You're about to unlock the power of seamless meeting minutes with Otter.ai! Ever found yourself frantically scribbling notes during an important discussion, only to realize you missed a crucial detail or couldn't keep up with the rapid-fire exchange of ideas? Those days are over. Otter.ai is here to transform the way you capture, organize, and share meeting information, making your work life significantly easier and more productive.
This comprehensive guide will walk you through every step of using Otter.ai for meeting minutes, from setting up your account to advanced tips for maximizing its capabilities. Get ready to embrace a new era of effortless note-taking!
A Step-by-Step Guide to Using Otter.ai for Meeting Minutes
Step 1: Getting Started with Otter.ai - Let's Dive In!
First things first, let's get you set up. Have you already created an Otter.ai account, or are you just hearing about this amazing tool? No worries either way!
Sub-heading: Setting Up Your Otter.ai Account
For New Users:
Visit the Otter.ai Website: Open your web browser and navigate to the Otter.ai website.
Sign Up: Click on the "Sign Up Free" or "Get Started" button. You can often sign up using your Google or Microsoft account for quick integration, or with your email address.
Choose Your Plan: Otter.ai offers a free plan with a generous allowance of transcription minutes (usually 300 minutes per month and 3 lifetime imports), which is fantastic for getting started. They also have paid plans (Pro, Business, Enterprise) with more features and minutes, which you might consider later as your needs grow.
Connect Your Calendar (Optional but Recommended): During setup, Otter.ai will prompt you to connect your Google or Microsoft calendar. Do it! This is crucial for OtterPilot to automatically join and transcribe your scheduled meetings.
For Existing Users:
Log In: Simply log in to your Otter.ai account using your credentials.
Familiarize Yourself with the Dashboard: Take a moment to look around your dashboard. This is where all your "Conversations" (transcribed meetings) will be stored.
Step 2: Capturing Your Meeting: Live Transcription or Importing Audio/Video
Now that you're logged in, it's time to capture your meeting. Otter.ai offers incredible flexibility here.
Sub-heading: Option A: Live Transcribing a Meeting (Real-time Magic!)
This is where Otter.ai truly shines for meeting minutes.
For Virtual Meetings (Zoom, Google Meet, Microsoft Teams):
Enable OtterPilot (Recommended): If you connected your calendar in Step 1, you can enable OtterPilot to automatically join your scheduled virtual meetings.
On your Otter.ai dashboard, navigate to the "Meetings" section.
You'll see your upcoming scheduled meetings. Simply toggle on the OtterPilot for the meetings you want transcribed. Otter will then join as a participant (often appearing as "Otter.ai Notetaker") and start transcribing in real-time.
Paste Meeting URL (for unscheduled meetings or if OtterPilot isn't enabled):
From your Otter.ai home feed, click on the "Paste meeting URL to record" option.
Paste the link to your live virtual meeting (e.g., Zoom, Google Meet, Microsoft Teams) into the provided field and click "Record." OtterPilot will then join the session.
Using the Chrome Extension (Temporarily Unavailable, Check Otter.ai for Updates): In the past, Otter offered a Chrome extension that could detect meeting links. Keep an eye on Otter's help desk for its potential return.
For In-Person Meetings:
Open the Otter.ai App: Whether you're using the web app or the mobile app (available on iOS and Android), open it before the meeting starts.
Click "Record": Locate the microphone icon or "Record" button on your dashboard.
Position Your Device: For optimal accuracy, place your device (laptop, phone) as close as possible to the speakers in the room. Minimize background noise as much as you can.
Start the Recording: Click the "Record" button. Otter.ai will immediately begin transcribing the conversation in real-time. You'll see the words appear on your screen as they are spoken.
Sub-heading: Option B: Importing Pre-recorded Audio or Video Files
Did you record a meeting using another tool, or do you have an existing audio/video file you need transcribed? Otter.ai can handle that too!
Go to "Import Audio/Video": On your Otter.ai dashboard, you'll find an "Import Audio/Video" button (usually in the top right corner).
