You've got notes in Otter.ai, and perhaps some of them are no longer relevant, contain sensitive information you want gone, or are just cluttering up your workspace. Whatever the reason, knowing how to efficiently delete them is key to maintaining a streamlined and secure Otter.ai experience. Let's dive into a comprehensive, step-by-step guide to doing just that!
Ready to Tidy Up Your Otter.ai Workspace? Let's Get Started!
Are you tired of sifting through old notes to find the important ones? Do you want to ensure your confidential conversations are truly gone when you need them to be? Perfect! This guide will walk you through the process of deleting notes in Otter.ai, ensuring your digital workspace is as organized and secure as you need it to be.
Step 1: Accessing Your Otter.ai Dashboard
The first crucial step in managing your Otter.ai notes is to get to where they live. Whether you're on a desktop or using the mobile app, the process starts with logging in.
Sub-heading 1.1: On the Web Browser
If you primarily use Otter.ai on your computer, this is your starting point.
Open your preferred web browser. This could be Chrome, Firefox, Edge, or Safari – whatever you typically use.
Navigate to the Otter.ai website. Type
otter.aiinto your browser's address bar and hit Enter.Sign in to your account. You'll see a "Sign In" button, usually in the top right corner. Click it and enter your credentials (email and password, or use your Google/Microsoft/Apple sign-in).
Sub-heading 1.2: On the Mobile App
For those who rely on Otter.ai on the go, the mobile app provides a similar, intuitive experience.
Open the Otter.ai app on your smartphone or tablet.
Ensure you are logged in. If not, you'll be prompted to enter your login details or choose your preferred sign-in method.
Step 2: Locating the Conversation You Wish to Delete
Once you're in your Otter.ai dashboard, you'll see a list of your conversations (which are essentially your notes and recordings).
Sub-heading 2.1: Browse Your Conversations List
Otter.ai makes it easy to find your recorded conversations.
Look for "My Conversations" or a similar heading. This is typically the main view you'll land on after logging in.
Scroll through the list to find the specific conversation (note) you want to delete. You might have many, so take your time!
Utilize the search bar if you have a lot of conversations. You can often search by keywords, speaker names, or dates to quickly narrow down the results.
Sub-heading 2.2: Identifying the Target Note
Before you hit delete, double-check! Make sure you've selected the correct conversation to avoid accidentally deleting something important. You can click on a conversation to open it and review its contents if you're unsure.
Step 3: Initiating the Deletion Process
Now that you've found the note you want to remove, it's time to take action. The steps might vary slightly between the web and mobile versions, but the core principle is the same.
Sub-heading 3.1: Deleting a Single Conversation (Web Version)
This is the most common way to remove individual notes.
Hover over the conversation you wish to delete in your "My Conversations" list. You should see a set of icons appear, or three dots (ellipsis) indicating more options.
Click on the three dots (ellipsis) icon (…). This will usually bring up a small menu.
Select "Delete" from the dropdown menu. A confirmation prompt will appear.
Sub-heading 3.2: Deleting a Single Conversation (Mobile App)
The mobile app keeps things straightforward.
Tap and hold on the conversation you want to delete in your list. This often brings up a context menu or selection mode.
Alternatively, you might need to tap the three dots (ellipsis) icon next to the conversation name.
Tap "Delete" from the options presented. Again, a confirmation message is typically displayed.
Sub-heading 3.3: Deleting Action Items or Comments within a Note (Both Web & Mobile)
Sometimes, you don't want to delete the entire note, just a specific part of it.
Open the conversation you want to edit.
Navigate to the "Summary" section (for action items) or the "Transcript" section (for comments).
Locate the specific action item or comment you wish to remove.
Click or tap the three dots (ellipsis) next to it and select "Delete."
Confirm the deletion when prompted.
Step 4: Confirming the Deletion
This is a crucial step! Otter.ai, like many applications, will ask for confirmation before permanently deleting your data. This is your last chance to stop the process if you've made a mistake.
Read the confirmation message carefully. It will usually state something like, "Are you sure you want to delete this conversation?" or "This action cannot be undone."
Click/Tap "Delete" or "Confirm" to proceed with the deletion. If you change your mind, click "Cancel" or "No."
Step 5: Understanding the "Trash" and Permanent Deletion
When you delete a conversation in Otter.ai, it's not immediately gone forever. It's usually moved to a "Trash" or "Recycle Bin" folder, giving you a grace period in case of accidental deletion.
