We all use Otter.ai to capture important conversations, meetings, and lectures. It's an incredibly powerful tool for transcribing audio into text, making information easily searchable and shareable. However, there comes a time when certain recordings are no longer needed, contain sensitive information, or you simply want to declutter your Otter.ai account. That's where knowing how to delete your Otter.ai recordings comes in!
Ready to reclaim control of your Otter.ai recordings? Let's dive in!
The Importance of Deleting Recordings
Before we get into the "how-to," let's quickly touch on why deleting recordings might be necessary:
Privacy and Security: If your recordings contain sensitive personal, financial, or confidential business information, deleting them after they've served their purpose is a crucial security measure.
Decluttering and Organization: Just like your email inbox or computer files, your Otter.ai account can become cluttered with old, irrelevant recordings. Deleting them helps you maintain a streamlined and organized workspace.
Compliance: Depending on your industry or location, there might be specific data retention policies or compliance requirements that necessitate the deletion of certain recordings after a defined period.
Storage Management: While Otter.ai offers generous storage, deleting unnecessary recordings can help you manage your allotted storage space, especially if you're on a free plan.
Now, let's get down to the step-by-step process of deleting your Otter.ai recordings!
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| How To Delete Otter Ai Recording |
Step 1: Accessing Your Otter.ai Account
First things first, you need to log in to your Otter.ai account. This is the gateway to managing all your conversations.
Sub-heading: Through the Web Browser
Open your preferred web browser: Whether it's Chrome, Firefox, Edge, or Safari, launch it on your computer.
Navigate to Otter.ai: In the address bar, type
https://otter.aiand press Enter.Sign In: You'll see a "Sign In" button, usually in the top right corner. Click on it.
Enter your credentials:
If you signed up with Google, Microsoft, or Apple, click on the respective button and follow the prompts.
If you signed up with email and password, enter your email address and password in the designated fields and click "Sign In."
Sub-heading: Through the Mobile App
Launch the Otter.ai app: Tap the Otter.ai icon on your smartphone or tablet.
Sign In: If you're not already logged in, you'll be prompted to sign in using your chosen method (Google, Apple, Microsoft, or email/password).
Once you're logged in, you'll be on your Otter.ai dashboard, typically displaying "My Conversations."
Step 2: Locating the Recording(s) You Want to Delete
Now that you're in, it's time to find the specific recording or recordings you wish to remove.
QuickTip: Keep a notepad handy.
Sub-heading: Navigating "My Conversations"
My Conversations: On the left-hand menu (web version) or at the top left (mobile app, usually after tapping the menu icon), ensure "My Conversations" is selected. This is where all your transcribed conversations are listed.
Scroll or Search:
For a single, recent recording: You can simply scroll through your list of conversations to find it.
For older or specific recordings: Use the search bar at the top of your conversations list. Type in keywords from the conversation title or content to quickly locate it.
Sub-heading: Identifying the Recording
Take a moment to double-check the conversation you intend to delete. Deletion is a serious step, and you want to be certain you're removing the correct one!
You'll see the title of the conversation, the date it was recorded, and sometimes a snippet of the transcript.
Step 3: Deleting a Single Recording
This is the most common scenario for deleting recordings.
Sub-heading: On the Web Version
Hover over the conversation: In your "My Conversations" list, move your mouse cursor over the conversation you want to delete.
Click the three dots (More options): To the far right of the conversation entry, you'll see a vertical ellipsis (three dots) icon. Click on it.
Select "Delete": A dropdown menu will appear. Choose the "Delete" option.
Confirm deletion: A warning pop-up will appear, reminding you that deleting a conversation permanently deletes it and cannot be undone. It also notes that the audio and transcript cannot be recovered. Read this carefully!
Click "OK" to confirm: If you're absolutely sure, click the "OK" button to move the conversation to the Trash.
Sub-heading: On the Mobile App
There are a couple of ways to delete conversations on the mobile app:
From the conversation list (swipe left):
Find the conversation you want to delete in your "My Conversations" list.
