Have you ever been in a Microsoft Teams meeting, deep in discussion, only to notice an unexpected guest join – Otter.ai? While Otter.ai is a fantastic tool for transcribing meetings, its presence can raise privacy concerns or simply be unwanted in certain scenarios. If you're looking to regain control and prevent Otter.ai from automatically joining your Teams meetings, you've come to the right place!
This comprehensive guide will walk you through various methods to block Otter.ai in Microsoft Teams, covering both individual user settings and organizational-level controls. Let's dive in!
Understanding Why Otter.ai Joins Teams Meetings
Before we jump into blocking it, it's helpful to understand how Otter.ai typically integrates with and joins Teams meetings. Otter.ai, often referred to as "OtterPilot" or "Otter Notetaker," is designed to automate meeting transcription. It can do this in a few ways:
Calendar Integration: If a user has linked their Microsoft or Google calendar to their Otter.ai account, OtterPilot can automatically join meetings that have a Teams meeting link in the calendar invite.
Manual Invitation: A user can manually invite Otter.ai to a live meeting.
Teams App Integration: Otter.ai might be installed as an app within Microsoft Teams, allowing it to interact more directly with meetings.
Now that we know how it gets in, let's explore how to keep it out!
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| How To Block Otter Ai In Teams |
Step 1: Engage Your Otter.ai Account Settings (Individual Control)
This is the first and often most effective step if you, or a specific user you're assisting, has an Otter.ai account linked to their calendar. Otter.ai provides settings to control its auto-joining behavior.
Step 1.1: Disable Auto-Join for OtterPilot
The most straightforward way to stop Otter.ai from joining your meetings is to turn off its auto-join feature directly within your Otter.ai account.
Action:
Sign in to your Otter.ai account using your web browser.
Once logged in, look for the gear settings icon (⚙️) on the upper right corner of the homepage calendar or navigate to Account Settings.
Within the settings, find the section related to OtterPilot or Meetings.
Locate the option for "Auto-join all meetings" or similar.
Toggle this setting OFF.
You may be prompted to confirm your action; select "Yes, turn them off" to proceed.
Why this works: This setting directly tells Otter.ai not to automatically join any meetings synced from your calendar.
Step 1.2: Manage Auto-Share Settings
Even if Otter.ai joins a meeting (perhaps you manually invited it or someone else did), you can control how the transcript is shared.
Action:
In your Otter.ai Account Settings, navigate to the Meetings section.
Look for "Auto-share settings".
Here, you can choose who the conversation is automatically shared with. Options might include:
All event guests
Same domain guests
Workspace members
Don't Share (recommended for maximum privacy)
Select the option that best suits your privacy preferences.
Why this works: While it doesn't prevent Otter.ai from joining, it gives you control over who can access the transcribed content after the meeting.
Step 2: Remove Otter.ai During a Live Teams Meeting (Immediate Control)
Sometimes, an Otter.ai bot might slip through, or you might be in a meeting where someone else's Otter.ai joins. If you are the meeting host or have presenter permissions, you can remove it on the fly.
Tip: Don’t skim past key examples.
Step 2.1: Remove OtterPilot from the Participant List
This is like kicking any other unwanted participant out of your meeting.
Action:
During an active Microsoft Teams meeting, open the "Participants" panel.
Look for "Otter.ai", "OtterPilot", or "Otter Notetaker" in the list. It often appears as a guest.
Hover over its name and click on the "More options" (three dots ...) menu.
Select "Remove participant" or "Remove from meeting".
Why this works: This provides immediate cessation of the recording by Otter.ai for that specific meeting.
Step 2.2: Stop Recording from Otter.ai's Controls (if applicable)
If Otter.ai was manually invited and is actively recording, you might see its controls.
Action:
If there's a visible control playback bar for Otter.ai within the meeting interface (less common in Teams, but possible), look for a "Stop recording" button.
Click it and confirm.
Why this works: This directly stops the Otter.ai transcription for the current conversation.
