Feeling a little overwhelmed by Otter.ai seemingly popping into your Microsoft Teams meetings uninvited? You're not alone! While Otter.ai is a fantastic tool for transcribing meetings, there are definitely times when you want to maintain full control over who (or what) joins your discussions, especially concerning sensitive information.
This comprehensive guide will walk you through multiple strategies to block Otter.ai from your Microsoft Teams meetings, ranging from individual user settings to broader organizational controls. Let's regain control of your meeting privacy!
How to Block Otter.ai on Microsoft Teams: A Step-by-Step Guide
Blocking Otter.ai on Microsoft Teams involves a multi-pronged approach, as it can join meetings in various ways. We'll cover options for individual users and Teams Administrators.
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| How To Block Otter Ai On Teams |
Step 1: Taking Back Control as an Individual User
The most immediate way to prevent Otter.ai from joining your meetings is often through its own settings. If you, or someone you know, has linked their Otter.ai account to their calendar, this is the first place to check.
Sub-heading 1.1: Disabling OtterPilot's Auto-Join Feature
OtterPilot is the feature that allows Otter.ai to automatically join your scheduled meetings. Turning this off is crucial for individual control.
Action: Sign in to your Otter.ai account.
Navigation: Look for the gear settings icon (⚙️) on the upper corner of the homepage calendar or navigate to Account Settings > Meetings.
Setting: Under the "OtterPilot" section, locate the option to "Auto-join all meetings" and toggle it Off.
Confirmation: You may be prompted to confirm this action. Select "Yes, turn them off" to finalize.
Sub-heading 1.2: Manually Removing OtterPilot from a Live Meeting
Sometimes, even with auto-join off, OtterPilot might still sneak in if someone else with the feature enabled invites it. Don't fret! You can remove it during the meeting.
Reminder: Short breaks can improve focus.
During the Meeting: If you are the meeting host or have presenter permissions in Microsoft Teams, you can remove participants.
Locate OtterPilot: Find "OtterPilot" in the participant list within your Microsoft Teams meeting. It often appears as a guest or bot.
Remove: Use the meeting controls (often by hovering over its name and clicking the three dots (...) or right-clicking) and select the option to "Remove participant" or "Remove from meeting".
Sub-heading 1.3: Uninstalling the Otter.ai App from Teams (User-Level)
If you've previously added the Otter.ai app to your personal Teams client, removing it can prevent it from interacting with your meetings.
Open Teams: Launch your Microsoft Teams desktop application or web client.
Go to Apps: On the left-hand navigation bar, click on "Apps".
Find Otter.ai: In the list of installed apps, search for "Otter.ai".
Uninstall: Click the More options (three dots ...) next to Otter.ai and select "Uninstall". Confirm the removal when prompted.
Step 2: Administrator Controls for Comprehensive Blocking
For organizations, a more robust solution involves leveraging the Microsoft Teams Admin Center. This allows you to enforce policies across all users.
Sub-heading 2.1: Blocking the Otter.ai App in the Teams Admin Center
This is the most direct method for administrators to prevent Otter.ai from being used within their Teams environment.
Access Admin Center: Log in to the Microsoft Teams Admin Center (https://www.google.com/search?q=admin.teams.microsoft.com).
Navigate to Apps: In the left-hand navigation, go to "Teams apps" > "Manage apps".
Find and Block: Search for "Otter.ai" in the app list. Once found, select it and choose the option to "Block" the app.
Sub-heading 2.2: Implementing App Permission Policies
Permission policies give you granular control over which apps users can access.
Access Admin Center: Log in to the Microsoft Teams Admin Center.
Navigate to Policies: Go to "Teams apps" > "Permission policies".
Create or Modify a Policy:
You can create a new policy or modify an existing one (e.g., the Global policy).
Within the policy settings, look for sections related to "Third-party apps".
You have options like:
Block all apps: This is the most restrictive.
Block specific apps and allow all others: Here, you would specifically add Otter.ai to a blocked list.
Allow specific apps and block all others: If you choose this, ensure Otter.ai is not on your allowed list.