Upload Your File: Click on it and either drag-and-drop your audio (MP3, AAC, WAV, M4A, WMA) or video (MP4, AVI, MOV, WMV, MPG) file, or click "Browse files" to select it from your computer.
Processing: Otter.ai will then process the file and generate a transcription. This may take a few minutes depending on the length of the recording. You'll receive a notification when it's complete.
Step 3: Reviewing and Editing Your Transcription
Once your meeting is over and the transcription is generated, the real power of Otter.ai for meeting minutes comes into play. This is where you refine the raw transcript into polished, actionable notes.
Sub-heading: Navigating and Playing Back the Conversation
Access the Conversation: From your Otter.ai dashboard, click on the conversation you want to review.
Playback and Highlight: Otter.ai allows you to play back the audio recording while simultaneously highlighting the corresponding words in the transcript. This is incredibly useful for verifying accuracy and pinpointing specific sections. Simply click the play button.
Jump to Specific Sections: You can click on any word in the transcript, and the audio playback will jump to that exact point, allowing you to quickly verify details.
Sub-heading: Making Edits and Corrections
While Otter.ai is highly accurate, especially with clear audio, some edits will almost always be necessary.
Enter Editing Mode: Within the conversation view, look for an "Edit" button (often a pencil icon) in the upper right corner of the transcript tab. Click it to enter editing mode.
Correcting Misspellings and Punctuation: Simply click on the word you want to change and type your correction. You can also add or delete punctuation.
Adding or Deleting Words/Phrases: Just like a word processor, you can insert or remove text.
Speaker Identification: Otter.ai automatically attempts to identify different speakers.
If a speaker is misidentified, or if Otter couldn't identify them, you can click on the speaker label and assign a name (e.g., "John Doe," "Meeting Attendee 1"). Otter.ai learns from your edits, improving accuracy for future conversations.
Adding Paragraph Breaks: Insert paragraph breaks to improve readability, especially for longer monologues.
Renaming the Conversation: Click on the title of the conversation at the top to give it a more descriptive name (e.g., "Q3 Marketing Strategy Meeting - July 5, 2025").
Saving Your Edits: Otter.ai often auto-saves your edits, but always look for a "Done" or "Save" button to ensure all changes are permanently applied.
Step 4: Leveraging Otter.ai's AI Features for Enhanced Minutes
Beyond basic transcription, Otter.ai offers intelligent features to streamline your minute-taking process.
Sub-heading: Identifying Key Takeaways and Action Items
Automated Summaries: Otter.ai automatically generates a summary of your conversation, often found in a separate "Summary" tab. This provides a quick overview of the meeting's main points.
Action Item Suggestions: Otter.ai is designed to identify potential action items within the conversation. These will often be highlighted or suggested in the summary.
You can edit and add to these action items directly within Otter.ai, assigning them to specific individuals if needed.
Keywords: Otter.ai identifies frequent keywords from your conversation, which can help you quickly grasp the main topics discussed.
Sub-heading: Using Otter AI Chat
Otter AI Chat is a powerful feature that allows you to interact with your meeting transcript like never before.
Ask Questions: You can ask questions about the meeting content (e.g., "What were the decisions made about the Q4 budget?"). Otter AI Chat will then provide answers based on the transcript.
Generate Content: Ask Otter AI Chat to generate content like a follow-up email based on the meeting summary and action items.
Query Specific Sections: You can select specific channels, conversations, or folders when using Otter AI Chat to refine your queries.
Step 5: Organizing and Sharing Your Meeting Minutes
Once your minutes are polished, it's time to organize them and share them with your team.
Sub-heading: Organizing with Folders
Create Folders: Keep your conversations organized by creating folders (e.g., "Team Meetings," "Client Calls," "Project X"). This is especially useful if you have many transcriptions.
Move Conversations to Folders: Simply drag and drop conversations into the relevant folders on your dashboard.
Sub-heading: Sharing Your Minutes
Otter.ai makes sharing meeting minutes incredibly easy and controlled.
