Microsoft is rolling out a refreshed event scheduling experience in Outlook, combining a modernized interface with new Copilot capabilities. The goal is to simplify meeting creation, reduce manual steps, and enhance usability.
As part of this update, Microsoft will also introduce a new meeting preparation experience for licensed Microsoft 365 Copilot users. However, users without a Copilot license will lose access to the current Meeting Insights feature.
This update applies primarily to the calendar in Outlook on the web and the new Outlook for Windows.
Timeline
The rollout is expected between August and November 2025.
What is changing?
Two key changes are coming.
1) An enhanced “New event” form
The event form will be enhanced with a cleaner layout, streamlined controls, and clearer entry points for key actions such as adding invitees, setting time and location, and choosing online meeting options.
The enhanced form will also include Copilot-powered enhancements, such as agenda drafting, time suggestions, and content refinement. These capabilities require a Microsoft 365 Copilot license; without the license, the text field remains a standard, formatable text box.
2) Meeting Insights will be replaced
Currently, invited participants can sometimes find Meeting Insights at the bottom of events, a feature introduced by Microsoft in May 2020.
The solution we developed powers the Meeting Insights feature that makes meetings more effective by helping customers:
- Prepare for meetings by surfacing unread or relevant content;
- Access related documents and information during meetings;
- Retrieve past content such as notes, presentations, and other meeting material
With this update, Meeting Insights will be removed for users without a Microsoft 365 Copilot license. Instead, licensed Copilot users will receive a new, personalized meeting preparation experience. The details are not yet fully documented.
