It seems there might be a slight misunderstanding regarding "Otter.ai" and its direct integration or removal from Microsoft Teams meetings. Otter.ai is a separate AI transcription service that can be used alongside Teams meetings, but it's not a built-in feature of Teams that you would "remove" in the traditional sense.
Think of it this way: Otter.ai is like a guest you invite to listen in and take notes. You can choose not to invite them, or if they're already there, you can ask them to leave. You don't "uninstall" Otter.ai from Teams because it was never "installed" in Teams to begin with.
Therefore, the guide below will focus on how to manage Otter.ai's presence in your Teams meetings, which is likely what you're aiming to achieve.
Mastering Your Meeting Privacy: How to Control Otter.ai's Presence in Microsoft Teams Meetings
Ever wonder who or what is "listening in" on your important Microsoft Teams discussions? In the age of AI, tools like Otter.ai can be incredibly useful for transcribing meetings, but sometimes, you might prefer a more private conversation. If you're looking to ensure Otter.ai isn't capturing your Teams meetings, you've come to the right place. This comprehensive guide will walk you through, step-by-step, how to manage Otter.ai's involvement, ensuring your meetings remain as private as you intend.
Step 1: Are you ready to take control of your meeting privacy?
Let's start by understanding why Otter.ai might be present in your Teams meeting in the first place. Is it something you or your organization intentionally set up? Or is it a third-party tool being used by another participant? Knowing this is the first crucial step in effectively managing its presence.
Option A: You (or your organization) invited Otter.ai. If this is the case, you'll have the most direct control over its removal.
Option B: Someone else invited Otter.ai. This requires a different approach, focusing on communication and collaboration.
Regardless of the scenario, this guide will empower you to manage Otter.ai's participation. Let's dive in!
Step 2: Understanding How Otter.ai Connects to Teams Meetings
Before we can "remove" it, it's vital to grasp how Otter.ai integrates (or rather, connects) with your Teams meetings. Otter.ai doesn't magically appear within your Teams client as an add-on you can disable directly. Instead, it typically connects in one of two primary ways:
Sub-heading 2.1: Otter.ai as a "Guest" Participant
The most common scenario: An Otter.ai bot, often labeled as "Otter.ai" or "Otter.ai Live Notes," joins your Teams meeting as a participant. It acts like a regular attendee, albeit one that is solely there to listen and transcribe. This participant is usually invited by someone with access to the Otter.ai service.
How to spot it: You'll see "Otter.ai" listed in the participants list during your meeting, just like any other person.
Sub-heading 2.2: Otter.ai via Screen Sharing or Manual Transcription
Less common, but possible: Someone might be running the Otter.ai desktop application on their computer and simply sharing their screen during the meeting, with Otter.ai transcribing the audio from their local machine. In this case, Otter.ai isn't directly "in" the Teams meeting itself but is capturing audio from the same source.
How to spot it: You won't see "Otter.ai" as a participant. Instead, you might notice someone sharing their screen, and if you're particularly observant, you might see the Otter.ai application running in their shared window (though this is unlikely).
Knowing which method is being used will dictate your next steps.
Step 3: Removing Otter.ai as a Meeting Participant (The Direct Approach)
If Otter.ai is joining your meeting as a participant, this is the most straightforward method to "remove" it. This method works if you are the meeting organizer or have the necessary permissions.
Sub-heading 3.1: During the Live Meeting
Step 3.1.1: Locate the Participants List. In your Microsoft Teams meeting window, look for the "People" or "Participants" icon (usually two figures). Click on it to open the participants pane.
Step 3.1.2: Find "Otter.ai". Scroll through the list of attendees until you find the entry for "Otter.ai" or "Otter.ai Live Notes."
Step 3.1.3: Remove the Participant.
Hover your mouse over the "Otter.ai" entry.
Click on the "..." (More options) icon that appears next to it.
From the dropdown menu, select "Remove participant" or "Remove from meeting."
Confirm your action if prompted.
What happens next? The Otter.ai bot will immediately leave the meeting, and it will no longer be able to transcribe.
Sub-heading 3.2: Preventing Otter.ai from Joining Future Meetings (If You're the Organizer)
This is about setting up your meetings so Otter.ai can't join in the first place, or at least, making it difficult.
Step 3.2.1: Review Meeting Options. When you schedule a meeting in Teams, or even for existing meetings, you can access "Meeting options."
For a new meeting: When creating the meeting invitation, look for "Meeting options."
For an existing meeting: Open the meeting in your Teams calendar, and then click on "Meeting options" at the top.
Step 3.2.2: Manage Who Can Bypass the Lobby. This is a critical setting.
Look for the setting: "Who can bypass the lobby?"
Change this from "Everyone" or "People in my organization" to "Only me" or "Only people I invite."
Why this helps: If Otter.ai is joining as an uninvited guest, this setting will force it into the lobby, where you can then deny it entry.
Step 3.2.3: Restrict Presenter Roles (Optional but Recommended for Security).
Look for the setting: "Who can present?"
Change this to "Only me" or select specific individuals.
Why this helps: While not directly preventing Otter.ai from joining, it ensures that only authorized individuals can share content or manage participants, reducing the chance of someone adding Otter.ai without your knowledge.