Share Button: Open the conversation you want to share and locate the "Share" button (often in the upper right corner).
Sharing Options:
Email Invitation: Enter the email addresses of the people you want to share with. They will receive a link to the Otter.ai conversation.
Copy Link: Generate a shareable link that you can paste into emails, chat applications (like Slack or Microsoft Teams), or project management tools.
Permissions: Crucially, you can set permission levels for those you share with:
Viewer: Can only view and play back the conversation. Cannot edit, add takeaways, or export.
Collaborator: Can edit, view, play back, export, and add/view takeaways. They can also share further if the owner allows.
Auto-Share Settings: For recurring meetings, you can set up Otter.ai to automatically share conversations with all calendar event guests, or only guests within your organization's domain. This saves a lot of time!
Step 6: Exporting Your Meeting Minutes
Sometimes you need your meeting minutes in a format outside of Otter.ai.
Export Options: Within the conversation, click on the three dots (ellipsis) icon, usually in the top right corner. You'll see "Export Text" and "Export Audio" options.
Text Formats:
TXT: Plain text, no formatting. Ideal for simple notes.
DOCX: Microsoft Word document. Retains formatting and is excellent for further editing or professional sharing.
PDF: Fixed, uneditable format. Great for official records or distribution where you don't want changes made.
SRT: SubRip Subtitle format. Used for video captions, includes time codes.
Audio Format:
MP3: Export the audio recording of the conversation.
Customization Options (during export): Before exporting, you can usually choose to include:
Speaker Names: Essential for clear meeting minutes.
Timestamps: Useful for referencing specific moments in the recording.
Highlights and Images: If you've added these within Otter.ai.
Remove Otter Branding: For a more professional look (may be a paid feature).
10 Related FAQ Questions
Here are 10 common "How to" questions about using Otter.ai for meeting minutes, along with quick answers:
How to get Otter.ai to join my Zoom, Google Meet, or Microsoft Teams meeting automatically?
Connect your calendar (Google or Microsoft) to your Otter.ai account, then enable OtterPilot for your scheduled meetings within the "Meetings" section of your Otter.ai dashboard.
How to edit a word or speaker in an Otter.ai transcript?
Open the conversation, click the "Edit" button (pencil icon) in the upper right corner of the transcript, then click on the word or speaker name you wish to change and type your correction.
How to add action items or takeaways to an Otter.ai conversation?
While in editing mode, you can type in action items directly into the transcript. Otter.ai also suggests action items and provides a "Takeaways" section where you can add and manage them.
How to share an Otter.ai transcript with someone who doesn't have an Otter.ai account?
You can share the conversation via email invitation (they'll get a link to view it in their browser) or by copying a public share link and sending it to them.
How to download an Otter.ai transcript as a Word document or PDF?
Open the desired conversation, click the three dots (ellipsis) icon in the top right, select "Export Text," and then choose either DOCX or PDF as your preferred format.
How to organize my Otter.ai conversations into folders?
On your Otter.ai dashboard, you can create new folders. Then, simply drag and drop your conversations into the appropriate folders to keep them organized.
How to use Otter AI Chat to ask questions about my meeting?
From your Otter.ai home page or within a conversation, locate the Otter AI Chat interface. Type your question (e.g., "Summarize the key decisions") and Otter AI Chat will provide an answer based on the transcript.
How to ensure the best audio quality for Otter.ai transcription accuracy?
For optimal accuracy, speak clearly, reduce background noise as much as possible, and ensure your recording device (or microphone) is close to the speakers.
How to check my remaining free transcription minutes on Otter.ai?
Your current plan and remaining minutes are typically displayed in your account settings or on your dashboard within the Otter.ai application.
How to prevent Otter.ai from automatically joining all my virtual meetings?
In your Otter.ai account settings, under the "Meetings" section, you can manage your OtterPilot settings and toggle off automatic joining for specific meetings or disable it entirely if you prefer manual control.
