Using My notes

My notes is a personal note-taking capability that lets you take notes during a meeting or webinar and enhance them with a transcript. The resulting notes are yours and are not automatically shared with the meeting or webinar host or other meeting or webinar participants. Accessible from the Zoom desktop app, you can use My notes for Zoom Meetings, Zoom Webinars, in-person meetings, or virtual meetings on other platforms.

Requirements for using My notes

 

*Note: Both the hosts and participants must be on client version 6.7.5 or higher to manage and make use of the full My notes functionality while in a Zoom meeting, including turning off My notes transcription for one or more participants. Users on versions lower than 6.7.5 may not be able to manage My notes usage or utilize transcription and other My notes capabilities.

Limitations for using My Notes

Table of Contents

How to use My notes

Start a note in the Zoom Workplace app using My notes

Whether for personal transcription or transcribing an in-person meeting, you can start a note directly from the Zoom desktop app, and enable My notes to access your microphone and system audio for transcription. If you have enabled automatic microphone activity detection, configured your settings so that Zoom voice activity will not be ignored, and have your Zoom desktop app open, a Take notes notification will appear when Zoom detects activity from your microphone so you can open My notes. To choose whether voice activity can automatically surface a notification, update your automatic voice activity detection preferences in the Zoom desktop app settings. Learn more about managing My notes automatic voice activity detection.

  1. Sign in to the Zoom desktop app.
  2. Click the Home tab .
    Note: If you do not see the Home tab, click the More tab , then the Home tab .
  3. Click My notes  .
  4. If a verification dialog appears, click Continue, then Allow to grant Zoom access to your system audio, or click Skip for now.
    Note: If you click Skip for now, you will be unable to use audio transcription.  
  5. Click Take notes to open My notes and begin taking notes.
    Note: If automatic voice activity detection is enabled and Zoom voice activity is not set to be ignored, a Take notes notification will appear when voice activity is detected, and transcription will begin immediately when a new note is opened.
  6. Enter notes in the My notes editor.
    Your notes will be saved as you type.
  7. (Optional) In the My notes editor, click the more icon  and do the following:
  8. (Optional) If using transcription, click the pause icon to stop the transcription, then click the play icon  or Resume to continue transcription.
  9. Once finished taking notes, click Done. 
  10. When prompted for verification, click Done to complete the note and end transcription.
    Note: After you click Done, you cannot resume the same note. You can start a new note and transcription.  

Start a note during a Zoom meeting using My notes

You can open My notes from the top of the Zoom meeting window to capture notes linked to the current meeting, and optionally use transcription to enrich them.

  1. Sign in to the Zoom desktop app.
  2. Start or join a Zoom meeting.
  3. At the top of the meeting window, click the My notes icon .
  4. Click Start taking notes. Transcription will begin immediately if supported in the meeting.
    Note: Alternatively, at the top of the meeting window, click the AI Companion icon  to open the side panel, then click the Create a meeting note me hero prompt to launch My notes.
  5. Enter notes in the My notes editor. Your notes will be saved as you type and linked to the current Zoom meeting.
  6. (Optional) In the My notes editor, click the more icon and do the following:
  7. (Optional) If using transcription, click the pause icon to stop the transcription, then click the play icon or Resume to continue the transcription.
  8. Once finished taking notes, click Done.
  9. When prompted for verification, click Done to complete the note and end transcription.
    The note will be saved, and the My notes window will automatically close. If Generate and enrich contents with AI Companion is enabled, once you click Done, AI Companion will automatically enrich your notes if the meeting was transcribed.
    Notes:

Use My notes with audio from a third-party app 

You can use My notes while using a third-party app, such as Microsoft Teams, Slack, or Google Chrome, to capture your notes and transcribe audio. If automatic voice activity detection is enabled and voice activity from the third-party app or browser is not set to be ignored, a Take Note notification will appear when voice activity is detected so you can open My notes and begin taking notes. To choose which apps or browsers will trigger a notification to start taking a new note when voice audio is detected, update your automatic voice activity detection preferences within the Zoom desktop app settings.  Learn more about managing My notes automatic voice activity detection.

warning icon
When using My notes to transcribe audio from a third-party app or browser, the transcription uses the system and microphone audio on the device. Before you start transcribing, make sure you follow all applicable laws when transcribing conversations, which may include providing notice. Because My notes uses the system and microphone audio, using the mute button in a third-party app or browser during a virtual meeting will not prevent My notes from transcribing audio detected by the device microphone. Due to this, you must use the Pause icon in My notes to pause or stop the transcription.