Step 3.2.4: Save Your Changes. Don't forget to click "Save" after adjusting your meeting options.
Step 4: Communicating with Other Participants (The Collaborative Approach)
If you're not the meeting organizer, or if you suspect someone else is using Otter.ai, open communication is key.
Sub-heading 4.1: Politely Ask During the Meeting
Direct and effective: If you see "Otter.ai" in the participant list, you can simply ask during the meeting:
"Excuse me, I see Otter.ai has joined the meeting. Could the person who invited it please remove it, as we prefer to keep this discussion unrecorded?"
Be polite but firm. Most people will understand and comply.
Sub-heading 4.2: Discuss Before or After the Meeting
Proactive approach: If you know Otter.ai is often present in meetings with certain individuals, consider discussing it with them beforehand.
"Hey [Colleague's Name], for our upcoming meeting, I'd prefer if we kept it unrecorded. Could we make sure Otter.ai or any other transcription service isn't invited?"
Retroactive discussion: If you discover Otter.ai was present after a meeting, you can address it for future sessions.
"I noticed Otter.ai was in our last meeting. For future sensitive discussions, could we avoid using transcription services?"
Sub-heading 4.3: Understanding Organizational Policies
Check with IT/Admin: Some organizations might have policies about recording or transcribing meetings. It's worth checking with your IT department or a relevant administrator to understand your company's stance and any tools that might be automatically deployed. They might even be able to block such bots from joining in the first place.
Step 5: Addressing Otter.ai via Screen Sharing (The Indirect Approach)
If you suspect someone is using Otter.ai by simply running it on their local machine and sharing their screen, your options are more limited as Otter.ai isn't "in" the Teams meeting.
Sub-heading 5.1: Request Cessation of Screen Sharing/Transcription
Direct request: You'll need to directly ask the person to stop using Otter.ai or any other transcription service.
"[Participant's Name], I notice you're sharing your screen, and I'm concerned about the potential for our conversation to be transcribed. Could you please stop using any recording or transcription software during this meeting?"
Emphasize privacy: Explain your reasons for wanting the conversation to remain unrecorded, especially if sensitive information is being discussed.
Sub-heading 5.2: Leave and Re-evaluate
Last resort: If a participant insists on transcribing the meeting against your wishes, and the content is highly sensitive, you might need to consider excusing yourself from the meeting or rescheduling it under conditions that ensure privacy. This is a rare and extreme measure, but important to remember for highly confidential discussions.
In Summary: Your Control Over Meeting Privacy
Managing Otter.ai's presence in your Microsoft Teams meetings boils down to understanding how it connects and then taking appropriate action. Whether it's removing a participant bot, adjusting your meeting settings for future sessions, or engaging in polite but firm communication, you have the power to protect your meeting privacy. Remember, transparency and clear communication are often the most effective tools in your arsenal.
10 Related FAQ Questions
How to prevent Otter.ai from joining my Teams meetings automatically?
The best way is to adjust your Teams meeting options to "Only me" or "Only people I invite" for "Who can bypass the lobby?". This forces Otter.ai (or any uninvited bot) into the lobby, allowing you to deny entry.
How to know if Otter.ai is in my Teams meeting?
Look at the participants list during the meeting. If Otter.ai is present, you will see an entry labeled "Otter.ai" or "Otter.ai Live Notes" among the attendees.
How to remove Otter.ai during a live Teams meeting?
Open the "People" or "Participants" pane, find "Otter.ai" in the list, click the "..." (More options) next to its name, and select "Remove participant" or "Remove from meeting."
How to stop someone from inviting Otter.ai to my Teams meetings?
Communicate directly with the person who is inviting Otter.ai. Explain your preference for unrecorded meetings and the reasons for it. You can also enforce stricter meeting lobby settings.
How to deal with Otter.ai if it's being used via screen sharing?
You won't see Otter.ai as a participant. You need to directly ask the person sharing their screen to stop using any transcription software or to cease sharing their screen.
How to set default meeting options to restrict uninvited guests in Teams?
While there isn't a global default to always restrict guests for all your meetings, you can set templates or policies at an organizational level (if you're a Teams administrator). For individual users, you must adjust the meeting options for each scheduled meeting.
How to get Otter.ai recordings deleted if they've already been made?
You would need to contact the individual or organization that initiated the Otter.ai recording. Otter.ai stores recordings in the user's Otter.ai account, not within Teams. They are responsible for deleting the content from their Otter.ai platform.
How to explain to colleagues why I don't want Otter.ai in meetings?
Focus on privacy concerns, the sensitivity of the discussion, or simply a preference for a more natural, unrecorded conversation. You can also cite compliance or data security reasons if applicable to your organization.
How to check if my organization uses Otter.ai or similar tools centrally?
Contact your IT department or Microsoft Teams administrator. They can inform you about any organizational policies regarding meeting transcription or integrated AI tools.
How to ensure all future Teams meetings are private and unrecorded?
For maximum privacy, always adjust your "Meeting options" for each meeting to control who can bypass the lobby and who can present. Also, communicate your preference for unrecorded meetings to all participants beforehand.
