Zoom My Notes Explained: Does It Notify Others?

Zoom My Notes is a personal AI notetaker in Zoom Workplace for Zoom, Teams and Google Meet calls and in-person talks. In a Zoom meeting, participants see a banner and a transcription icon, and the host sees who uses it. In Teams, Meet or in person, Zoom says My Notes shows no in-meeting indicator, so telling people is your job.

Zoom’s help center describes My Notes as a personal note-taking feature for meetings and webinars. You type your own notes, and if transcription is on, My Notes adds a transcript that Zoom AI can turn into a summary. Zoom says the notes are yours and are not automatically shared with hosts or participants.

It needs no bot. In a Zoom meeting, My Notes takes the audio from the meeting itself. For a call in another app or a talk in the room, the Zoom Workplace app uses your operating system’s permissions to capture your microphone and your computer’s sound. Zoom’s AI whitepaper says the app streams that audio to the Zoom cloud, where the transcript is made.

• Zoom meetings: in the desktop app, the mobile app and the Zoom Web App. Webinars do not work on mobile.
• Teams, Google Meet and other platforms: in the desktop app, and in the Web App, which captures system audio only in Chrome or Edge. Not in the mobile app.
• In-person conversations: in the desktop app, and on mobile, where My Notes records the conversation to transcribe it.

It depends on where the call happens. Zoom announces My Notes inside its own meetings. In a Teams or Google Meet call or a conversation in person, Zoom says My Notes gives participants no Zoom indicator.

• Banner: Zoom’s whitepaper says each participant sees a banner that the meeting is being transcribed, unless they earlier chose not to see that notice again.
• Icons: Zoom’s help center says My Notes with transcription is in use when the My Notes icon is present and the Transcription icon glows in the meeting notifications at the top right of the meeting window.
• Host view: anyone using My Notes has the My Notes icon next to their name in the Participants panel.
• Host controls: the host can allow or stop transcribing in My Notes for everyone or for one person, and can stop all Zoom AI transcription, optionally deleting what Zoom AI generated. Transcripts a participant already finished stay with that participant, and the host has to be in the meeting to stop it.
• Participants: anyone can ask the host to stop transcription from the Transcription icon. The host stops it or declines.
• Host settings: the host’s My Notes settings, which an admin can lock, decide whether participants may transcribe with My Notes at all, and whether that is limited to people inside the organization.

Here My Notes runs on your computer, next to the other app. Zoom’s AI whitepaper says that in third-party and in-person meetings, My Notes “does not provide participants with Zoom-native in-meeting indicators”, and that hosts on those platforms have no native way to prevent an attendee from using it. What Zoom gives you instead is a reminder to follow applicable laws, which may include giving notice.

What Teams and Meet show on their own is covered in our guide to what each platform notifies.

• On the desktop, no recording is kept. Zoom’s whitepaper says My Notes does not store audio recordings and deletes the audio used for processing once transcription is complete. You keep your notes and the transcript.
• On mobile, My Notes records in-person conversations to transcribe them. The recording is deleted by default once the note is completed, unless auto-save for recordings of non-Zoom meetings is turned on (you or an admin can turn it on); saved ones appear under Recordings & Transcripts in the web portal. No recording is made when you use My Notes in a Zoom meeting on mobile.
• Where the notes live: in your Zoom account, under the My Notes tab, and in Zoom Hub and Zoom Canvas.
• Who can see them: only you by default. You can share a note once it is completed, and Zoom’s whitepaper says authorized account admins can view notes through the admin portal.
• Transcript access: whether users can view, share, or copy and download My Notes transcripts are separate admin settings. If the download option is missing, ask your admin about that setting.
• Deleting: a deleted note goes to the trash, everyone loses access, and Zoom removes it for good after 30 days. Otherwise notes follow your account’s retention settings, and Zoom says its Zero Data Retention option is not compatible with My Notes.

