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← How-to guides

How to transcribe a Teams meeting

Deepu Nair· CEO, Sunnyside AIUpdated 12 Nov 20264 min

The short answer

In the Teams meeting, select More actions, then Transcribe, confirm the language and select Confirm. Teams tells everyone. Afterwards open the meeting chat, then Recap, then Transcript, and download it as a Word or VTT file. IT must allow transcription, and by default only the organizer can download. For a way with no bot, use Sunnyside AI.

The steps

  1. 01
    Join from the organizer's organizationPeople in the organizer's organization can view it live and afterwards. People from other organizations can view it live only.
  2. 02
    Open More actionsIt is the three dots in the meeting controls.
  3. 03
    Select TranscribeStarting a recording also starts the transcript on its own.
  4. 04
    Confirm the spoken languageIf the language is wrong, the transcript is wrong. Changing it updates the captions for everyone.
  5. 05
    Stop itMore actions, then Recording or Transcribing. Either one stops the transcript. It also stops when everyone leaves.
  6. 06
    Download itMeeting chat, Recap, Transcript, then the Download dropdown for .docx or .vtt. By default only the organizer and co-organizers can.

Which way to choose

Teams hands the transcript to the organizer. If that is not you, you may not get it.

Compared onTeams transcriptA bot note takerSunnyside AI
Who can start itThe organizer, co-organizers and presentersWhoever invites the botYou, on your own computer
Who can download itThe organizer by default, others if IT allowsThe bot's ownerYou
Policy neededIT must have transcription turned onNone in Teams, but the meeting may need to admit the botNone in Teams
Where it is keptThe organizer's OneDriveIn the bot service's accountIn your Sunnyside AI app

Limits

  • Sunnyside AI does not give you the Teams transcript file or a recording.
  • It runs on a Mac or Windows computer, not on a phone or a tablet.
  • It is built for sales calls, not lectures or interviews.
  • It does not replace telling people. Say at the start of the call that you take notes.
Discovery call · meet.google.com18:42
Claire Dunn on a video callClaire Dunn · Meridian Group
18:42
“Can you send the security document by Thursday?”
Draft ready: the security document to Claire, due Thursday, with the date in the subject.
From your notes · 3 s after Claire said it

On a real call, this is what you would see

Sunnyside AI writes the notes while the call is fresh, and no bot joins.

Try Sunnyside AI free

Questions people ask

Can I start a transcript from my phone?

No. Teams does not let you start live transcription on mobile. You can view the transcript there afterwards.

Where does the Teams transcript live?

In the organizer's OneDrive for Business. It stays available from the meeting chat and the Recap tab until the organizer deletes it.

Do people see that a transcript is running?

Yes. Everyone in the meeting sees a notice when it starts, and people can hide their names in the captions and transcript.

Is it legal to transcribe a Teams meeting?

It depends on where each person is. Tell people at the start of the call and ask.