Have you ever been in a Zoom meeting, desperately trying to jot down notes while simultaneously participating in the discussion, only to realize you missed half of what was said? Or perhaps you've needed to go back and find a specific point from a long meeting, wasting precious time scrubbing through recordings? If so, you're not alone! This is where Otter.ai comes in as your personal AI meeting assistant, revolutionizing how you capture and manage your Zoom conversations.
This comprehensive guide will walk you through every step of setting up Otter.ai for your Zoom meetings, ensuring you never miss a word and can focus entirely on the discussion. Let's dive in!
Understanding Otter.ai and Its Zoom Integration
Before we jump into the setup, let's quickly understand what Otter.ai offers for Zoom users:
Real-time Transcription: Otter.ai provides live transcription of your Zoom meetings, allowing you to see what's being said as it happens. This is incredibly useful for staying engaged and ensuring clarity.
AI-Powered Summaries: After your meeting, Otter.ai generates intelligent summaries, highlighting key points, action items, and decisions. This saves you a tremendous amount of time in post-meeting review.
Speaker Identification: Otter.ai can often identify different speakers in your meeting, making the transcript much easier to read and navigate.
Searchable Transcripts: All your meeting transcripts are stored and made searchable within your Otter.ai account, so you can quickly find specific information whenever you need it.
OtterPilot (AI Notetaker): This intelligent bot can automatically join your scheduled Zoom meetings, record, transcribe, and summarize them, all without you having to lift a finger.
Live Notes Collaboration: For Business and Enterprise plans, Otter.ai Live Notes allows multiple participants to view and collaborate on the live transcript, highlighting, adding comments, and assigning action items in real-time.
Now that you're excited about the possibilities, let's get started with the setup!
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| How To Set Up Otter Ai For Zoom |
Step 1: Create or Log In to Your Otter.ai Account
Alright, let's get you started on your journey to smarter meetings! Have you already signed up for Otter.ai, or are you new to the platform?
If you're new:
Go to the Otter.ai website (otter.ai).
Click on the "Sign Up Free" button or similar call to action.
You'll have options to sign up using your Google account, Microsoft account, or with your email address. Choosing a Google or Microsoft account often streamlines the calendar integration later, but any method works.
Follow the on-screen prompts to complete your registration. It's a quick and painless process!
If you already have an account:
Simply go to otter.ai and click on "Log In" in the top right corner.
Enter your credentials or choose your preferred sign-in method.
Once you're logged in, you'll be taken to your Otter.ai dashboard. This is your central hub for all your conversations and settings.
Step 2: Connect Your Calendar to Otter.ai (Highly Recommended!)
This is a crucial step for enabling Otter.ai's magic, especially the OtterPilot feature that automatically joins your meetings.
Navigate to Settings:
In your Otter.ai dashboard, look for your profile icon (often in the top right corner) or a gear icon for settings. Click on it and select "Account Settings" or just "Settings."
Find the "Apps" or "Integrations" Section:
Within your settings, you'll find a section dedicated to "Apps," "Integrations," or "Connected Accounts." Click on this.
Connect Your Calendar:
You'll see options to connect popular calendar platforms like Google Calendar and Outlook Calendar. Choose the one you use for scheduling your Zoom meetings.
Click "Connect" next to your chosen calendar.
Follow the authorization prompts from your calendar provider. This is a secure process that allows Otter.ai to scan your schedule for upcoming meetings. Make sure to grant the necessary permissions for Otter.ai to access your calendar events.
Why is this so important? Connecting your calendar allows Otter.ai to:
Automatically detect your scheduled Zoom meetings.
Enable OtterPilot to join those meetings without manual intervention.
Sync meeting details and participants, making post-meeting collaboration easier.
Step 3: Configure Zoom Settings for Otter.ai (For Meeting Hosts)
Tip: Watch for summary phrases — they give the gist.
This step ensures that Otter.ai (specifically Otter Notetaker or Live Notes) has the necessary permissions to join and transcribe your Zoom meetings. These settings are typically managed by the host of the meeting.
Sub-heading: Zoom Web Portal Configuration
Sign in to the Zoom Web Portal: Open your web browser and go to the Zoom website (zoom.us). Log in to your Zoom account (not just the desktop application).
Navigate to Settings: On the left navigation menu, under "Personal," click on "Settings."
Access Recording Settings: Click on the "Recording" tab at the top.
Enable Key Recording Options:
Scroll down and ensure "Record to the cloud" is ON (if you plan to use Zoom cloud recordings sync).
Look for "Audio transcript" and toggle it ON.
Find "External meeting participants" and checkmark it. This allows Otter.ai, which joins as an "external participant," to record.
It's highly recommended to checkmark "Auto approve their permission request" under "External meeting participants." This prevents you from having to manually approve Otter.ai joining each time.
