You're in a meeting, and suddenly you realize that Otter.ai is diligently transcribing every word, perhaps even sharing it automatically with others. Maybe it was set up by a colleague, or you enabled auto-join without fully realizing the implications. Panic sets in! How do you stop this digital note-taker from capturing your every utterance? Don't worry, you're not alone, and thankfully, turning off Otter.ai recording is a straightforward process, though it can vary slightly depending on how the recording was initiated.
This comprehensive guide will walk you through every scenario, from immediate stoppage to preventing future recordings, with clear, step-by-step instructions.
The Essential Guide: How to Turn Off Otter.ai Recording
Whether you're in the middle of a live meeting or want to prevent future auto-recordings, we've got you covered.
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| How To Turn Off Otter Ai Recording |
Step 1: Identify the Source of the Recording – Are you the host, a participant, or is it an automatic calendar integration?
Before you can turn off the recording, it's crucial to understand how Otter.ai is integrated into your current situation. This will determine the best course of action.
Sub-heading: Scenario A: You are the Host or the One Who Manually Initiated the Recording
If you're the one who clicked "Record" on Otter.ai directly (either on the web or mobile app) or initiated OtterPilot to join a meeting you're hosting, you have the most direct control.
Sub-heading: Scenario B: Otter.ai is Present as a "Notetaker" in a Meeting (Zoom, Google Meet, Microsoft Teams)
Often, Otter.ai joins virtual meetings as "OtterPilot" or "[Your Name]'s Notetaker (Otter.ai)". This usually happens because someone in the meeting (often the host) has their Otter.ai account integrated with their calendar and has enabled auto-join.
Sub-heading: Scenario C: You Want to Prevent Future Recordings and Auto-Joins
This is about proactive control, ensuring Otter.ai doesn't unexpectedly join your meetings or record conversations without your explicit consent going forward.
Tip: Break long posts into short reading sessions.
Step 2: Immediate Action: Stopping a Live Recording
This is the most urgent scenario. You need to stop Otter.ai right now.
Sub-heading: For Recordings Initiated Directly by You (Web App or Mobile App)
Access the Otter.ai Interface:
Web App: Open your web browser and go to Otter.ai. If you're logged in, you should see your "My Conversations" page.
Mobile App: Open the Otter.ai app on your smartphone or tablet.
Locate the Active Recording:
On both the web and mobile apps, you'll typically see a red recording indicator (often a microphone icon with a red circle) and a timer indicating the duration of the current recording.
On the web app, it might be visible on the "My Conversations" page or if you click into the active conversation.
On the mobile app, it's usually prominent at the bottom of the screen or within the active conversation view.
Click the "Stop Recording" Button:
Look for a button that clearly says "Stop Recording" or a square stop icon.
Sometimes, there might be a "Pause" button as well. If you only want a temporary break, you can use "Pause" and then "Resume" when ready. However, to fully end the recording, you must click "Stop."
Confirm the Action (if prompted):
Otter.ai might ask for confirmation, such as "Are you sure you want to stop the recording?" Click "Yes, stop it" or a similar affirmative option.
Once stopped, the conversation will be automatically saved to your "My Conversations."
Sub-heading: For OtterPilot/Notetaker in Virtual Meetings (Zoom, Google Meet, Microsoft Teams)
This can be a bit trickier, as control often lies with the meeting host.
Identify OtterPilot in the Meeting:
In Zoom, Google Meet, or Microsoft Teams, you'll see a participant named "OtterPilot," "[Your Name]'s Notetaker (Otter.ai)," or similar.
(Host Only) Remove OtterPilot from the Meeting:
As the Host: This is the most effective way.
In Zoom: Go to the "Participants" list, hover over "OtterPilot," click "More," and then select "Remove."
In Google Meet: Click on the "People" icon, find "OtterPilot," click the three dots next to their name, and select "Remove from meeting."
In Microsoft Teams: Go to the "People" or "Participants" list, find "OtterPilot," click the three dots next to their name, and select "Remove."
