How to Use Otter AI: Record, Transcribe and Share Meeting Notes

Otter is a meeting notetaker. It records what's said, writes a live transcript, labels speakers and lets you ask questions about the meeting afterwards. Setting it up is quick, but there are a few rules on the free plan that catch people out, so read the limits section before an important call.

Step 1: Create your account and get the apps

1. Go to otter.ai and sign up. The Basic plan is free.
2. Download the desktop app for Mac or Windows if you take calls on your computer.
3. Install the iOS or Android app if you want to record in-person meetings, interviews or lectures.
4. Sign in to the same account everywhere. Otter says whatever you do on one device is reflected on the others.

Step 2: Let Otter Notetaker join your Zoom calls

Notetaker is the bot that joins your meetings and records them. For Zoom, Otter's help centre lists two steps, and the first one is the reason most setups fail.

1. Sign in to Zoom, open Settings and go to the Recording tab.
2. Switch on Record to computer files, tick External meeting participants and tick Auto approve their permission request. Click Save.
3. Sign in to Otter and click Integrations on the left.
4. Click Add next to Zoom, sign in to Zoom, review the permissions and click Allow.

Otter says the Record to computer files setting must be on for Notetaker to join and record. Once it's connected, Notetaker can join meetings you host even if you're not there yet, as long as the meeting lets people join before the host. Microsoft Teams works too, but an admin has to change settings in the Teams admin centre first.

Step 3: Record an in-person conversation

Open the Otter app on your phone or computer and start a recording. You'll see the live transcript appear as people talk. If your Wi-Fi drops, don't stop recording. Otter's help page, updated in October 2026, says live transcription pauses but the audio keeps recording, and the transcript resumes when the connection comes back. If you end the recording while you're still offline, Otter waits for a stable connection, then uploads and processes it.

Step 4: Transcribe a recording you already have

Import the audio or video file from your computer or phone, and Otter turns the speech into a transcript. For YouTube videos, Otter recommends downloading the file and importing it. If you don't have the file, you can play the audio and record the playback, and Otter suggests the desktop app for that because it lets you keep your headphones on.

Step 5: Use the transcript

This is where Otter earns its place. Every plan, including Basic, gets AI Chat within and across meetings, speaker identification and audio playback, according to Otter's pricing page as of October 2026. So you can ask things like what did the client agree to, what were the three objections they raised, list every action item with an owner or draft a follow-up email from this call.

Copy this prompt

List every decision and action item from this meeting. For each action, give the person responsible and any deadline mentioned. Then draft a short, friendly follow-up email I can send to the client.

The free plan limits that catch people out

Otter's help centre spells out the Basic plan rules. They matter more than any setting:

Limit	Basic free plan
Monthly transcription	Up to 300 minutes a month
Length of each transcript	First 30 minutes per conversation or import
File imports	Three per account, not per month
Conversation history	Your 25 most recent; older ones are archived, not deleted
Deleted conversations	Still count towards the monthly limit

The 30-minute rule is the one that bites. Otter doesn't stop recording at 30 minutes, but on Basic you can only see the first 30 minutes of the transcript. If you upgrade, the full transcript becomes available. The import limit is also lifetime, so save your three imports for files that matter, such as a recorded webinar or an important interview. For comparison, the Pro plan's pricing page lists 1,200 in-app recording minutes, up to 90 minutes per meeting and 10 file imports a month.

Etiquette and privacy

Always tell people you're recording. Some clients will ask you to remove it from sensitive calls, which is their right. On Enterprise workspaces, admins can block Notetaker from meetings whose title contains a keyword such as DNR, the do-not-record label Otter uses in its own example. If you work with confidential client information, check your clients are comfortable before you rely on any AI notetaker.

If your meetings run on Zoom, see Zoom plans and add-ons for what each plan allows.

My verdict

Otter is easy to set up and the AI chat on top of your transcripts is the most useful part. The free plan suits short calls of under half an hour. If most of your meetings run an hour, you'll hit the 30-minute view limit every time, so test it on a real call first. My Otter AI review covers the paid plans, and my roundup of AI meeting note takers for small businesses compares the alternatives.

Frequently asked questions

Is Otter AI free?

Yes. Otter's Basic plan is free and includes up to 300 transcription minutes a month, with each transcript showing the first 30 minutes.

Why did my Otter transcript stop at 30 minutes?

On the Basic free plan, Otter keeps recording but you can only access the first 30 minutes of each transcript. Upgrading makes the full transcript available.

Why won't Otter Notetaker join my Zoom meeting?

Check that Record to computer files is switched on in your Zoom recording settings and that your Zoom account is connected under Integrations in Otter.

Can Otter record without internet?

Yes. Otter says live transcription pauses but the audio keeps recording, and it processes the transcript once a stable connection is back.

How many files can I import to Otter for free?

Three per account on the Basic plan. Otter is clear that it's not three per month.

Do deleted Otter conversations free up minutes?

No. Otter says deleted conversations still count towards your monthly transcription limit.