Hey there! Ever found yourself needing to quickly grab some notes from a meeting, lecture, or interview that you recorded with Otter.ai, only to wonder how to get that text out? You're in the right place! Otter.ai is fantastic for its real-time transcription, but getting that valuable text into a document or another application can sometimes feel like a puzzle. Don't worry, we're going to break it down step-by-step, making it super easy for you to copy text from Otter.ai, regardless of your plan!
How to Copy Text from Otter.ai: Your Complete Step-by-Step Guide
Whether you're a student, a professional, or just someone who needs accurate transcriptions, knowing how to efficiently extract text from Otter.ai is a game-changer. Let's dive into the various methods and options available to you.
Step 1: Access Your Transcribed Conversation
Alright, let's kick things off! The very first thing you need to do is get to the transcript you want to copy. This might sound obvious, but there are a couple of ways to do it, and knowing them can save you time.
1.1 Logging In to Otter.ai:
Open your preferred web browser and navigate to the official Otter.ai website (
https://otter.ai Log in to your account using your credentials. If you're already logged in, even better!
Once you're in, you'll typically land on your "My Conversations" page, which lists all your recorded and transcribed conversations.
1.2 Selecting the Specific Conversation:
From your "My Conversations" list, locate the specific conversation whose text you wish to copy. You can use the search bar if you have many conversations.
Click on the conversation title to open it. This will bring you to the main transcript view where you can see the full text, speaker identification, and timestamps.
Step 2: Understanding Your Copying and Exporting Options
Otter.ai offers different ways to get your text out, and the best method depends on how much text you need and what you plan to do with it. It also varies slightly depending on whether you're using the free "Basic" plan or a paid "Pro" or "Business" plan.
2.1 Quick Copy to Clipboard (For smaller sections or immediate pasting):
This is the fastest way to grab text. Ideal if you only need a specific paragraph or a short snippet.
You can highlight any portion of the transcript directly within the Otter.ai interface. Once highlighted, a small toolbar usually appears.
Look for the "Copy" icon (often two overlapping squares or a clipboard icon) in that toolbar. Click it, and the selected text will be copied to your clipboard. You can then paste it into any document or application.
2.2 Using the "Copy Text to Clipboard" Feature (For the entire transcript):
If you need the entire transcript in plain text, this is your go-to.
Once you're in the conversation view, look for the three-dot menu (often referred to as "More Options" or "Settings") usually located in the upper-right corner of the transcript area.
Click on these three dots. A dropdown menu will appear.
Select the option that says "Copy Text to Clipboard". This will copy the entire visible transcript to your clipboard.
Note: On the free Basic plan, this option is generally available, but you might have limitations on the total length of the transcript you can access or export in full. Paid plans typically remove these restrictions.
2.3 Exporting the Transcript (For structured documents and various formats):
This is the most versatile option for getting your text out, especially if you need it in a specific file format for further editing, sharing, or creating captions. This method is often more robust for paid plans, offering more file types.
Again, click on the three-dot menu in the upper-right corner of the transcript.
From the dropdown menu, select "Export".
A new window or sidebar will typically appear, offering you various export options.
Step 3: Choosing Your Export Format (If Exporting)
When you choose to "Export," Otter.ai gives you a choice of formats, each suited for different purposes. This is where paid plans truly shine, offering more flexibility.
3.1 Text (TXT):
This is the simplest format, providing plain text without any special formatting (like bolding, italics, or varying font sizes).
Best for: Quick transfer to any text editor, basic data extraction, or when you want to reformat the text entirely yourself.
Available on all plans, including Basic.
3.2 Microsoft Word (DOCX):
This format retains some of the basic formatting from Otter.ai, like speaker labels and timestamps (if you choose to include them). It's also fully editable in Microsoft Word or other compatible word processors.
Best for: Professional documents, detailed editing, adding comments, or sharing with others who use Word.
Typically available on Pro and Business plans. The free Basic plan might only allow copying to clipboard for pasting into Word, but not direct DOCX export.
3.3 PDF (Portable Document Format):
PDF creates a fixed, uneditable snapshot of your transcript, preserving its layout and formatting. It's excellent for sharing a polished, read-only version.
Best for: Archiving, distributing meeting minutes, or sharing a final transcript where you don't want any further edits.
