How to teach Teams Meeting Facilitator correct spellings of words from audio transcription

Question

Facilitator has been added to recurring meeting within my org, overall it is doing good job of creating notes from the meetings it listens to the audio of. There are words that we use over and over again where it picks a spelling for that is consistently wrong (example: Name of location is similar word to what is selected, always picks consistently wrong name as it is more commonly used in language). How do I teach Facilitator the correct spelling without having to manually edit the notes after every meetings? Is there a way to say "facilitator, everytime time you think you hear word XXXXX please record it in spelling as "YYYY" ?

Answer 1

Hello @H, Rizz

Welcome to the Microsoft Q&A Community! 

Thank you for reaching out! I understand how frustrating it can be when the Facilitator consistently chooses the wrong spelling for terms your team uses frequently. The good news is that there is a way to correct this behavior so you won’t need to manually fix your meeting notes each time. 

Teams’ Facilitator relies on the same transcription engine as Teams meeting transcripts. To make it recognize and apply the correct spelling for specific words, your organization can use Custom Dictionaries, a feature available through Microsoft 365 Copilot settings. This allows admin teams to define custom terminology which is perfect for location names, product names, acronyms, and any words the system regularly mishears. 

This requires action from your Microsoft 365 Global Admin or AI Admin, as only those roles can upload or modify the custom dictionary. Here's how it works: 

Prepare a CSV file with the correct term(s). 

• The CSV supports fields like Term, Sounds like (optional), Long form, and Definition/context. 
• This helps the transcription and Facilitator choose the correct spelling even when similar‑sounding words exist. 

Upload the CSV in the Microsoft 365 admin center: 

• Go to Copilot > Settings > Other settings > Copilot Custom Dictionary. 
• Admins can upload up to 1000 terms, and changes apply across your entire organization’s Teams meetings. 

Once uploaded, the Facilitator will automatically start recognizing and using the correct spelling in meeting notes and transcripts, no manual edits needed.  

Kindly refer to this article for more detailed information: Manage custom dictionaries for Microsoft Teams meetings and events - Microsoft Teams | Microsoft Le…

Important Notes 

• End users cannot add terms themselves; updates must go through your admin.  
• Copilot licensing is required for transcription enhancements to take effect.  
• Voice commands like “Facilitator, always spell this as…” are not currently supported. 

I hope the given information helps you with your concern. Let me know if you have any further questions. I am happy to clarify. 

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Answer 2

To teach the Teams Meeting Facilitator the correct spellings of specific words, you can utilize custom dictionaries. By uploading a custom dictionary, you can enhance the entity recognition and improve transcription accuracy for specialized terms that are frequently used in your meetings.

Here are the steps you can follow:

1. Create a Custom Dictionary: Prepare a CSV file with the correct spellings of the terms you want to teach the Facilitator. The dictionary can contain up to 1000 terms/entries.
2. Upload the Dictionary: As an admin, you can upload this custom dictionary in the Microsoft 365 admin center. Ensure that you have the necessary permissions and that your users have the required licenses to use custom dictionaries.
3. Test and Adjust: After uploading, monitor the transcriptions to see if the changes have improved the accuracy. You may need to adjust the dictionary based on ongoing feedback.

This way, you can minimize the need for manual edits after each meeting by ensuring that the Facilitator recognizes and correctly spells the specific terms you frequently use.

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References:

• Manage custom dictionaries for Microsoft Teams meetings and events
• Understand custom dictionaries