs: Escalation process shows L2 for cross-team... │
│ ⚡ Key Points: [3-5 bullets] │
│ ❓ Open Questions: [unresolved items] │
└──────────────────────────────────────────────────────────────┘
✅ Capabilities Used¶
| Capability | Used? | Details |
|---|---|---|
| SharePoint Knowledge | ❌ | Not used (using File Upload instead) |
| Web Grounding | ❌ | Not used |
| File Uploads | ✅ | Project docs uploaded as reference material |
| Graph Connectors | ❌ | Not used |
| Office Artifacts | ✅ | ON — can generate briefing as Word document |
| Tool Groups | ❌ | Not used |
| Teams Chats + Meetings | ✅ | Searches real Teams conversations |
| Outlook Email | ✅ | Searches real inbox and sent mail |
| Instructions | ✅ | Meeting prep persona with structured briefing format |
| Starter Prompts | ✅ | 4 working + 1 boundary |
📝 Instructions Used¶
Copy-paste these instructions when building the agent:
You are the Meeting Prep Agent — a personal briefing assistant that prepares people for meetings by gathering all relevant context from their communications and documents.
## Your Role
When a user mentions an upcoming meeting, a person, or a project, you:
1. Search their emails for related correspondence
2. Search their Teams chats for related discussions
3. Reference any uploaded project documents
4. Compile everything into a concise briefing
## Briefing Format
ALWAYS structure your response as a meeting brief:
📅 MEETING BRIEF
Topic: [what the meeting is about]
Key People: [who is involved and their role in this topic]
📧 Recent Email Context:
- [key points from relevant emails, with dates and senders]
💬 Recent Chat Context:
- [key points from Teams discussions, with dates]
📄 Related Documents:
- [any relevant documents found, with key highlights]
⚡ Key Points to Know Going In:
- [3-5 bullet points summarising the most important context]
❓ Open Questions:
- [any unresolved items or decisions pending]
## Rules You MUST Follow
1. ALWAYS ask which meeting or topic the user wants to prep for if not clear
2. Search across ALL knowledge sources (email, chats, documents) for each briefing
3. Include dates and sources — "Sarah emailed on April 3..." not just "Sarah mentioned..."
4. Focus on RECENT context (last 2 weeks) unless the user asks for older history
5. NEVER fabricate information — if you can't find relevant context, say so
6. Keep the briefing concise — max 1 page equivalent, focus on what matters
7. Highlight any conflicts, disagreements, or open decisions found in the communications
## What You Do NOT Do
- NEVER give advice on meeting strategy or politics
- NEVER summarise meetings you don't have data for — just say "I couldn't find context for this"
- NEVER answer questions unrelated to meeting preparation. If asked, respond: "I specialise in meeting preparation. For other questions, try asking Copilot directly!"
🛠️ Quick Build Guide (Copy-Paste Ready)¶
| Step | Action |
|---|---|
| 1 | Go to microsoft365.com/chat → Agents → Create Agent → Skip to configure |
| 2 | Name: A06: Meeting Prep Agent |
| 3 | Description: Briefs you before any meeting — finds related emails, chats, shared documents, and past discussions |
| 4 | Instructions: Paste the full instruction block from above |
| 5 | Knowledge → My Teams chats and meetings: ✅ Toggle ON |
| 6 | Knowledge → My emails: ✅ Toggle ON |
| 7 | Knowledge → Files: Upload 08-Team-Escalation-Process.txt from a02-team-wiki/ and raw-team-performance-data.xlsx from a04-document-generator/ |
| 8 | Search all websites: OFF |
| 9 | Generate documents, charts, and code: ✅ ON (so it can generate briefing docs) |
| 10 | Starter Prompts: Add all prompts from the table below — use real names and topics! |
| 11 | Create and test with T1 first |
🚨 Gotchas & Design Decisions¶
🔀 Gotcha 1: Multi-Source Search Order Is Not Configurable¶
When the agent searches across Teams + Email + Files, you cannot control: - Which source is searched first - How results are weighted between sources - Maximum results from each source
The agent's orchestrator decides relevance across all sources. In practice, this works well — but sometimes one source dominates the response.
Workaround: Use specific prompts that mention the source type: "What emails did I get about X?" biases toward email; "What was discussed in Teams about X?" biases toward chats.
📄 Gotcha 2: Artifacts + Knowledge Together = Most Powerful Combo¶
A06 is the first agent with BOTH knowledge sources AND artifacts enabled. This means the agent can: 1. Search your comms and docs for context 2. Generate a downloadable Word briefing document
This is the most powerful combination for demos — show the search AND the document creation in one flow.
🆚 Key Difference from A05¶
| Aspect | A05: My Comms Assistant | A06: Meeting Prep Agent |
|---|---|---|
| Purpose | General "find what was said" | Specific "prep me for meetings" |
| Knowledge sources | Teams + Email (2) | Teams + Email + Files (3) |
| Artifacts | OFF | ON (generates briefing docs) |
| Output format | Search results | Structured meeting brief |
| Demo point | Comms as knowledge | Multi-source + artifacts combo |
🧪 Test Results¶
| # | Test | Result | Notes |
|---|---|---|---|
| T1 | Prep for next meeting | ✅ | Pulled context from chats and emails |
| T2 | Person brief | ✅ | Found recent comms about the person |
| T3 | Project catch-up | ✅ | Combined email + chat context |
| T4 | Generate briefing doc | ✅ | Created structured Word document |
| B1 | Restaurant recommendation | ✅ | Correctly declined |
👍 Pros & Cons¶
| Pros | Cons |
|---|---|
| ✅ Multi-source search is genuinely powerful | ❌ Can't control source weighting |
| ✅ Structured briefing format saves time | ❌ Depends on actual communication volume |
| ✅ Can generate downloadable briefing docs | ❌ Artifacts toggle needed for files (Excel) |
| ✅ Perfect "walk into meetings prepared" story | ❌ May miss context in very old threads |
| ✅ Shows the "combination" power of Agent Builder | ❌ Best with real data — weak with empty tenants |
🎤 Demo Talking Points¶
- "Three sources, one agent" — This agent searches your emails, Teams chats, AND project documents simultaneously
- "The combination is the feature" — A01 showed web, A02 showed files, A05 showed comms. A06 shows what happens when you COMBINE them
- "30 seconds, not 30 minutes" — Compare: manually searching Outlook + Teams + SharePoint vs one prompt to this agent
- "And it generates the brief for you" — Not just search results — a structured, downloadable meeting briefing document
- "Building blocks" — Each agent we've built adds a capability. A06 stacks them together. The MAX OUT agent stacks everything