How to take meeting notes in Teams: Copilot, recap or a separate note taker

How to take meeting notes in Teams: three routes

To take meeting notes in Microsoft Teams, use intelligent recap with Teams Premium or a Microsoft 365 Copilot license, record the meeting to get a transcript, or run a separate note taker on your computer. Intelligent recap is Microsoft's AI summary of a Microsoft Teams meeting, included in Teams Premium and in the Copilot license.

Copilot and intelligent recap: licenses and the organizer's setting

Teams Premium is an add-on license. Microsoft sells a Copilot Business add-on at $21 per user a month paid yearly, or $25.20 billed monthly, only to existing Microsoft 365 customers with an eligible Business plan. The organizer decides how and if participants can use Copilot:

1. The organizer opens Online meeting options and finds Copilot and other AI.
2. The organizer picks During and after the meeting, Only during the meeting, or Off.
3. Turn on live transcription during the meeting if you want to ask Copilot questions afterward.

With During and after the meeting, transcription is required. With Only during the meeting, speech-to-text data that was not transcribed is gone once the meeting ends. Off also disables recording and transcription for that meeting. To ask Copilot about what was said after the meeting, a transcript must exist.

Teams recording and transcripts: where they go and who is told

1. In the meeting controls, select More actions, then Record. Transcription starts automatically with the recording.
2. To transcribe without recording, select More actions, then Transcribe, and confirm the spoken language.
3. Everyone is notified when a recording starts, and one person can record at a time.
4. The recording stops automatically once everyone leaves.

Microsoft Teams uploads the recording to the organizer's OneDrive for private meetings or SharePoint for channel meetings. Guests and external attendees can view it only if it is explicitly shared with them. An admin policy can require explicit consent to be recorded or transcribed, and Microsoft says some regions need everyone's permission.

A separate note taker in Teams calls

Krisp captures Microsoft Teams calls through Krisp Microphone and Krisp Speaker on your computer, the two virtual audio devices it adds, and can share the notes to a Teams channel; best AI note taker for Microsoft Teams sets it against Copilot. In Microsoft Teams, start a test call from Chat, open Audio settings and change the microphone and speaker to Krisp; Krisp advises selecting both.

The Teams integration is a Core and Advanced feature. Sharing by hand works for any meeting, and automatic sharing works for recurring meetings only. Krisp integrations lists the rest. Krisp's optional bot joins Microsoft Teams too, and the host must authorize its entry. Otter.ai's notetaker and Read AI's Read Assistant also join Teams calls.

Meetings hosted by another organization

Copilot is not available in meetings hosted outside your organization, and in Microsoft Teams a person from another organization cannot start or stop a recording. Capture from your own computer does not depend on the host.

A team with a Copilot or Teams Premium license that meets inside its own organization needs no separate tool. How to take meeting notes with AI gives the five steps for a separate tool. Before licensing anything, a team can run its Teams calls through Krisp for 7 days without a card.