Step 3: Manage Otter.ai App in Microsoft Teams (Organizational & Individual Control)
If Otter.ai has been installed as an app within your Microsoft Teams environment, you can manage or uninstall it.
Step 3.1: Uninstall Otter.ai from Teams Apps (Individual)
For individual users who might have installed the Otter.ai app:
Action:
Open your Microsoft Teams desktop application or web client.
On the left-hand navigation bar, click on "Apps" (it might be represented by a puzzle piece icon or a folder with "Apps" written).
In the list of installed apps, search for "Otter.ai".
Once found, click on the "More options" (three dots ...) next to Otter.ai.
Select "Uninstall" to remove the bot from your personal Teams environment.
Why this works: This removes the direct integration of Otter.ai with your Teams client, preventing it from being easily added to meetings by you.
Step 3.2: Block Otter.ai in Teams Admin Center (Organizational Control - For IT Admins)
This is the most robust way to prevent Otter.ai from joining meetings across an entire organization. This step requires Microsoft Teams Administrator privileges.
Action (for IT Admins):
Log in to the Microsoft Teams Admin Center (https://www.google.com/search?q=admin.teams.microsoft.com).
Navigate to "Teams apps" > "Permission policies".
You can either modify an existing policy (e.g., the "Global (Org-wide default)" policy) or create a new custom policy.
Within the policy settings, you have options for Microsoft apps, Third-party apps, and Custom apps. For Otter.ai (a third-party app):
You can choose to "Block specific apps and allow all others" and then add Otter.ai to the blocked list.
Alternatively, you can choose to "Allow specific apps and block all others" and ensure Otter.ai is not on the allowed list.
Crucially, consider disabling the option for users to add new third-party apps if your organization has a strict policy against such integrations. This is found under "Org-wide app settings" within "Teams apps" > "Manage apps". Look for "Allow any new third-party apps published to the store by default" and turn it off.
Save your changes and assign the policy to relevant users or groups.
Why this works: This policy-driven approach enforces restrictions across your entire organization, preventing users from installing or using Otter.ai in Teams.
Step 4: Enhance Meeting Security Settings in Microsoft Teams (Organizational Control)
Beyond blocking the app itself, you can configure meeting policies to make it harder for any unauthorized bots or anonymous users (which Otter.ai often appears as) to join. This also requires Microsoft Teams Administrator privileges.
Tip: Take your time with each sentence.
Step 4.1: Disable Anonymous Join
Otter.ai often joins meetings as an anonymous user. Disabling anonymous join can prevent these bots from entering.
Action (for IT Admins):
In the Microsoft Teams Admin Center, navigate to "Meetings" > "Meeting policies".
Select the policy you want to modify (e.g., "Global (Org-wide default)").
Find the setting "Allow anonymous users to join meetings".
Toggle this setting to "Off".
Save your changes.
Why this works: This forces all participants to be authenticated, making it difficult for uninvited bots to join.
Step 4.2: Configure Lobby Settings
Setting up a meeting lobby ensures that all participants, including anonymous users, must be admitted manually.
Action (for IT Admins):
In the Microsoft Teams Admin Center, go to "Meetings" > "Meeting policies".
Edit your relevant policy.
Look for settings related to "Automatically admit people" or "Who can bypass the lobby."
Set this to a more restrictive option, such as "Only organizers and co-organizers" or "People I invite." This will send all other participants, including Otter.ai, to the lobby, where you can manually deny their entry.
Save your changes.
Why this works: This gives meeting organizers direct control over who enters the meeting, allowing them to screen for unwanted bots.
Step 4.3: Block Domains (Advanced - For IT Admins)
If Otter.ai or similar services are persistently joining from specific domains, you can block those domains.
Action (for IT Admins):
In the Microsoft Teams Admin Center, navigate to "Users" > "External access".
Under "Teams and Skype for Business users in external organizations", you can choose to "Block only specific external domains."
Add
otter.ai(and potentiallyotto.aior other related domains if you identify them) to the blocked domains list.Save your changes.
Why this works: This prevents any users from the specified domains from joining your Teams meetings, including automated bots.