Confirm any prompts to remove the participant. This action will immediately stop Otter.ai from recording the meeting.
(Participant) Ask the Host to Remove OtterPilot:
If you are not the host, you do not have direct control over OtterPilot in the meeting. Politely ask the meeting host to remove OtterPilot from the call. Explain your concern if you feel comfortable doing so.
(Alternative for Hosts) Stop Recording via Otter.ai Calendar Integration:
If you're the host and OtterPilot joined via your calendar, you can also stop it from your Otter.ai homepage.
Sign in to Otter.ai.
Navigate to the Calendar section on the right side of the Otter Home page.
The currently live Notetaker recording should be displayed.
Click the "Stop recording" button associated with that meeting.
Click "Yes, turn it off" to confirm.
Step 3: Preventing Future Auto-Recordings and Auto-Joins
This step focuses on adjusting your Otter.ai settings to ensure you have more control over when recordings occur.
Sub-heading: Disabling Auto-Join for Calendar Events
Otter.ai often auto-joins meetings by syncing with your calendar. You can disable this feature.
Sign in to Otter.ai: Go to otter.ai and log in to your account.
Access Account Settings:
Look for your profile picture or initials in the upper right corner, or a "Settings" gear icon.
Click on it and select "Account Settings" or just "Settings."
Navigate to Meeting Settings (or similar):
Within Account Settings, look for a section related to "Meetings," "Notetaker," or "Calendar." It might be under a broader "Apps" or "Integrations" section.
Turn off "Auto-join all meetings" (or similar):
Locate the setting that controls Otter.ai automatically joining your meetings. This might be phrased as "Automatically add Otter Notetaker to your meetings" or "Autojoin all meetings."
Toggle this setting to "Off" or uncheck the box.
Important Note: Review your individual calendar events on the Otter homepage. If you manually set auto-share for specific events previously, you might need to manually go into each one and turn off auto-share for those specific events, even after changing the global setting.
Sub-heading: Managing Default Auto-Share Settings
Beyond just auto-joining, Otter.ai can be set to automatically share transcribed conversations.
Sign in to Otter.ai and go to Account Settings (as in Step 3, points 1-2).
Navigate to "Manage your Otter Notetaker settings" or "Auto-share settings." This might be found under the "Meetings" or "Calendar" tab within your settings.
Adjust the "Default audience for shared notes" setting:
Click on the drop-down menu next to this option.
Select "Don't Share - keep my notes private."
Alternatively, if you only want to share with people from your own organization, you might see an option like "Internal guests."
Review Individual Meeting Settings:
Even after setting a global "Don't Share" default, it's a good practice to check individual meetings on your Otter.ai homepage calendar. Click on an event to review its specific "Share with calendar guests," "Share with channels and people," and "Share with link" settings. Adjust these as needed.
QuickTip: Skim fast, then return for detail.
Sub-heading: Disconnecting Calendar Integrations
If you want to completely sever the link between your calendar and Otter.ai, you can do so.
Sign in to Otter.ai.
Go to "Apps" or "Integrations" in the left-hand navigation menu.
Locate your connected calendar (e.g., Google Calendar, Outlook Calendar).
Click "Remove" or "Disconnect" next to the calendar integration.
Confirm the disconnection if prompted. This will prevent Otter.ai from seeing your scheduled meetings and auto-joining them.
Step 4: Understanding and Managing Existing Recordings
Even if you've stopped a recording, the transcript and audio might still exist in your Otter.ai account.
Sub-heading: Deleting Past Conversations
Sign in to Otter.ai.
Go to "My Conversations."
Locate the conversation(s) you wish to delete. You can use the search bar or filters if you have many conversations.
Click the three dots (ellipsis) next to the conversation title.
Select "Delete."
Confirm the deletion. Be aware that deleting a conversation is permanent and cannot be recovered. Deleted conversations usually go to a "Trash" folder for a period (e.g., 30 days) before being permanently removed, but you can often empty the trash manually.
Sub-heading: Modifying Sharing Permissions for Existing Conversations
If a conversation was shared, you can revoke access.