Sub-heading: Enabling Live Streaming (for Otter Live Notes - Business/Enterprise Plans)
If you have an Otter.ai Business or Enterprise plan and want to use the Otter Live Notes feature for real-time, shareable transcripts within Zoom's live streaming functionality, you'll need to enable live streaming in Zoom. This might require admin privileges on your Zoom account.
From Zoom Web Portal Settings:
Under the "Meeting" tab (still in your Zoom settings), click on "In Meeting (Advanced)."
Scroll down to the "Allow live streaming of meetings" section.
Toggle this setting ON.
Select the checkbox for "Custom Live Streaming Service." You can optionally type "Managed by Otter.ai" in the instructions box.
Note: Otter Notetaker (OtterPilot) works with all Otter plans and Zoom plans, offering a more general-purpose transcription solution. Otter Live Notes, however, is a more advanced feature requiring specific plans and setup.
Step 4: Connect Your Zoom Account to Otter.ai via Apps
This step formally links your Zoom account with your Otter.ai account, enabling the direct integration.
Go to Otter.ai "Apps":
Log in to your Otter.ai account.
On the left navigation menu, click on "Apps."
Find Zoom Integration:
Scroll down until you see the Zoom integration. There might be a few Zoom-related options (e.g., "Otter Notetaker," "Otter Live Notes," "Zoom Cloud Sync").
For the most comprehensive integration and automatic joining, click "Add" next to the main "Zoom" or "Otter Notetaker" option.
Authorize the Connection:
A new browser window or tab will open, prompting you to sign in to your Zoom account (if you're not already).
Zoom will then display a list of permissions that Otter.ai is requesting (e.g., to view meetings, recordings, etc.). Carefully review these permissions.
If you're comfortable, click the "Allow" or "Authorize" button to establish the connection.
Once authorized, you'll be redirected back to Otter.ai, and you should see a confirmation that your Zoom account is now connected.
Step 5: Manage OtterPilot Settings (Auto-Join & Auto-Share)
With your calendar and Zoom account connected, you can now fine-tune how Otter.ai's Notetaker (OtterPilot) behaves.
Access OtterPilot Settings:
In Otter.ai, go back to your "Account Settings."
Look for a tab or section named "Meetings" or "OtterPilot."
Configure Auto-Join:
You'll likely see an option like "Auto-join all meetings" or the ability to manage individual meetings.
To have OtterPilot automatically join all your scheduled Zoom meetings, toggle this ON.
You can also choose to manually select which meetings OtterPilot joins from your Otter.ai calendar view.
Set Auto-Share Preferences:
Otter.ai can automatically share the transcript and summary with meeting participants. You can configure this setting here.
Options might include:
Auto-share with all calendar event guests.
Share notes for only selected meetings.
Send Otter.ai links via chat to access notes conveniently.
Adjust these based on your privacy and collaboration preferences.
Tip: You can usually manage these settings for individual meetings directly from your Otter.ai home feed/calendar by clicking on a specific meeting.
Tip: Take your time with each sentence.
Step 6: Using Otter.ai in Your Zoom Meetings
Now that everything is set up, let's see how it works in practice!
Sub-heading: For Scheduled Meetings (with OtterPilot enabled)
Start Your Zoom Meeting: When it's time for your scheduled Zoom meeting, simply start it as usual.
OtterPilot Joins: If "Auto-join" is enabled, OtterPilot (often appearing as "Otter.ai Notetaker" or similar) will automatically join your Zoom meeting as a participant. You'll see it listed in your participants panel.
Live Transcription Begins: As soon as OtterPilot joins, it will start transcribing the conversation in real-time.
Access the Live Transcript:
If you're the host and have Live Notes enabled, you might see a "LIVE" indicator in your Zoom window. Clicking on it usually gives you an option like "View Stream on Otter.ai Live Notes," which opens the live transcript in a browser tab.
Otherwise, you can always open your Otter.ai account in a separate browser tab, navigate to "My Conversations," and click on the current live meeting to view the transcript.
Sub-heading: For Ad-Hoc or Manual Meetings
If you haven't connected your calendar or want Otter.ai to join an unscheduled meeting:
Start Your Zoom Meeting.
Copy the Zoom Meeting URL: In your Zoom meeting, click on the "Participants" icon and then "Invite," or look for the meeting link in the invitation details. Copy the URL.
Paste into Otter.ai:
Go to your Otter.ai dashboard.
Look for a button or option like "Record" or "Import" or "Paste meeting URL to record."
Paste the Zoom meeting URL into the designated field.
Otter.ai will then attempt to join your live meeting.
Sub-heading: During the Meeting
Follow Along: Watch the live transcript unfold in your Otter.ai browser window.
Highlight and Add Notes: In the Otter.ai interface, you can click on any transcribed text to highlight it, add comments, or assign action items. This is fantastic for collaborative note-taking.
Otter AI Chat (if available): For some plans, you can use Otter AI Chat during the meeting to ask questions about the conversation so far, generate summaries, or draft follow-up items.
Step 7: Post-Meeting Review and Management
Once your Zoom meeting ends, Otter.ai continues to work its magic.