To use My notes with a third-party app or browser:

  1. Sign in to the Zoom desktop app.
  2. Click the Home tab .
    Note: If you do not see the Home tab, click the More tab , then the Home tab .
  3. Click My notes .
  4. If a verification dialog appears, click Continue, then Allow to grant Zoom access to your system audio, or click Skip for now.
  5. Start or join a third-party meeting.
  6. (Optional) If automatic voice activity detection is enabled and the third-party app’s or browser’s voice activity is not set to be ignored, a Take notes notification will appear when voice activity is detected.
    Click Take notes to open My notes and begin taking notes. Transcription will begin immediately when a new note is opened.
  7. Enter notes in the My notes editor. Your notes will be saved as you type.
  8. (Optional) In the My notes editor, click the more icon  , and do the following:
  9. (Optional) Click the pause icon to stop the transcription, then click the play icon or Resume to continue transcription.
  10. Click Done.
  11. When prompted for verification, click Done to complete the note and end transcription.
    Note: After you click Done, you cannot resume the same note. You can start a new note and transcription.

How to access notes generated with My notes 

Once a note has been generated, you can easily go back and make any necessary changes or edits. Access your My notes through Zoom Hub or Zoom Docs, and choose how you would like to make changes utilizing the editing tools available in Docs, enrich My notes with AI Companion (available if transcripts were enabled while taking notes with My notes), or share the notes with other users.

Access notes generated with My notes

Windows | macOS | Linux
  1. Sign in to the Zoom desktop app.
  2. Click either the Hub  or the Docs  tab.
    Note: If you do not see a tab, More tab , then click Hub or Docs.
  3. In the navigation menu, click My notes .
  4. Find and click the name of the desired note.
Web
  1. Sign in to the Zoom web portal.
  2. In the left navigation, click either the Hub or Docs.
  3. In the navigation menu, click My notes.
  4. Find and click the name of the desired note.

Access notes generated with My notes for a specific Zoom meeting

After a Zoom meeting concludes, you can easily access and reopen any notes you generated with My notes and linked to that particular meeting session. You only have access to the notes you took, not the notes taken by others, unless shared by the notetaker.

Windows | macOS | Linux
  1. Sign in to the Zoom desktop app.
  2. Click either the Hub  or the Docs  tab.
    Note: If you do not see a tab, More tab , then click Hub or Docs.
  3. In the navigation menu, click Meetings.
  4. Find and click the desired meeting.
  5. Click on the name of the note to view the note. 
Web
  1. Sign in to the Zoom web portal.
  2. In the left navigation, click either the Hub or Docs.
  3. In the navigation menu, click Meetings.
  4. Find and click the desired meeting.
  5. Click on the name of the note to view the note. 

How to enrich notes with transcripts

For users who have enabled transcripts for use with My notes, My notes can be enriched by AI Companion using the available transcript, either automatically after you finish a note or manually when you select the note and click Generate. In addition to enrichment, you can prompt AI Companion to refine the note further using standard AI Companion prompts.