Swipe left on the conversation entry.
A "Delete" button will appear. Tap it.
From within the conversation:
Tap on the conversation to open its transcript.
Look for a three-dot menu icon (often in the top right corner) or a trash can icon.
Tap it, and then select "Delete conversation."
Confirm deletion: Similar to the web version, a confirmation prompt will appear. Tap "Delete" or "OK" to confirm.
Once deleted, the conversation will be moved to your Trash folder.
Step 4: Deleting Multiple Recordings (Bulk Delete)
If you have several recordings to get rid of, Otter.ai offers a convenient bulk delete option.
Sub-heading: On the Web Version
Tip: Focus on sections most relevant to you.
Select conversations: In "My Conversations," you'll see a checkbox next to each conversation's title. Click the checkboxes for all the conversations you wish to delete.
Click "Delete" button: Once you've selected multiple conversations, a "Delete" button will typically appear at the top or bottom of your conversation list. Click it.
Confirm deletion: A confirmation dialog will appear, stating that the selected conversations will be moved to the Trash. Click "OK" to proceed.
Sub-heading: On the Mobile App
Tap the "Edit" or "Select" icon: In your "My Conversations" list, look for an "Edit" or "Select" icon (often a pencil or a series of checkmarks/circles), usually in the top right or bottom of the screen.
Select multiple conversations: Tap the circle or checkbox next to each conversation you want to delete.
Tap the "Delete" or "Trash" icon: Once selected, a "Delete" or "Trash" icon will appear, usually at the bottom or top of the screen. Tap it.
Confirm deletion: Confirm the deletion when prompted.
Step 5: Managing the Trash Folder (Important!)
Deleting a conversation initially moves it to the "Trash" folder. This is a safeguard, allowing you to recover accidentally deleted recordings. However, for permanent deletion, you'll need to empty the Trash.
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Sub-heading: Accessing the Trash
On the Web Version: In the left-hand menu, scroll down and click on "Trash."
On the Mobile App: Tap the menu icon (usually three horizontal lines) in the top left, and then select "Trash."
Sub-heading: Recovering from Trash
If you accidentally deleted a recording, don't panic! You have 30 days to restore it from the Trash.
In the Trash folder, find the conversation you want to restore.
On the Web: Click the three dots next to the conversation and select "Restore."
On the Mobile App: Swipe left on the conversation or tap on it and look for a "Restore" option.
Confirm the restoration. The conversation will be moved back to your "My Conversations."
Sub-heading: Permanently Deleting from Trash
Conversations in the Trash are automatically deleted after 30 days. If you want to permanently delete them sooner:
Empty Trash Now (All at once):
While in the Trash folder (both web and mobile), look for an "Empty Trash Now" or "Delete All" option.
Click/tap this, and you'll be prompted to confirm the permanent and irreversible deletion of all items in the Trash.
Click "OK" or "Delete Forever" to proceed.
Manually Select and Delete Forever (Individual permanent deletion):
In the Trash folder, you can also select individual conversations.
On the Web: Click the checkbox next to the conversation(s) and then click the "Delete Forever" button that appears.
On the Mobile App: Use the "Edit" or "Select" option, choose the conversation(s), and then tap "Delete Forever."
Confirm the permanent deletion.
Warning: Once a conversation is "Deleted Forever" from the Trash, it cannot be recovered by you or Otter.ai. This action is irreversible.
Step 6: Deleting Your Entire Otter.ai Account (Extreme Measure)
If you no longer wish to use Otter.ai and want to ensure all your data is removed, you can delete your entire account. This will permanently delete all your conversations, settings, and account details.
QuickTip: Scan quickly, then go deeper where needed.
Sub-heading: Steps to Delete Your Account
Access Account Settings:
On the Web: Click on your profile icon (usually in the top right corner) and select "Account Settings."