Processing and Finalization: Otter.ai will process the recording and finalize the transcript. This usually takes a few minutes, depending on the length of the meeting.
Access the Transcript:
You'll typically receive an email notification from Otter.ai when the transcript is ready.
Alternatively, go to your Otter.ai dashboard, click on "My Conversations," and find your recent meeting.
Review and Edit:
Open the transcript. You can play back the audio and see the corresponding text highlighted, making it easy to review.
Click the "Edit" button (often a pencil icon) to correct any transcription errors, add speaker labels, or refine the notes.
Utilize AI Features:
Review the AI-generated summary, keywords, and action items. These are incredibly helpful for quickly grasping the meeting's essence.
Use the Otter AI Chat feature to ask questions about the entire conversation, generate follow-up emails, or create specific summaries.
Share the Transcript:
Click the "Share" button.
You can share the transcript with specific individuals via email or generate a public or invite-only link.
Set permissions (e.g., view-only, comment, edit) for shared transcripts.
Export the Transcript:
If you need the transcript in another format, click the three dots (...) or an "Export" option.
You can typically export as:
TEXT
DOCX (Word document)
PDF
SRT (for captions/subtitles)
You can also export the audio as an MP3.
By following these steps, you'll be well on your way to leveraging Otter.ai for incredibly efficient and effective Zoom meetings. Focus on the conversation, and let Otter.ai handle the note-taking!
QuickTip: Read line by line if it’s complex.
10 Related FAQ Questions
How to check if Otter.ai is successfully connected to Zoom?
You can check the connection by logging into your Otter.ai account, navigating to "Apps" or "Integrations," and verifying that Zoom is listed as "Connected." Additionally, you can schedule a short test Zoom meeting; if OtterPilot joins automatically, the connection is successful.
How to stop Otter.ai from automatically joining all my Zoom meetings?
In your Otter.ai account settings, go to the "Meetings" or "OtterPilot" section. You'll find an option to "Auto-join all meetings." Toggle this setting OFF. You can then manually select which meetings Otter.ai joins from your calendar view.
How to access the live transcript during a Zoom meeting?
If you're the host and have Otter Live Notes enabled (Business/Enterprise plan), look for a "LIVE" indicator in your Zoom window. Clicking it usually provides a link to "View Stream on Otter.ai Live Notes." Otherwise, simply open your Otter.ai account in a browser and click on the current live meeting under "My Conversations" to see the real-time transcript.
How to share a Zoom meeting transcript with others after the meeting?
After the meeting, log in to your Otter.ai account, go to "My Conversations," and open the desired transcript. Click the "Share" button (often an icon resembling a person with a plus sign or a share arrow). You can then enter email addresses or generate a shareable link and set permission levels (view, comment, edit).
How to edit a Zoom meeting transcript in Otter.ai?
QuickTip: Use posts like this as quick references.
Once the meeting transcript is processed and available in your Otter.ai account ("My Conversations"), open it. Look for an "Edit" button or a pencil icon near the top right of the transcript. Click it to enter editing mode, where you can correct errors, add speaker labels, and refine the text.
How to use Otter.ai to transcribe an existing Zoom recording?
Log in to your Otter.ai account and click the "Import" button (usually in the top right corner). Select "Upload audio/video" and then browse for the Zoom recording file on your computer (typically found in your Zoom folder under "Documents"). Otter.ai will then process and transcribe the uploaded file.
How to enable speaker identification in Otter.ai for Zoom meetings?
While Otter.ai often automatically identifies speakers, you can improve accuracy by linking your contacts to Otter.ai (in "Account Settings" > "Apps" or "Integrations"). After the meeting, you can also manually edit the transcript to assign speaker names by clicking on the speaker label next to each block of text.
How to download a Zoom meeting transcript from Otter.ai?
Open the desired transcript in your Otter.ai account. Look for a three-dot menu (...) or an "Export" option. You'll then be given choices to export the transcript as plain text, a Word document (DOCX), a PDF, or an SRT file (for captions).
How to ensure all participants consent to Otter.ai recording?
Otter.ai respects privacy. When OtterPilot joins a Zoom meeting, it typically appears as a participant with a clear name like "Otter.ai Notetaker" or "OtterPilot." As the host, you are responsible for informing participants that the meeting is being transcribed and recorded. Zoom itself also often provides a visual indicator when a recording is in progress. For enhanced compliance, ensure your Zoom settings allow external participants and, if desired, require explicit permission for recording.
How to troubleshoot if Otter.ai isn't joining my Zoom meetings?
First, double-check your Zoom settings (Step 3) to ensure "External meeting participants" and "Auto approve their permission request" are enabled. Second, verify that your calendar is correctly synced with Otter.ai (Step 2) and that "Auto-join" is active in your OtterPilot settings (Step 5). Lastly, confirm that the Zoom account connected in Otter.ai (Step 4) is the same one hosting the meeting. If issues persist, consult the Otter.ai help center.
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