Feeling overwhelmed by endless meeting notes? Wish you could just focus on the conversation instead of frantically scribbling? You're in the right place! Otter.ai is a game-changer for anyone who wants to streamline their meeting workflow, ensuring you capture every important detail without the stress.
This comprehensive guide will walk you through exactly how to join a meeting using Otter.ai, whether you're using its intelligent OtterPilot to auto-join or manually adding it to your live discussions. Get ready to transform your meeting experience!
The Power of Otter.ai: Your AI Meeting Assistant
Otter.ai leverages cutting-edge artificial intelligence to provide real-time transcriptions of your meetings. But it's so much more than just a transcriber! Otter.ai can:
Live Transcribe: Turn spoken words into text as they happen.
Identify Speakers: Differentiate between speakers for clear, organized notes.
Generate Summaries & Action Items: Automatically highlight key takeaways and suggest actionable points.
Integrate Seamlessly: Work with popular video conferencing platforms like Zoom, Google Meet, and Microsoft Teams.
Searchable Conversations: Easily find specific information within your past meetings.
Collaborate: Share notes with teammates, add comments, and work together on meeting outcomes.
Essentially, Otter.ai acts as your dedicated digital scribe, freeing you to actively participate in the discussion, knowing that everything is being meticulously recorded and organized.
Step 1: Getting Started with Otter.ai - Your Account Setup
Before you can unleash the power of Otter.ai in your meetings, you need an account!
Sub-heading: Creating Your Otter.ai Account
Visit the Otter.ai Website: Open your web browser and go to
www.otter.ai Sign Up: Look for the "Sign Up Free" or "Get Started" button, usually prominently displayed on the homepage.
Choose Your Sign-Up Method: You can typically sign up using your Google account, Microsoft account, or with an email address and password.
Using Google/Microsoft: This is often the quickest way. Just follow the prompts to grant Otter.ai access.
Using Email: Enter your preferred email address and create a strong password. You'll likely need to verify your email address by clicking a link sent to your inbox.
Explore the Free Plan: Otter.ai offers a generous free plan that allows you a certain number of transcription minutes per month. This is perfect for getting started and understanding its core functionalities. If you plan on frequent or longer meetings, consider their Pro or Business plans for more minutes and advanced features.
Sub-heading: Familiarizing Yourself with the Otter.ai Dashboard
Once logged in, take a moment to explore your Otter.ai dashboard. You'll typically see:
Home: Your main hub with upcoming meetings (if connected to your calendar) and recent conversations.
My Conversations: A list of all your transcribed meetings and audio files.
Meetings: Specifically designed for managing your virtual meeting integrations.
Import: Where you can upload pre-recorded audio or video files for transcription.
Record: The button to start a new live recording (for in-person or non-integrated virtual meetings).
Settings: Where you'll manage your profile, integrations, custom vocabulary, and more.
Step 2: Integrating Otter.ai with Your Calendar and Video Conferencing Platforms
For the most seamless experience, especially with OtterPilot, you'll want to connect Otter.ai to your calendar and preferred video conferencing tools.
Sub-heading: Connecting Your Calendar (Recommended for OtterPilot)
Navigate to Settings: On your Otter.ai dashboard, click on your profile icon (usually in the top right corner) and select "Account Settings" or simply "Settings."
Find Integrations: Look for a section related to "Integrations" or "Calendar."
Connect Your Calendar:
Google Calendar: Click on the Google Calendar option and follow the prompts to authorize Otter.ai to access your calendar.
Microsoft Outlook Calendar: Similarly, select Outlook Calendar and grant the necessary permissions.
Enable OtterPilot: Once your calendar is connected, you'll usually see an option to enable "OtterPilot" (or a similar auto-join feature). Make sure this is toggled ON if you want Otter.ai to automatically join your scheduled meetings.
Sub-heading: Connecting to Video Conferencing Platforms (Zoom, Google Meet, Microsoft Teams)
Otter.ai has deep integrations with major platforms. Connecting directly allows OtterPilot to function optimally.
Within the Integrations Section: Still in your Otter.ai "Settings" or "Integrations" section, you'll find options for Zoom, Google Meet, and Microsoft Teams.
Authorize Connection: Click on each platform you use and follow the authorization steps. This typically involves signing into your respective platform account and granting Otter.ai permission to join and record meetings.
For Zoom: You may need to enable "Record to computer files" and check "External meeting participants" in your Zoom settings for OtterPilot to join smoothly.
Important Note: For OtterPilot to join a meeting, you usually need to be the host of the meeting, or the host must admit the OtterPilot into the meeting if they don't have an Otter account and automatic approval is not set up.
