Troopa and Microsoft 365 Copilot: what each does in a Teams meeting
Most of the teams who talk to us already have Copilot, and this is not an argument that it takes bad notes: it does not. It is about who can ask each one a question, how, who sees the answer, and what each needs from the people in the meeting.
Every row below was checked against Microsoft’s own documentation, and the links go to Microsoft Learn and Microsoft Support rather than to us. Where a claim we wanted to make turned out to be wrong, we cut it: Copilot reaches Zoom meetings through a Zoom connector, and an earlier version of this page claimed a record of reversed decisions that Troopa keeps only where it has been switched on.
Every row below was checked against Microsoft’s own documentation on 29 September 2026. Spotted something out of date? Tell us and we will correct it and say when.
The comparison
| Troopa | Microsoft 365 Copilot | |
|---|---|---|
| Asked during the call | Yes. Anybody Troopa can hear may say “Hi Troopa” and ask. The answer appears on the screen of the person running Troopa, and the whole call sees it when they present Troopa’s window | Each person’s prompts to Copilot, and its answers, are private to them. Facilitator answers in the meeting chat for everyone, when somebody mentions it thereMicrosoft Learn, Facilitator in Teams → |
| Who needs a licence | The people who run Troopa have a seat. Anybody in the call can ask it, and attendees need no account | Everyone who uses Copilot in Teams needs a Microsoft 365 and a Microsoft Copilot licenceMicrosoft Support, Copilot in Teams → |
| External attendees benefit without their own licence | Yes. Attendees need no account and nothing installed | No. External members need their own Copilot licence to use it in your meetingMicrosoft Learn, Copilot for multi-tenant organisations → |
| Answers from earlier meetings | Yes. It reads the notes of your last five meetings when it answers; presented to the call, only earlier meetings of the same series | Yes, with a licence: Copilot reasons over your meetings, emails, chats and filesMicrosoft Support, Copilot Chat with and without a licence → |
| Where meetings are stored | In the region your organisation picks at sign-up: the UK (London), the EU (Frankfurt) or the US (Virginia) | In your Microsoft 365 region: a person’s preferred data location in a multi-geo tenant, otherwise the tenant’s primary geographyMicrosoft Learn, data residency for Copilot → |
| Anything to install | The Troopa desktop app, for the people who use Troopa. Attendees install nothing | No, for Teams meetings |
| Works if your organisation is not on Microsoft 365 | Yes | No, it is part of Microsoft 365 |
Who asks, and who sees the answer
Copilot in Teams is a private assistant. Each person with a licence asks it their own questions, and nobody else sees the answers. Facilitator, which comes with a Copilot licence, is the shared part: it keeps live notes that everyone from your organisation in the meeting can edit, and answers in the meeting chat.
Troopa is asked out loud. Anybody it can hear may say “Hi Troopa” and ask, and the answer appears on the screen of the person running Troopa. Choose Present and share Troopa’s window, and the whole meeting reads the same answer. Nobody else needs a licence, an account or an install.
If everybody who needs answers already has Copilot, that covers a lot. If the room keeps stopping to find a number, or half the call is outside your organisation, that is where Troopa earns its place.
Where Microsoft 365 Copilot is the better choice
Be honest with yourself about this, because it is often the right answer.
Troopa is a third-party processor, one more name on your register. If your legal position is that no new processor may be added, Copilot wins and we cannot fix that.
Microsoft Purview retention policies cover Copilot’s prompts and answers, and eDiscovery can search them. We give you retention controls. We do not give you Purview.Microsoft Learn, retention for Copilot →
Copilot recaps a meeting well and it is already on the bill. If the people who need answers all have a licence, a second assistant may not earn its place.
Each licensed person asks Copilot privately. Troopa’s answers go to the person running it, and to the whole meeting only when they present Troopa.Microsoft Learn, Facilitator in Teams →
That is a real preference and a defensible one, and we are a second vendor.
Questions
Can Copilot see our Zoom meetings?
Yes, through Microsoft’s Zoom Meetings connector, which indexes Zoom transcripts, key points and summaries for each meeting’s owner. It needs a paid Zoom Business or Enterprise plan with cloud recording. We checked, and an earlier version of this page said otherwise.Microsoft Learn, the Zoom Meetings connector →
Can we run both Copilot and Troopa?
Yes: Copilot for each licensed person’s own questions and recap, and Troopa for questions anybody asks out loud in the call and notes that carry into the next meeting. Troopa does not interfere with Copilot recapping the meeting.Microsoft Support, Copilot in Teams →
Does everyone in the meeting need a Troopa seat?
No. Attendees need no seat and no account, and anybody Troopa can hear may ask it a question. Seats are for the people who run Troopa and read its notes.
Are Troopa’s notes kept in Microsoft 365?
No. They are kept in Troopa, in the region your organisation picks at sign-up: the UK, the EU or the US.
Looking beyond Microsoft 365 Copilot? Teams meeting notes without a Copilot licence, with the other products side by side.