On the Mobile App: Tap the menu icon (three lines) and then "Account Settings."
Navigate to General Tab: Within Account Settings, go to the "General" tab.
Find "Delete Account": Scroll to the very bottom of the "General" tab. You'll see an option to "Delete account."
Follow the Prompts:
You'll likely need to type in your Otter.ai password for verification.
Read the warning pop-up very carefully, as this action is irreversible and will delete all your data.
Confirm the deletion.
Important Considerations for Account Deletion:
Irreversible: Once your account is deleted, it cannot be recovered.
Shared Conversations: Any conversations you've shared with others will also become inaccessible to them.
Subscriptions: If you have an active subscription, it will be canceled at the end of your current billing cycle. You may need to contact Otter.ai support to forfeit the remaining subscription if you wish to delete immediately.
Workspace Members: If you are part of a multi-member Workspace, the process might differ slightly or require admin intervention. Refer to Otter.ai's help documentation for specific scenarios.
Congratulations! You've successfully learned how to manage and delete your Otter.ai recordings. Always exercise caution when deleting, especially when dealing with the Trash folder or account deletion, as these actions are often permanent.
Frequently Asked Questions (FAQs)
How to recover a deleted Otter.ai recording?
You can recover a deleted Otter.ai recording by navigating to the "Trash" folder within your account (accessible from the left-hand menu on the web or the main menu on mobile) and selecting the "Restore" option for the desired conversation. You have a 30-day window to restore recordings from the Trash.
How to permanently delete an Otter.ai recording immediately?
To permanently delete an Otter.ai recording immediately, first delete it to move it to the "Trash" folder. Then, go to the "Trash" folder, select the recording(s), and choose the "Delete Forever" option. Alternatively, you can click "Empty Trash Now" to permanently delete all contents in the Trash.
How to delete multiple Otter.ai recordings at once?
On the web, go to "My Conversations," check the boxes next to the recordings you want to delete, and then click the "Delete" button that appears. On the mobile app, tap the "Edit" or "Select" icon in "My Conversations," select the recordings, and then tap the "Delete" or "Trash" icon.
How to find the "Trash" folder in Otter.ai?
Tip: Share this article if you find it helpful.
On the Otter.ai website, the "Trash" folder is located in the left-hand menu. On the mobile app, tap the main menu icon (usually three horizontal lines) in the top left corner, and "Trash" will be listed there.
How to know if an Otter.ai recording is permanently deleted?
Once an Otter.ai recording is permanently deleted from the "Trash" folder (either manually by "Delete Forever" or automatically after 30 days), it will no longer appear in your "Trash" or "My Conversations" lists and cannot be recovered.
How to delete comments on an Otter.ai transcript?
To delete a comment on an Otter.ai transcript, open the specific conversation, go to the comment section, click on the comment you want to delete, then click on the three dots (more options) associated with that comment, and select "Delete."
How to prevent Otter.ai from recording my meetings automatically?
You can manage Otter.ai's auto-join settings for meetings in your account settings, typically under "Meeting settings & recordings" or similar. You can disable Otter Notetaker from automatically joining your scheduled meetings.
How to delete my entire Otter.ai account?
To delete your entire Otter.ai account, go to "Account Settings" (accessible via your profile icon on the web or main menu on mobile), navigate to the "General" tab, and find the "Delete account" option at the bottom. Be aware this permanently deletes all your data.
How to delete an Otter.ai recording if I'm part of a Workspace?
If you are part of an Otter.ai Workspace, you can typically delete your own conversations by following the standard steps. However, if an admin has set a custom data retention policy for the Workspace, conversations might be automatically deleted after a certain period. Admins also have the ability to delete conversations within the Workspace.
How to tell if a deleted Otter.ai recording can still be accessed by others?
Once you delete an Otter.ai conversation, it is immediately unshared, meaning previously shared users will no longer be able to access it. If you then permanently delete it from the Trash, it's completely removed and irrecoverable by anyone.
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