Unleash the Power of Microsoft Loop in Teams Meetings

Use Microsoft Loop in your Teams Meetings for collaborative agendas, meeting notes and follow-up tasks.
#microsoftloop #microsoft365 #microsoftteams
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📽️ Video Chapters
00:00 Introduction
01:06 Create Agenda in Loop
03:09 Loop Components
04:46 Hide Agenda
05:12 Using Loop during Meetings
05:37 Add Meeting Notes
06:17 Add Follow Up Tasks
08:48 Review Notes After Meeting
09:27 Create Teams Channel for Meetings
10:44 Using Loop Workspaces
12:16 FAQs

[@brentmorris8626]

PRO TIP: Add the Title to the meeting. Save, Close out, go back in AND then work on the Loop component. Why??? Doing so will correctly add the Title to the Loop component. Enjoy.

[@digitalbits-tecnologia]

I usually do no comment on videos... but this one deserves and earned a comment. Thank you for the sharing!

[@davidadams421]

Great tips! I've been using Loop in meeting invites for a good few months now and it is definitely worth the learning curve effort. One additional tip: if you're not keen on having meeting actions spread out amongst multiple instances of say a recurring meeting, simply add your standing agenda and any actions to the meeting series instance. Everybody can still see the actions (e.g. Edit > Series, or just link to the loop component) and the standing agenda appears then for each subsequent meeting. You can of course still add agenda items for each meeting instance. It even survives meeting series updates e.g. dates and/or time. The only downside is that Microsoft also copies the actions across into each instance, but none are assigned so it can easily be deleted. Another very useful video!

[@hannahboehm3997]

Thanks David. It seems that all the meeting info carries over and when the next meeting is updated (and previous info deleted) the previous meeting agenda/notes/actions is lost unless you look through the versions. Is there a way to keep previous meeting agenda/notes/actions below and add the next and new agenda/notes/actions above?

[@davidadams421]

Not sure I follow, we're talking about recurring meetings here, right, e.g. once per week, every other day etc.? In that case you have the meeting series, then multiple meeting instances. When you setup the loop component on the meeting series, its content is copied into each an every meeting instance. My point regarding tasks was that normally you'd then have multiple planner instances (loop uses planner for 'actions'), one for each meeting instance, so, for example, to 'review actions' you'd have to open each and every meeting instance, which is a pain, but if you add all your actions to the meeting series you only then have one planner instance for that recurring meeting's actions, irrespective of how many times the meeting reoccurs. For the other stuff, meeting transcript, attendance record, meeting instance agenda etc., you can either open the meeting instance for that one meeting, or open the meeting series and see them all in a list. To answer your question directly: Is there a way to keep previous meeting agenda/notes/actions below and add the next and new agenda/notes/actions above? I'm not quite sure why you would want to do this, per my comments above, but I guess you could manually add each meeting instance's loop component to the Description field of the meeting instance, this would then give you a record of every meeting all in one invite, but you'd be far better off reviewing the meeting series and just cycle through each instance (for transcript, attendance etc).

[@alexk7837]

@@davidadams421 This looks like a good topic for a demo.

[@mglauser]

I find the idea of these meeting notes revolutionary and definitely want to use them. However, my problem is that 70% of my meetings are recurring appointments. While I don't always want to bring the agenda and the meeting notes to every appointment, I would like to see and continue the task list from the last meeting. I haven't found a solution for this yet. It would be best if a planner is opened for each series, and the notes of this series are always imported into this planner. Then it would be truly useful for me.

[@davidadams421]

My additional tip above describes this behaviour i.e. one set of tasks (planner plan) for the meeting series. Just note the gotcha.

[@HiYurd]

Dig these Loop components. We are starting to migrated our KB from OneNote to Loop. Enjoying it.

[@user-ci7lk3mo1x]

What about repeated meetings? It is not comfortable to use loop, because there is a old loop version copied, and all changes that I make to copy of meeting loop if forgotten

[@wernerlouw4998]

Is there any way to lock down a loop component preventing editing after the meeting? That would make this so that referencing is possible, and fiddling is not possible. I know versions are available, but you need to suspect there were changes before looking for them. If there is not agreement about a point in the meeting, people can change the info after the meeting. Further to this people can copy the component into their documents and edit for their own use,which then edits the component in this meeting loop... This would be a limitation if you intended using loop in Word and Excel? If a person re-uses a document, as a template to start a monthly report they will be editing the previous month's report. 🤔

[@SharePointMark]

Hi Jonathon - Excellent videos on Loop, I am a huge fan of Loop - I have a question - ok maybe a food for thought for another Loop Video (unless you have already done it) - What I get asked a lot about is where are Loop elements (workspaces, pages, components etc.) stored - You mention OD4B in this video relating to the Components - There seems to be bit of unclarity about where content is actually stored based on where you instigate a Loop element - ODFB, SharePoint Core? Teams, Exchange - Loop is huge and will get bigger and better (I agree it will be cool to have external users able to collaborate on a component via teams/emakil etc.). If you have something that can answer those questions then that would be excellent. Thanks

[@bearded365guy]

Yes, the Loop elements are stored in different locations depending on where you create them. I think a video would be definitely helpful. I will put it on the list.