Assign Policy: Assign this policy to relevant users or groups. Remember, these policies take a few hours to take effect.
Tip: The details are worth a second look.
Sub-heading 2.3: Configuring Meeting Policies to Control Participants
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Otter.ai often joins as a guest. By managing meeting lobby settings and anonymous join options, you can add an extra layer of security.
Access Admin Center: Log in to the Microsoft Teams Admin Center.
Navigate to Meeting Policies: Go to "Meetings" > "Meeting policies".
Adjust Lobby Settings:
"Who can bypass the lobby?": Set this to "Only organizers" or "People in my organization, trusted organizations, and guests." This forces external participants (like bots) into a waiting room.
"Allow anonymous users to join meetings": Consider setting this to Off if you want to strictly control who joins your meetings. This will prevent any participant not signed in with a verified account from joining.
Save Changes: Apply the policy to the relevant users or groups.
Sub-heading 2.4: Blocking External Domains (Advanced)
If Otter.ai continues to appear, especially if it's joining from an external user's calendar sync, blocking its domain can be an effective measure.
Access Admin Center: Log in to the Microsoft Teams Admin Center.
Navigate to External Access: Go to "Users" > "External access".
Block Domain: Under "Blocked domains," add "otter.ai" to the list. This will prevent direct communication or meeting invites originating from that domain.
Step 3: Educate and Communicate with Your Users
Even with technical controls in place, user awareness is paramount.
Inform Users: Clearly communicate your organization's policies regarding third-party transcription services.
Best Practices: Educate users on the potential security and privacy implications of unauthorized recording.
Encourage Responsible Use: If a transcription service is needed, guide them towards approved, secure alternatives or methods of obtaining consent.
10 Related FAQ Questions
How to: Check if Otter.ai is currently active in a Teams meeting?
You can check the participant list within the Teams meeting. Otter.ai usually appears with a name like "OtterPilot" or "[Your Workspace Name]'s Notetaker (Otter.ai)".
QuickTip: Scan quickly, then go deeper where needed.
How to: Stop Otter.ai from recording a specific meeting if it has already joined?
As a host or presenter, find "OtterPilot" in the participant list, right-click (or click the three dots), and select "Remove participant." This will stop its recording and remove it from the meeting.
How to: Prevent Otter.ai from auto-joining all my future meetings?
Log into your Otter.ai account, go to Account Settings > Meetings, and toggle off "Auto-join all meetings" under the OtterPilot section.
How to: Configure a meeting lobby in Teams to screen participants?
In the Teams meeting options (before or during the meeting), adjust "Who can bypass the lobby?" to "Only organizers" or "People in my organization..." to force all external participants, including bots, into a waiting room for manual admission.
How to: Disable the ability for any anonymous users to join Teams meetings?
As a Teams Administrator, go to the Teams Admin Center, navigate to Meetings > Meeting policies, and set "Allow anonymous users to join meetings" to Off.
Tip: Slow down when you hit important details.
How to: Block all third-party applications in Microsoft Teams for my organization?
As a Teams Administrator, go to the Teams Admin Center, then Teams apps > Org-wide app settings, and toggle off "Allow third-party apps."
How to: Allow specific apps while blocking others in Microsoft Teams (including Otter.ai)?
In the Teams Admin Center, go to Teams apps > Permission policies. Create or modify a policy to "Block specific apps and allow all others," then add Otter.ai to the blocked list, and assign this policy to users.
How to: Remove an Otter.ai application that I personally installed in my Teams client?
In your Microsoft Teams client, go to the "Apps" section, find "Otter.ai," click the three dots, and select "Uninstall."
How to: Inform my team about new policies regarding meeting recording and transcription?
Send a clear communication (email, internal announcement) outlining the updated policies, explaining why they are in place, and providing guidance on approved methods for meeting notes and transcription if needed.
How to: Verify if a domain block for Otter.ai is effective in Teams?
After implementing the domain block in the Teams Admin Center (Users > External access), attempt to send a meeting invite from an external account associated with otter.ai (if possible for testing) and observe if it's prevented from joining. Monitor audit logs in the Teams Admin Center for any related entries.
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