AI meeting notes: who can read the transcript?

Check the audience before recording. In Teams, a transcript’s access setting does not control every shared link or outside app.

Agree what will be captured, who needs the record and where it will be kept before starting an AI note taker. Our suggested first check is access, before the convenience of a summary.

Check the organizer’s meeting options

In supported Teams meetings, open Meeting options → Recording & transcription → Who has access to the recording and transcript. Choices include Everyone, Organizers and co-organizers, and Specific people. This option requires Copilot or Teams Premium and is unavailable for channel or ad hoc meetings.

Check sharing and apps separately

Microsoft says permissions changed elsewhere or a shared recording link can override this meeting setting. Third-party apps are not restricted by it. Check app access and the recording’s actual sharing permissions separately; ask your organizer or administrator if the option is missing.

Review decisions before sending the notes

Our recommended review uses three fields: decision, owner and deadline. Link each to its supporting transcript passage. Mark a suggested date as proposed. If nobody agreed to own a task, write unassigned rather than letting an AI fill the gap.

When a written log is enough

A short decision log that participants can correct may suit a meeting better than a full transcript. Confirm workplace and participant requirements before capturing a conversation, and decide who can correct or remove a mistaken note.

Published October 13, 2026. Based on Microsoft documentation; we did not test a licensed Teams meeting. Recording consent requirements depend on the applicable context.

Sources: Microsoft · Teams access.