Step 5: Revoke Existing Permissions in Azure AD (Enterprise Level - For IT Admins)
For organizations with deeper integration, you might need to revoke permissions in Azure Active Directory (now Microsoft Entra ID).
Action (for IT Admins):
Log in to the Azure portal (portal.azure.com).
Navigate to "Azure Active Directory" > "Enterprise applications".
Search for "Otter.ai" (or "Otter" if it's listed differently).
Select the application.
Under "Properties", you can set "Enabled for users to sign-in?" to "No".
Under "Users and groups", you can review and remove any users or groups who have been granted access to this application.
Why this works: This severs the enterprise-level connection between your organization's Azure AD and the Otter.ai application, preventing further synchronization and access.
Step 6: Communicate with Your Team (Essential Step!)
Even with all technical measures in place, the human element is crucial.
Step 6.1: Educate Your Users
Inform your team members about the policies regarding meeting transcription tools and the reasons behind blocking services like Otter.ai (e.g., privacy, compliance, sensitive data).
Action:
Send out a clear communication outlining your organization's stance on third-party meeting transcription services.
Explain why these measures are being taken (e.g., data security, confidentiality, compliance with regulations like GDPR or HIPAA).
Provide instructions on what to do if they encounter an unwanted bot in a meeting (e.g., how to remove it).
Suggest approved alternative methods for note-taking if necessary.
Why this works: A well-informed team is your best defense against accidental or unauthorized use of such tools.
QuickTip: Scan for summary-style sentences.
Confirming Success: Testing Your Blockage
After implementing these steps, it's a good idea to perform a test.
Schedule a dummy Teams meeting.
If you or a user had Otter.ai previously integrated, check if it attempts to join.
Monitor the participant list closely.
If Otter.ai does not appear, or if it's sent to the lobby and you can deny entry, your blocking efforts have been successful!
10 Related FAQ Questions
How to prevent Otter.ai from auto-joining all my meetings?
Answer: Sign in to your Otter.ai account, go to Account Settings > Meetings or OtterPilot settings, and toggle off "Auto-join all meetings."
How to remove Otter.ai if it's already in my Microsoft Teams meeting?
Answer: During the meeting, open the "Participants" list, find "Otter.ai" (or "OtterPilot"), click the three dots (...), and select "Remove participant."
How to stop my Microsoft Teams organization from allowing Otter.ai?
Answer: As a Teams Administrator, go to the Microsoft Teams Admin Center > Teams apps > Permission policies. Create or modify a policy to block Otter.ai and consider disabling the option for users to add new third-party apps.
How to ensure anonymous users can't bring Otter.ai into my Teams meetings?
Answer: In the Teams Admin Center > Meetings > Meeting policies, set "Allow anonymous users to join meetings" to "Off."
QuickTip: Take a pause every few paragraphs.
How to make all external participants wait in a lobby before joining my Teams meeting?
Answer: In the Teams Admin Center > Meetings > Meeting policies, configure "Who can bypass the lobby" to a more restrictive setting, like "Only organizers and co-organizers."
How to block the otter.ai domain from joining any Teams meetings in my organization?
Answer: In the Teams Admin Center > Users > External access, choose "Block only specific external domains" and add otter.ai to the blocked list.
How to remove Otter.ai if it's installed as an app in my individual Teams client?
Answer: In your Teams application, go to "Apps" on the left navigation, find "Otter.ai," click the three dots (...), and select "Uninstall."
How to check if Otter.ai has enterprise application permissions in Azure AD?
Answer: As an Azure Administrator, go to the Azure portal > Azure Active Directory > Enterprise applications. Search for "Otter.ai" and review its properties and user assignments.
How to inform my team about new policies regarding meeting transcription tools?
Answer: Send out a clear internal communication explaining the new policies, the reasons behind them (e.g., privacy, data security), and what actions users should take.
How to test if I have successfully blocked Otter.ai from my Teams meetings?
Answer: Schedule a test Teams meeting and, if you previously had Otter.ai integrated, observe if it attempts to join. If it doesn't appear or is sent to the lobby, your blocking efforts are working.
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