How to use Otter.ai: from signing up to your first transcript, and the free plan's limits
By Ryleigh Newman · Published
Otter.ai records and transcribes conversations: online meetings, in-person talks and files you upload. Its Notetaker can join your Zoom, Google Meet and Microsoft Teams meetings for you and send a summary afterward. Signing up is free, and the Basic plan has limits worth knowing before you rely on it. This guide covers the setup and the main features, using Otter's own help center.
I built YapToText, a dictation app for the Mac, not a meeting recorder, so read what I say about Otter with that in mind. Every fact about Otter here comes from its help center, read on October 10, 2026.
This app is completely free. You don't have to make an account. There are no subscriptions, no difficult downloads, and nothing is locked. Made for Apple silicon Macs. Source on GitHub.
Sign up
- Sign up for an Otter account. Otter recommends a work email, which unlocks its Workspace features for teams.
- Verify your email with the link Otter sends. Nothing works until you do, so check spam if it does not arrive.
- Install the mobile app if you want to record on your phone. What you do on one device shows on the others.
Three ways to get a transcript
From Otter's help article Otter Quick Start Guide, read October 10, 2026.
| Way | How |
|---|---|
| Record a conversation | Start a recording and Otter transcribes in real time, for meetings, webinars, events or in person |
| Let Notetaker join | Connect your calendar and Notetaker joins scheduled meetings, captures shared slides and sends a summary afterward |
| Import a file | Click Import at the top right, choose an audio or video file, and Otter transcribes it |
Make the transcript better
- Speaker names. Train Otter to recognize your voice and others, so it tags speakers in the transcript.
- Custom vocabulary. In Account Settings, add names, acronyms and jargon. On the Business plan you can share terms with your team.
- Highlights and comments. Add photos, comments, tasks and highlights inside a transcript, or show the live transcript full screen.
Find and share conversations
- My Conversations. Everything you recorded or imported.
- Shared with Me. What others shared. You cannot delete those.
- Channels. A group you share with often. Starting a recording from a Channel notifies everyone in it.
- Folders. Organize conversations so they are easier to find.
The Basic free plan's limits
From Otter's help article Conversation, import, and app limits on the Basic free plan, read October 10, 2026. Otter's page shows it was last updated two years earlier.
| Limit | Basic plan |
|---|---|
| Transcription a month | 300 minutes. Deleted conversations still count |
| Length of one conversation or import | 30 minutes. A longer one keeps recording, but you see only the first 30 minutes until you upgrade |
| File imports | Three per account, not per month |
| Conversation history | The 25 most recent. Older ones are archived, not deleted |
The Otter pricing page has the paid plans.
When you want Otter to stop
The questions people ask most after setting Otter up are about getting it out of their meetings and their wallet. Stopping Otter from joining meetings, canceling a subscription and deleting an Otter account each have their own page.
Where YapToText fits
YapToText is not a meeting recorder. It does not join calls or label speakers. It types what you say into any app on your Mac, and it can transcribe an audio or video file into plain text, both on the Mac with no account and no minute limit. If you mostly use Otter to transcribe recordings you already have, or to write by voice, that may be enough. The Otter alternative page compares them honestly.
This app is completely free. You don't have to make an account. There are no subscriptions, no difficult downloads, and nothing is locked. Made for Apple silicon Macs. Source on GitHub.
The short version
- Sign up. Free, then verify your email.
- Record. Live, through Notetaker, or by importing a file.
- Better accuracy. Speaker training and custom vocabulary.
- Free limits. 300 minutes a month, 30 per conversation, three imports.
- Stop it. See the stop, cancel and delete pages.
If Otter changes these features, open an issue on GitHub and I will update this page. Every one gets read.
This app is completely free. You don't have to make an account. There are no subscriptions, no difficult downloads, and nothing is locked. Made for Apple silicon Macs. Source on GitHub.
Related
Sources
- https://help.otter.ai/hc/en-us/articles/360049722894-Otter-Quick-Start-Guide (checked 2026-10-10)
- https://help.otter.ai/hc/en-us/articles/360047538094-Conversation-import-and-app-limits-on-the-Basic-free-plan (checked 2026-10-10)
- https://github.com/ryleighnewman/YapToText (checked 2026-10-10)
- https://apps.apple.com/us/app/yaptotext/id6786382289 (checked 2026-10-10)
Questions
How do I start using Otter.ai?
Sign up, ideally with a work email, verify your email, then record a conversation, connect your calendar for Notetaker, or import a file.
Is Otter.ai free?
Signing up is free. The Basic plan gives 300 transcription minutes a month, up to 30 minutes per conversation and three file imports per account.
How does Otter join my meetings?
Connect your calendar, and Otter Notetaker joins scheduled Zoom, Google Meet and Microsoft Teams meetings and sends a summary.
Can Otter transcribe a file I already have?
Yes. Click Import at the top right and choose an audio or video file. The Basic plan allows three imports per account.
How do I make Otter recognize names?
Add custom vocabulary in Account Settings, and train Otter to recognize speakers so it tags names in transcripts.