[@Sam-nw6mw]

Too bad loop is mostly stored in the personal OneDrive e.g. Meeting notes. If Fred Finance leaves the company, all his loops will be lost... that is a big issue and a reason I'm not yet suggesting loop to everyone in my company.

[@davidadams421]

​@@Sam-nw6mw When somebody leaves the organisation, an admin can easily transfer the OneDrive to another user. This actually pops up as a question when you delete the user account i.e. 'Which user do you want to transfer this user's OneDrive to?', otherwise in the in OneDrive section of the user properties blade in the M365 Admin Centre. How does this impact loop components? Genuinely don't know. I would assume because they are not strictly speaking moving anywhere, somebody else is just being given access, they will continue to function normally - just a guess!

[@davidadams421]

When somebody leaves the organisation, an admin can easily transfer the OneDrive to another user. This actually pops up as a question when you delete the user account i.e. 'Which user do you want to transfer this user's OneDrive to?', otherwise in the in OneDrive section of the user properties blade in the M365 Admin Centre. How does this impact loop components? Genuinely don't know. I would assume because they are not strictly speaking moving anywhere, somebody else is just being given access, they will continue to function normally - just a guess!

[@bearded365guy]

Yes, that’s right. It’s not perfect….. but you need a good leaver process in place. Don’t go removing mailboxes without understanding what data is stored in OneDrive.

[@OITmedia]

Doesn't show up on my cloud or (mac) desktop.

[@aws6591]

I was licking my lips at the thought of using Loop, but then you dropped the bomb...... It doesn't work with external users ☠️ Microsoft really do have the knack of taking something that is potentially very good and making it useless for a huge chunk of people by omitting one fundamental feature.

[@bearded365guy]

It will come soon I am sure.

[@DK-ITMike]

Jonathon, excellent video. Quick question. I have created and saved a loop page template. Once a meeting has started can the meeting notes sync with the template? Or does the template need to be added to the meeting invite?

[@davidadams421]

In lieu of Jonathan's reply ... no. The 'Add an agenda' feature creates a new loop component based on the title of the meeting, yes you can of course add your own loop component to the Description, but any agenda/meeting notes/actions added will be stored in the loop component it created, not the one you added. In this use case, just don't use the 'Add an agenda' feature and add your own custom loop component to the Description. Note: self-added loop components don't always display as loop components in meeting invites, depending on apps/versions etc. I think they do always appear properly in the Outlook Web App but don't quote me!

[@hannahboehm3997]

Hi Jonathan, Loving your videos! Is there a way to have a rolling loop agenda for reoccurring meetings? We currently have access to Loop at work, but we don’t have access to workspaces (apparently we will by the end of the year). Is there an alternative way to manage and group Loops?

[@davidadams421]

Yes, see above.

[@bearded365guy]

Hi Hannah, I came to respond but David has beat me to it in another comment!

[@richardtenhave4897]

Hi Jonathan, any idea why the Loop functionality disappears (immediately!) when selecting a Channel while creating the initial invite? This is using both the App and the Web version.

[@bearded365guy]

Yes, I’ve seen that. Using the Loop feature for setting a meeting inside of a channel is not supported at the moment.

[@alexk7837]

Can we tell it to create a new loop component for each instance of a recurring meeting?

[@davidadams421]

Yes, this is actually the default behaviour. You end up with the first loop component being 'attached' to the meeting series ("meeting.loop"), then each subsequent meeting instance gets its own loop component ("meeting .loop") all stored in your OneDrive > Meetings folder. When a new loop instance is created (by opening the meeting instance), it copies the content from the series loop.

[@wehanwessels4523]

When will loop components be available in OneNote desktop?

[@bearded365guy]

I believe they are available right now?

[@davidadams421]

Rollout started Apr 2024 but there is a gotcha: you have to have 'Anyone' links enabled in your organisation.

[@rmsaddler]

Great features but still too mandraulic IMHO... Copilot converting the actual recorded discussion into relevant digital artefacts such as minutes, tasks etc and using the agenda from recurring meetings would be far more time saving.

[@rl1314]

Teams premium licenses offer a meeting recap liie you've mentioned, but only if the meeting is recorded.

[@i.balazs]

Until there is no full-text search in Loop it is basically useless. How could it pass all UX quality gates without the most basic feature???

[@davidadams421]

Full-text search already exists in the Teams App and already includes _your_ loop content.

[@i.balazs]

@@davidadams421 Thanks, but I use Loop for personal knowledge management alone (kind of Evernote replacement), so using a different collaboration app just text search is not an option. It should be part of the core application. Also I miss a global (not per note) tagging system... labels is not a replacement for that.