Sign in to Otter.ai.
Go to "My Conversations" and open the conversation you want to manage.
Look for sharing options. This might be a "Share" button, a "Shared with" section, or a "Manage Access" option.
Remove specific users or disable public links. You'll usually see a list of people the conversation is shared with. You can remove individuals or turn off sharing via link.
Save your changes.
Step 5: Advanced Control for Workspace Admins (If Applicable)
If you are an administrator of an Otter.ai Workspace (e.g., for a company or team), you have broader controls.
Sub-heading: Disabling Notetaker for Users
Admins can prevent users within their workspace from using Otter Notetaker entirely.
Sign in to Otter.ai as an administrator.
Navigate to Workspace > Manage Workspace > Members.
Under the "Notetaker" column, toggle the setting to "Off" for specific users or all users. This will prevent them from being able to use Otter Notetaker.
Tip: Slow down at important lists or bullet points.
Sub-heading: Enforcing Pre-Meeting Recording Notifications
Admins can ensure that all invited meeting attendees are notified if Otter Notetaker will be joining.
Sign in to Otter.ai as an administrator.
Navigate to Workspace > Manage Workspace > Settings.
Toggle the setting "Send pre-recording emails" to "On." This will send an email to all invited attendees before the meeting, notifying them that Otter Notetaker will be recording.
Frequently Asked Questions (FAQs)
How to stop Otter.ai from joining Zoom meetings automatically?
You can stop Otter.ai from automatically joining Zoom meetings by signing into Otter.ai, going to your Account Settings, navigating to the "Meetings" or "Notetaker" section, and disabling the "Automatically add Otter Notetaker to your meetings" or "Autojoin all meetings" option.
How to pause an Otter.ai recording during a live session?
During a live recording on the Otter.ai web or mobile app, you will see a playback bar at the bottom. Simply click the "Pause" button (often two vertical lines) to pause the recording. To resume, click the microphone icon.
How to delete a recorded conversation from Otter.ai?
To delete a conversation, sign into Otter.ai, go to "My Conversations," find the conversation you want to delete, click the three dots (ellipsis) next to its title, and select "Delete." Confirm the deletion when prompted.
How to prevent Otter.ai from sharing meeting transcripts automatically?
In your Otter.ai Account Settings, under the "Meetings" or "Notetaker" section, find "Default audience for shared notes" and change it to "Don't Share - keep my notes private." You can also adjust sharing settings for individual calendar events.
Tip: Don’t overthink — just keep reading.
How to remove OtterPilot from a Google Meet session as the host?
As the host in Google Meet, click on the "People" icon (usually a silhouette of a person), locate "OtterPilot" in the participant list, click the three dots next to its name, and select "Remove from meeting."
How to disconnect my calendar from Otter.ai?
Sign into Otter.ai, go to the "Apps" or "Integrations" section, find your connected calendar (e.g., Google Calendar, Outlook Calendar), and click "Remove" or "Disconnect" next to it.
How to know if Otter.ai is recording a meeting?
Otter.ai typically appears as a participant named "OtterPilot" or "[Your Name]'s Notetaker (Otter.ai)" in the participant list of virtual meetings. Also, if you are logged into Otter.ai, you will see a red recording indicator and timer on your dashboard or within the active conversation.
How to stop Otter.ai recording if I'm not the host of the meeting?
If you are not the host, you cannot directly remove Otter.ai. You will need to politely ask the meeting host to remove "OtterPilot" or "Otter.ai Notetaker" from the meeting's participant list.
How to check the privacy settings for my Otter.ai recordings?
Log in to Otter.ai, go to "Account Settings," and review the "Meetings" or "Notetaker" section, specifically focusing on "Default audience for shared notes" and any auto-share options. Also, refer to Otter.ai's official Privacy Policy on their website for detailed information.
How to manage existing shared Otter.ai conversations?
To manage sharing for an existing conversation, open it in Otter.ai from "My Conversations." Look for a "Share" button or a section indicating who it's shared with. From there, you can remove specific users or disable public shareable links.
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