Step 3: Joining a Meeting with Otter.ai - Two Primary Methods
Now, let's get to the core of joining your meetings with Otter.ai!
Method A: Automatic Join via OtterPilot (The Easiest Way)
This is the preferred method for scheduled virtual meetings.
Schedule Your Meeting: Ensure your meeting is scheduled on your connected calendar (Google Calendar, Outlook Calendar).
Enable OtterPilot: As covered in Step 2, make sure OtterPilot is enabled for the relevant platform (Zoom, Google Meet, Teams) in your Otter.ai settings.
OtterPilot Does the Work: When the scheduled meeting time arrives, OtterPilot will automatically join the meeting as a participant. You'll usually see a participant named "Otter.ai Notetaker" or similar.
Host Admission (If Required): If you are not the host or if the host's settings don't allow automatic admission for external participants, the host might receive a pop-up asking to "Admit" Otter.ai to the meeting. They simply need to click "Admit."
Live Transcription: Once admitted, Otter.ai will begin transcribing the meeting in real-time. You can view this live transcription on your Otter.ai dashboard or through a link provided by Otter.ai.
Focus on the Conversation: That's it! You can now fully engage in the meeting, knowing Otter.ai is diligently capturing everything.
Method B: Manually Joining a Meeting (for Ad-Hoc or Specific Needs)
There are times when you might need to manually add Otter.ai to a meeting. This is useful for unscheduled calls, meetings you're a participant in (where OtterPilot can't auto-join), or if you prefer more direct control.
Sub-heading: Option 1: Joining with a Meeting Link
This is ideal for virtual meetings where you have the invite URL.
Get the Meeting URL: Before or at the start of your meeting, copy the meeting invitation link (e.g., Zoom link, Google Meet link, Microsoft Teams link).
Go to Otter.ai: Log in to your Otter.ai account in your web browser.
Click "Record" or "Meetings": On the Otter.ai dashboard, you'll often see a "Record" button (microphone icon) or a "Meetings" tab. Click on it.
Paste Meeting URL: Look for an option like "Paste meeting URL," "Join a meeting," or a field to input a link. Paste the copied meeting URL into this designated area.
Hit "Record" or "Join": Click the button to initiate Otter.ai joining the meeting.
Host Admission (If Required): Similar to OtterPilot, the host might need to admit the "Otter.ai Notetaker" into the meeting.
Live Transcription: Once admitted, Otter.ai will start transcribing the meeting in real-time.
Sub-heading: Option 2: Recording Directly from Your Device (for In-Person or Any Meeting)
This method records the audio from your computer's microphone or a connected device.
Ensure Audio Output: Make sure the meeting audio is playing through your computer's speakers (not headphones, unless you're using a specific setup that routes headphone audio back to your microphone).
Go to Otter.ai: Log in to your Otter.ai account in your web browser.
Click "Record": On the Otter.ai dashboard, click the prominent "Record" button (microphone icon).
Select Microphone: Otter.ai will likely ask for permission to access your microphone. Grant it. Ensure the correct microphone is selected (your computer's built-in mic or an external one).
Start Meeting & Recording: Begin your meeting. Simultaneously, click "Start Recording" in Otter.ai.
Keep Otter.ai Open: Crucially, keep the Otter.ai tab or application open in the background while your meeting is ongoing. If you close it, the recording will stop.
Stop Recording: When the meeting concludes, return to the Otter.ai tab and click "Stop Recording."
Sub-heading: Using the Otter.ai Mobile App
Otter.ai also offers excellent mobile apps for iOS and Android.
Download the App: Search for "Otter.ai" in your device's app store and download it.
Log In: Log in with your existing Otter.ai account.
Start Recording:
For virtual meetings: You can often paste a meeting link directly into the app to have Otter.ai join.
For in-person meetings: Simply place your phone near the speakers (or use an external microphone) and tap the "Record" button within the app.
For virtual meetings on your mobile device: Ensure your device's audio is being picked up by the Otter.ai app's microphone. You might need to adjust sound settings or use a speakerphone mode.
Access Transcriptions: Your transcriptions will be saved to your Otter.ai account and accessible across all your devices.
Step 4: Managing Your Otter.ai Transcription During and After the Meeting
Once Otter.ai is in the meeting, the magic truly begins!
Sub-heading: Real-time Interaction with Your Transcript
View Live Transcription: While the meeting is in progress, you can open the Otter.ai conversation page to see the transcription happening live.
Highlight Key Points: As important information is discussed, you can click on sentences in the live transcript to highlight them. This makes it easy to review crucial details later.
Add Comments & Action Items: You can also add comments or assign action items directly within the live transcript. This is fantastic for collaborative note-taking.