Windows | macOS | Linux
  1. Sign in to the Zoom desktop app.
  2. Click either the Hub  or the Docs  tab.
    Note: If you do not see a tab, More tab , then click Hub or Docs.
  3. Click My Notes .
  4. Click on the name of the desired note to open it. 
  5. At the bottom of the page, click Enrich notes to update your note using the available transcript.
    Additional details from the transcript will be added in regular text, and citations will show which transcript segments were used.
  6. (Optional) You can modify the generated notes by changing the Template or the desired Note length, then clicking Regenerate.
Web
  1. Sign in to the Zoom web portal.
  2. In the left navigation, click either the Hub or Docs.
  3. Click My Notes.
  4. Click on the name of the desired note to open it. 
  5. At the bottom of the page, click Enrich notes to update your note using the available transcript.
    Additional details from the transcript will be added in regular text, and citations will show which transcript segments were used. 
  6. (Optional) You can modify the generated notes by changing the Template or the desired Note length, then clicking Regenerate.

How to know if My notes is being used during a Zoom meeting

If the host has allowed participants to transcribe Zoom meetings with My notes, any meeting participants who have the My notes feature available and enabled can use it for the current meeting. As a participant in a Zoom meeting, you will know if My notes with transcription is being used if the My notes icon  and the Transcription icon are on in the meeting notifications in the top right corner of the meeting window. 

While participants can not request to stop the use of My notes specifically, they can request to stop Transcription during the meeting:

  1. Join a meeting on the Zoom desktop app.
  2. At the top of the meeting panel, click the Transcription icon.
  3. Click Ask host to stop transcription.

As the host, if a participant requests to stop transcription for My notes:

  1. As the host, you will receive the message “A participant has requested to turn off transcriptions”. 
  2. (Optional) Select the Delete all AI Companion generated assets checkbox to delete the transcript.
  3. Click Stop transcription to stop transcription, or click Decline to continue to allow the use of transcription during the meeting.
    Note: If you click Stop Transcriptions, all in-meeting features utilizing transcription will also be stopped (Meeting summary, In-meeting questions, Smart recording, etc.)

How to manage a participant's My notes transcription as a Zoom meeting host

As the Zoom meeting host, you can end the My notes transcription for individual participants or for all participants in the meeting from the Participants panel or the Transcription controls. You can also manage whether participants can use My notes in meetings you host by updating your My notes settings. Learn more about managing My notes settings for Zoom meetings you host.

note icon
The meeting host must join the Zoom meeting to disable a My notes transcription started by other meeting participants. Although the option to delete meeting assets applies to transcripts and summaries, it does not apply to My notes transcripts that were completed by meeting participants before the meeting host deletes the meeting assets. Therefore, while participants will not be able to continue transcribing in My notes, they will still retain what has been transcribed before the meeting host stopped the transcription.

Manage My notes transcription from the Participants panel

  1. Sign in to the Zoom desktop app.
  2. Start a meeting.
  3. Click Participants   in the host controls to open the Participants panel.
  4. (Optional) Click the drop-down menu located at the top-left corner and click Pop Out to separate the Participants panel from the meeting window.
    In the participants list, any participant currently utilizing My notes will have the My notes icon next to their display name
  5. Hover over a participant and click More, and the following options will appear:

Manage My notes transcription from the AI Companion icon

  1. Sign in to the Zoom desktop app.
  2. Start a meeting.
  3. In the top right corner of the meeting window, click the AI Companion icon .
  4. Click Stop AI companion features.
    (Optional) Select the Delete all AI Companion generated assets checkbox to delete the transcript.
    Note: If participants have already completed their notes, they will still have a copy of the transcript up to the point at which the host stopped transcription. 
  5. Click Stop AI Companion.

Manage My notes transcription from the Transcription icon

  1. Sign in to the Zoom desktop app.
  2. Start a meeting.
  3. In the top right corner of the meeting window, click the Transcription icon .
  4. Click Stop transcription.
  5. (Optional) Select the Delete all AI Companion generated assets checkbox to delete the transcript.
    Note: If participants have already completed their notes, they will still have a copy of the transcript up to the point at which the host stopped transcription.
  6. Click Stop transcription.
warning icon
When using My notes to transcribe audio from a third-party app, the transcription uses the system and microphone audio on the device. Before you start transcribing, make sure you follow all applicable laws when transcribing conversations, which may include providing notice.