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Manage Microsoft Teams Recording Permissions

Otter Help
Updated

Easily add an Otter meeting link to your Outlook events for Microsoft Teams meetings to control recording permissions options. When joining a meeting via an Otter meeting link, all participants will be directed to a recording permissions page and must agree to be recorded by Otter to join the Microsoft Teams meeting. Automate obtaining call recording permission, build trust, and stay compliant directly in Outlook.

Plan: This feature is only available for the Otter Enterprise plan and requires a Microsoft Enterprise license. To enable this feature for your Workspace, contact your Otter account manager.

Overview

When a calendar guest or participant clicks the Otter meeting link, they'll be prompted to review recording information and permissions, and then choose to accept by continuing to join the meeting.

This page allows calendar guests to make an informed decision about joining a recorded meeting. Easily review meeting info, the domain name of the Otter Workspace that will be recording this meeting (e.g., otter.ai, amazon.com, acme.com), and a disclaimer that can be customized to reflect your organization's policies. 

Note: To customize the disclaimer, contact your Otter account manager. 

Step 1: Install for your entire Microsoft workspace

Microsoft admins can install the Otter for Outlook extension for the Workspace. Follow the steps below to install for all users in your Microsoft workspace. 

Note: If you're experiencing any issues while connecting to Otter, check that your Microsoft permissions allow for applications to read and create user meetings. Review your app consent policies and adjust if needed. 

  1. Sign in to your Microsoft 365 admin center. Navigate to Settings > Integrated Apps. Click Get apps.

  2. Search for Otter.ai and click Get it now.

  3. Review the pop-up information. Continue by clicking Get it now.

  4. Select Entire organization. Click Next.
  5. Review the app permissions. Click Next to accept.
  6. Review the summary. Click Finish deployment.
  7. Otter for Outlook has been installed for your organization.

Step 2: Connect your Microsoft account to Otter (required for all users)

All Otter members in your Workspace will need to follow the steps below to connect their Microsoft account to Otter.

  1. Click on Apps & Integrations. Click Add next to Microsoft.

    Note: If your Microsoft calendar is already connected to Otter, you will need to disconnect and reconnect your calendar. 

  2. Sign in to your Microsoft account. Carefully review the pop-up information. Click Accept to continue.

    Tip: If you are the admin of your Microsoft Workspace, we recommend checking Consent on behalf of your organization to streamline the process for all Otter Workspace members.
  3. Your Microsoft account is now connected.

Adding Otter meeting links to your Outlook calendar events

Now that you are connected, you can add Otter meeting links to your Outlook calendar events to ensure that meeting participants are able to review the recording permissions before joining a Teams Meeting that will be recorded by Otter. 

Tip: Otter for Outlook is available on both the Outlook calendar web and desktop app.
  1. Sign in to your Outlook calendar. 

  2. Click New event.

    Note: Leave the "Teams meeting" setting toggled OFF. This will ensure that calendar guests go through the permissions page flow before joining the Teams meeting. 
  3. Fill out the calendar event with your meeting information. 
  4. Then click on the Otter.ai extension. Select Add an Otter meeting.
  5. Otter will populate the calendar event with a meeting link. 

For every meeting, guest participants can click the Otter meeting link to provide recording permissions before joining.

Manage your auto-join and share settings

Note: The Otter for Outlook extension does not manage your Notetaker join or share settings. These settings must be configured separately. 

Review your auto-join and share settings in Account Settings > Meetings. Learn more about managing Notetaker through the articles below.

Tip: Looking for more ways to manage your Workspace as an admin? Check out our admin features for Enterprise Workspaces.

FAQs

How to install Otter for Outlook just for my own account? 

How do I fix the "Failed to generate permission link" error?

  • If you click on Add an Otter meeting, and experience the "Failed to generate permission link" error, try the following.
  • Click on the three-dot menu. Select Sign out of Otter.
  • Click Sign in to Otter.

Will meeting participants still be directed to the Otter recording permissions page if they click the direct Teams Meeting link? 

  • No. 
  • Meeting participants will need to click on the Otter meeting link in the calendar to be directed to the recording permissions page. 

Does the Otter extension for Outlook support recurring meetings?

  • Yes. 
  • Otter for Outlook supports recurring meetings. 
  • The Otter meeting link will be the same for every calendar event in the series, but will automatically redirect users to the correct Microsoft Teams meeting.

Why does the Otter meeting link not change for recurring meetings? 

  • The same Otter meeting link will be reflected for the entire calendar event series. 
  • When the guest participant clicks on the link for that calendar event, it will redirect them to the correct page reflecting the meeting info and Microsoft Teams meeting link. 

My calendar guests are not seeing the permissions flow page. How do I ensure every guest completes the permissions flow?

  • Ensure you leave the Teams meeting icon toggled as OFF, as users can only be directed to the permissions flow page through the Otter-generated link in the calendar. Guests who go through a Teams-generated link will not see the permissions page. Ensure the calendar event contains only the Otter-generated link. 
  • Calendar guests who click on the Otter-generated link in the calendar will be directed to the permissions page before joining the Teams meeting.

Do I need to toggle the Teams meeting icon when using Otter for Outlook?

  • No. 
  • Leave the Teams meeting icon toggled as OFF. Otter will automatically generate the Teams meeting link when you click Add an Otter meeting. This will ensure that calendar guests go through the permissions flow page before joining the Teams meeting. 
     
  • Guest participants only need to click on the Otter meeting link in the calendar event to be directed to the Otter recording permissions page and Teams meeting. 

Why does the Otter permissions recording page not reflect my calendar meeting info?

  • If you clicked Add an Otter meeting before you filled out the calendar event info, the Otter recording permissions page may not reflect the info right away; however, Otter will sync with Microsoft every ~15 minutes to reflect any changes to the calendar event. 
  • We recommend filling out your calendar event info before clicking Add an Otter meeting each time. 

I made changes to my calendar event. Will the Otter recording permissions page reflect those changes?

  • Yes.
  • Otter will sync with Microsoft every ~15 minutes and reflect any changes you make to your calendar event (e.g., meeting title update). 
  • The Otter recording permissions page will reflect the updates. 

Is Otter for Outlook available on the Outlook desktop app?

Is Otter for Outlook available on the Outlook mobile app?

  • No. 
  • Otter for Outlook is not yet available on the Outlook mobile app. 
  • Add Otter meeting links through the Outlook web version or desktop app.

Will mobile users be directed to the Otter recording permissions page? 

  • Yes.
  • If a meeting participant clicks the Otter meeting URL while on a mobile device, they will still be directed to the Otter recording permissions page before joining the Microsoft Teams meeting.

Can I customize the Otter recording permissions page disclaimer?

  • Yes.
  • You can customize the Otter recording permissions page disclaimer to reflect your organization's policies and information. 
  • Contact your Otter account manager to customize this disclaimer. 
If you have any questions or require assistance, contact our Otter Support Team.

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