Sub-heading 5.1: The 30-Day Grace Period
Otter.ai typically retains deleted conversations in the "Trash" for 30 days. This is a safety net, allowing you to recover notes if you realize you needed them after all.
Sub-heading 5.2: Accessing and Restoring from Trash
If you need to recover a deleted note within the 30-day window:
On the web, look for a "Trash" or "Bin" icon in the left-hand navigation menu of your Otter.ai dashboard. On mobile, it might be found under "Account" or "Settings."
Click/Tap on the "Trash" folder. You'll see a list of your recently deleted conversations.
Select the conversation you wish to restore.
Click/Tap the "Restore" button (or a similar option). The conversation will be moved back to your "My Conversations" list.
Sub-heading 5.3: Permanently Deleting from Trash
If you want to ensure a note is immediately and permanently deleted before the 30-day period expires (for highly sensitive information, for example):
Go to the "Trash" folder as described above.
Locate the conversation(s) you want to permanently delete.
Select the conversation(s).
Look for an option like "Delete Forever," "Empty Trash," or a similar button. Be extremely cautious here, as this action is irreversible.
Confirm the permanent deletion when prompted. Once confirmed, the note is gone and cannot be recovered by you or Otter.ai support.
Step 6: Deleting Your Entire Otter.ai Account (Extreme Measure)
While this guide focuses on deleting individual notes, it's worth noting that if you wish to completely remove all your data from Otter.ai, you can delete your entire account. Be warned: this is a permanent and irreversible action that deletes all conversations, settings, and associated data.
Go to your "Account Settings." This is typically found by clicking on your profile picture or name in the upper right corner (web) or in the "Account" section (mobile).
Look for a "General" tab or section.
Find the "Delete account" option at the bottom.
Follow the on-screen prompts, which will likely involve entering your password and confirming the deletion.
If you are part of a multi-member Workspace, you may need to contact your Workspace administrator to have your account deleted.
Final Thoughts on Note Deletion in Otter.ai
Maintaining a clean and secure digital workspace is essential, and Otter.ai provides the tools to do just that. By following these steps, you can confidently manage your notes, ensuring that only the relevant and desired information remains. Remember the "Trash" as your safety net, but exercise caution when proceeding with permanent deletions!
10 Related FAQ Questions
Here are 10 frequently asked questions about deleting notes in Otter.ai, with quick answers:
How to delete multiple notes in Otter.ai at once?
Currently, Otter.ai's user interface primarily supports deleting conversations one by one. There isn't a direct "select all" or "bulk delete" option for multiple conversations in your main list. You'll need to go into the "Trash" folder to permanently delete multiple items at once.
How to recover a deleted note in Otter.ai?
You can recover a deleted note by going to the "Trash" folder in your Otter.ai dashboard (usually found in the left-hand navigation). Select the note(s) you wish to restore and click/tap "Restore." This is possible within 30 days of deletion.
How to permanently delete a note from Otter.ai?
To permanently delete a note, first delete it from your main conversations list, which sends it to the "Trash." Then, go to the "Trash" folder, select the note, and choose the "Delete Forever" or "Empty Trash" option. Be aware this action is irreversible.
How to delete a specific part of a note, like a comment or action item?
Open the conversation, navigate to the "Summary" (for action items) or "Transcript" (for comments) section, locate the specific item, click/tap the three dots (ellipsis) next to it, and select "Delete."
How to know if a note has been permanently deleted from Otter.ai?
Once a note is permanently deleted from the "Trash" folder, it will no longer appear in your Otter.ai account, nor can it be recovered by you or Otter.ai support. The confirmation message for permanent deletion will also typically state its irreversible nature.
How to stop Otter.ai from automatically joining meetings?
You can manage Otter.ai's auto-join settings in your Account Settings, usually under a "Meetings" or "Notetaker" section. Look for an option to disable "Auto-join all meetings."
How to delete my entire Otter.ai account?
Go to "Account Settings," then the "General" tab, and find the "Delete account" option at the bottom. Follow the prompts to confirm the permanent deletion of your entire account and all associated data.
How to delete Otter.ai notes on the mobile app?
On the mobile app, tap and hold on the conversation you want to delete in your conversations list, or tap the three dots (ellipsis) next to it, then select "Delete."
How to see notes I've recently deleted in Otter.ai?
All notes you've recently deleted will be found in the "Trash" folder, accessible from your main Otter.ai dashboard's navigation menu.
How to clear the Otter.ai trash folder?
Go to the "Trash" folder, select all the conversations you want to remove, and then look for an option like "Empty Trash" or "Delete All" to permanently clear the contents.