Typically available on Pro and Business plans.
3.4 SubRip Subtitle (SRT):
This is a specialized format used for video captions and subtitles. It includes timestamps that sync the text with specific points in an audio or video file.
Best for: Creating subtitles for YouTube videos, presentations, or other video content.
Typically available on Pro and Business plans.
Step 4: Customizing Your Export (If Exporting)
Before you finalize your export, Otter.ai often gives you options to customize the output. These settings can greatly impact the usability of your copied text.
4.1 Including Speaker Names:
Toggle this option on if you want to see who said what in your exported text. This is crucial for meeting notes or interviews.
Highly recommended for clarity.
4.2 Including Timestamps:
Toggle this option on to add timestamps next to each segment of the transcript. This allows you to quickly reference specific moments in the audio.
Extremely useful for reviewing long conversations or when cross-referencing with the original audio.
4.3 Including Highlights and Images:
If you've highlighted key sections or added images within your Otter.ai transcript, you might have the option to include these in your export.
This helps maintain the context and visual cues you added during the transcription review.
4.4 Removing Otter Branding:
On paid plans, you might have the option to remove Otter.ai branding from the exported document, giving it a more professional and clean look.
Step 5: Executing the Copy/Export
You're almost there! Once you've made your selections, it's time to get that text.
5.1 For "Copy to Clipboard":
If you chose to highlight and copy, simply click the copy icon.
If you chose "Copy Text to Clipboard" from the three-dot menu, the text is immediately copied. You won't see a download, but a confirmation message might appear.
Now, open your desired application (e.g., Microsoft Word, Google Docs, Notepad, an email client) and paste the text (Ctrl+V on Windows/Linux, Command+V on Mac, or right-click and select "Paste").
5.2 For "Export":
After selecting your desired format and customization options in the export window, click the "Export" button.
Otter.ai will then process your request and typically download the file directly to your computer's default downloads folder.
A notification might appear in your browser, indicating the download is complete.
Open the downloaded file in the appropriate software (e.g., Microsoft Word for DOCX, a PDF reader for PDF, a text editor for TXT or SRT).
And there you have it! Your valuable transcribed text is now in a format and location where you can use it for anything you need.
Frequently Asked Questions (FAQs)
Here are 10 common "How to" questions related to copying text from Otter.ai, with quick and helpful answers:
How to copy a small section of text from Otter.ai?
Highlight the desired text directly on the Otter.ai transcript page, and a small toolbar will appear. Click the "Copy" icon in this toolbar.
How to copy the entire transcript from Otter.ai to my clipboard?
Open the conversation, click the three-dot menu (More Options) in the top-right corner, and select "Copy Text to Clipboard."
How to export an Otter.ai transcript as a Microsoft Word document?
Open the conversation, click the three-dot menu, select "Export," choose "DOCX" as the format, customize options as needed, and click "Export." (This feature is typically available on Pro/Business plans).
How to save an Otter.ai transcript as a plain text file?
Open the conversation, click the three-dot menu, select "Export," choose "TXT" as the format, and click "Export."
How to get timestamps in my copied Otter.ai transcript?
When using the "Export" feature, ensure the "Include Timestamps" option is toggled on before exporting.
How to include speaker names in the exported Otter.ai text?
When using the "Export" feature, make sure the "Include Speaker Names" option is toggled on before exporting.
How to create subtitles for a video using Otter.ai transcript?
Open the conversation, click the three-dot menu, select "Export," choose "SRT" as the format, and then export the file. This SRT file can then be uploaded to video platforms.
How to check my Otter.ai plan's export limitations?
Refer to the Otter.ai pricing page or your account settings within Otter.ai. The free Basic plan has more limitations on export formats and conversation history compared to Pro and Business plans.
How to copy text from Otter.ai on a mobile device?
On the Otter.ai mobile app, open the conversation, tap the three-dot menu (usually top-right), and look for "Export" or "Copy Text" options, which work similarly to the web version.
How to share an Otter.ai transcript with others for them to copy?
Open the conversation, click the "Share" button (usually top-right), and you can either invite specific users with "Collaborator" permissions (allowing them to export/copy) or create a shareable link with "Viewer" permissions (allowing them to view and sometimes export/copy, depending on your share settings).