Speaker Identification: Otter.ai attempts to identify different speakers. If it's unsure, you can manually label speakers during or after the meeting to improve accuracy for future meetings.
Sub-heading: Post-Meeting Management and Collaboration
After the meeting ends and you've stopped the recording in Otter.ai, your transcript will be saved as a "conversation."
Review and Edit: Otter.ai's transcription is highly accurate, but it's not always perfect. Take some time to review the transcript for any errors, especially proper nouns, technical terms, or speaker misidentifications. You can easily edit the text directly.
Generate Summaries: Otter.ai automatically generates a summary and outlines. Review these and refine them as needed.
Action Item Review: Check the automatically generated action items and add any others that weren't captured.
Share with Teammates:
Click the "Share" button on the conversation page.
You can share a link to the transcript, invite specific teammates to view or edit, or even share directly to platforms like Slack.
This is where Otter.ai truly shines for team collaboration! Everyone can access the same comprehensive notes.
Export: Need a copy for your records? You can export the transcript in various formats, including TXT, DOCX, PDF, and SRT (for subtitles).
Organize with Folders: As your collection of conversations grows, use folders to keep your notes organized by project, client, or topic.
Utilize Otter AI Chat: Ask Otter's AI chatbot questions about your conversation to quickly find information, generate follow-up emails, or create other content based on the meeting's discussion. This is a powerful feature for extracting insights.
Conclusion: Transform Your Meeting Productivity
By following these steps, you'll not only be joining meetings with Otter.ai but actively harnessing its power to become a more engaged and productive participant. No more worrying about missing key details or spending hours deciphering messy handwritten notes. Otter.ai truly empowers you to focus on the conversation that matters, while it handles the heavy lifting of transcription and summarization. Embrace the future of meetings – a future where every word is captured and every insight is accessible!
10 Related FAQ Questions
How to connect Otter.ai with Zoom for automatic meeting transcription?
To connect Otter.ai with Zoom, go to your Otter.ai settings, find the "Integrations" section, and click on Zoom. You'll be prompted to sign into your Zoom account and grant Otter.ai the necessary permissions to join and record meetings. Ensure "Record to computer files" is enabled in your Zoom settings.
How to ensure Otter.ai accurately identifies speakers in my meetings?
Otter.ai uses AI to identify speakers. To improve accuracy, you can manually label speakers within the transcript during or after the meeting. Over time, Otter.ai learns from your corrections and becomes better at recognizing familiar voices. You can also create a "Custom Vocabulary" in your settings for specific names or terms.
How to get a summary of my meeting from Otter.ai after it's ended?
Otter.ai automatically generates a summary and outline for your transcribed conversations. Once the meeting recording is stopped and processed, go to the conversation in your Otter.ai dashboard, and you'll find the summary and key takeaways displayed prominently. You can also use the Otter AI Chat feature to ask for specific summaries.
How to share an Otter.ai meeting transcript with others?
After a meeting is transcribed, open the conversation in Otter.ai. Look for a "Share" button (often a paper airplane icon or similar). You can then choose to share a view-only link, invite specific individuals via email, or share to integrated platforms like Slack.
How to import an audio or video file into Otter.ai for transcription?
On your Otter.ai dashboard, click the "Import" button. You can then browse your computer to select the audio (e.g., MP3, WAV) or video (e.g., MP4, MOV) file you wish to upload. Otter.ai will process and transcribe it for you.
How to use Otter.ai for in-person meetings or interviews?
For in-person meetings, simply open the Otter.ai web application or mobile app and click the "Record" button. Ensure your device's microphone is picking up the audio clearly (place it centrally on a table, or use an external microphone if possible).
How to enable OtterPilot to automatically join my Google Meet calls?
First, connect your Google Calendar to Otter.ai in your settings. Then, ensure the "OtterPilot" feature is toggled on for Google Meet within your Otter.ai integrations. OtterPilot will then automatically join your scheduled Google Meet calls.
How to edit a transcription in Otter.ai to correct errors?
Once a meeting is transcribed, open the conversation in Otter.ai. You can simply click on any word or sentence in the transcript to enter editing mode. Make your corrections, and the changes will be saved automatically.
How to control what information Otter.ai captures during a meeting?
Otter.ai transcribes all spoken audio. While you can't selectively prevent it from transcribing certain parts, you can choose what to highlight, summarize, or include in exported notes. You also have control over sharing permissions for the full transcript.
How to use Otter.ai on my mobile device (iOS/Android)?
Download the Otter.ai app from the App Store (iOS) or Google Play Store (Android). Log in with your account. You can then use the app to record live conversations, paste meeting links for virtual calls, and access all your previously transcribed conversations, summaries, and Otter AI Chat features.
