Edit a transcript in Otter.ai and share it: the steps, and what each permission allows

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To edit an Otter transcript, open the conversation, click the Transcript tab, and click Edit in the upper right. Fix the text, wait for All changes saved, then click Done. To share it, give people access as a Collaborator or a Viewer, or create a link. A link set to anyone with the link lets people read and play the transcript without signing in.

I built YapToText, a dictation app for the Mac, so read what I say about Otter with that in mind. Every fact about Otter here comes from its own help center, read on October 11, 2026.

Download YapToText on the Mac App StoreThis 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.

Edit the transcript

  1. Open the conversation once the recording has stopped, or the import has finished, and processing is done.
  2. Click the Transcript tab, then Edit in the upper right.
  3. Make your changes. Otter saves as you go within the session.
  4. When All changes saved appears, click Done.
  5. Wait while Otter realigns the text with the audio before editing again.

Do not leave the page before clicking Done, or the session's edits are not kept. Editing needs an internet connection, and you need to be the owner or a Collaborator.

  • You can change spelling, words, punctuation, paragraph breaks, the speaker and the conversation's title.
  • Only the owner can rename the conversation.
  • Otter learns from your edits. Its own tip is to add recurring terms to your vocabulary as well.

Share it with people

From Otter's Share a conversation article, read October 11, 2026.

PermissionWhat they can do
CollaboratorEdit, view, play back and export the transcript, ask Otter Chat questions, and share it on if the owner allows
ViewerView and play back only. Export only if the owner switches that on

You can take access away again at any time. Otter notes that sharing does not cost anything unless you have set sharing to invite people into your paid Workspace.

From the same article.

Link settingWho can open it
RestrictedOnly the people or Channels you shared it with
Anyone in your workspaceMembers of your Workspace, as Collaborator or Viewer
Anyone with the linkAnyone, as a Viewer, without signing in. They can read and play it, and see highlights and inline images

Before sending a link set to anyone, remember that it carries the recording as well as the text. The Otter safety page covers the sharing defaults worth checking, including automatic sharing of calendar meetings.

Get the text out

  • Export. TXT on the free plan, and DOCX, PDF and SRT on paid plans. The export page has the steps.
  • Notion. Connect Notion under Integrations, choose what each export includes, such as the transcript, overview and action items, and export a conversation as a Notion page. Exports are manual unless your Workspace has automatic export enabled by Otter.
  • Subtitles. The subtitles page covers SRT.

Text you do not have to clean up afterward

Editing a transcript is the cost of recording a conversation. For your own writing there is a shorter path: dictate it. YapToText, the free Mac app I built, types what you say straight into Notion, Word, Mail or any other app, with cleanup on the Mac, so the text lands where it belongs. It does not record meetings or share transcripts. Dictating into Notion on a Mac shows it.

Download YapToText on the Mac App StoreThis 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

  • Edit. Transcript tab, Edit, change, wait for All changes saved, Done.
  • Share. Collaborator can edit and export. Viewer can only read and play.
  • Link. Restricted, workspace, or anyone with the link.
  • Out of Otter. Export, or send to Notion.

If Otter changes editing or sharing, open an issue on GitHub and I will update this page. Every one gets read.

Download YapToText on the Mac App StoreThis 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.

About the author. Ryleigh Newman is a developer whose hands make typing difficult and who dictates every day with YapToText, the app this site describes. Facts about other apps come from their own sites, with the date they were read. More about the project.

Sources

Questions

How do I edit a transcript in Otter?

Open the conversation, click the Transcript tab and then Edit, make your changes, wait for All changes saved, and click Done.

How do I share an Otter transcript?

Share the conversation with people as Collaborator or Viewer, or create a link and choose who can open it.

Can someone view an Otter transcript without an account?

Yes, if the link is set to anyone with the link. They can read and play it as a Viewer without signing in.

Can I send an Otter transcript to Notion?

Yes. Connect Notion under Integrations and export a conversation as a Notion page, choosing what to include.

Why can't I edit an Otter transcript?

You need to be the owner or have Collaborator permission, the conversation has to finish processing, and you need an internet connection.