• Plans: Zoom’s help center lists Pro, Business and Enterprise accounts, or a My Notes standalone plan. Zoom’s My Notes page also lists AI note taking 3 times a month on the free Basic plan, and a standalone plan from $8.33 per user per month (Zoom’s May 2026 announcement said $10).
• Desktop app: Zoom Workplace 6.7.5 or later on Windows or macOS. Full functionality needs macOS 14.2 or later, or Windows 21H1 (build 18430) or later.
• Mobile app: Zoom Workplace 7.0.3 or later on Android or iOS. No third-party calls and no webinars on mobile.
• Zoom Web App: Windows 10 or later with Chrome or Edge 107+, macOS 14.2 or later with Chrome or Edge 142+, or ChromeOS 114+. For third-party and in-person meetings, other browsers capture the microphone only. Zoom’s AI whitepaper, in contrast, says My Notes is not designed for the web client.
• Settings: My Notes must be enabled, Zoom AI must be allowed to generate content in My Notes, and transcription with My Notes must be on.
• Languages: Zoom’s pages differ. The My Notes product page says 9 languages. The AI whitepaper says 46 languages in Zoom meetings and 12 in third-party and in-person meetings: Arabic, Chinese (Simplified), Dutch, English, French, German, Indonesian, Italian, Japanese, Korean, Portuguese and Spanish. You pick the transcription language in My Notes.

Zoom no longer uses the AI Companion name for its built-in AI features. In its June 24, 2026 blog post, Zoom said the features that carried that name are still built into Zoom Workplace and are now called by what they do, and it described My Notes as a cross-platform notetaker for Zoom, Teams, Google Meet and in-person conversations. ZoomMate is a separate, new add-on. So the useful comparison today is My Notes against Meeting Summary, the meeting-wide summary that used to carry the AI Companion name.

One detail from Zoom’s whitepaper that people miss: the general Zoom AI indicators do not apply to My Notes. My Notes has its own banner and icon in a Zoom meeting.

Rule of thumb: if you host and want everyone to get the same recap, use Meeting Summary. If you want your own notes, even in a meeting you do not host, My Notes is the Zoom option, as long as the host and your admin allow it.

1. Your account: check that your plan includes My Notes (see the plans above), and that an admin has not turned it off or locked it for the whole account or a group.
2. Your settings: in the web portal settings, in the Notes section, check that My Notes is enabled, that Zoom AI may generate content in My Notes, and that transcription with My Notes is on.
3. Your app: update Zoom Workplace to 6.7.5 or later on desktop, or 7.0.3 or later on mobile. Full functionality needs macOS 14.2 or Windows 21H1 (build 18430) or later.
4. Permissions: allow microphone and system audio access when asked. Zoom needs both for transcripts.
5. In a Zoom meeting: the host may have turned off transcribing in My Notes, or limited it to people in their organization. Hosts and participants all need the minimum app versions for the full feature set.
6. In Teams or Meet: use the desktop app, or the Web App in Chrome or Edge. The mobile app does not support third-party calls.

If your company already pays for Zoom Workplace and most calls happen in Zoom, My Notes is a sensible first choice: it is already in the app, and inside Zoom it tells everyone what is going on. People look elsewhere when the notes should not live in a Zoom account, when they want the audio kept next to the transcript, or when nobody on the team uses Zoom.

Reline (which we make) is a notes app with a bot-free recorder. Its desktop app for Mac, Windows and Linux (beta) captures your microphone and the sound your computer plays, so it works the same way in Zoom, Google Meet, Teams or any other call app, and nothing joins the meeting. You get a live transcript in 60+ languages and an AI summary, and the audio stays with the note, with a play button on every transcript line. Notes are private by default and live in your Reline workspace, not in a meeting platform’s account. The Free plan includes 10 hours of transcription, with no card.

Where it falls short, honestly:

• No notice in the call. Like My Notes in Teams or Meet, Reline shows nothing to other participants, so telling them is your job.
• No names from the meeting. The transcript separates Me and Other (your microphone and the call audio). In a group call, Separate speakers (beta) numbers the voices on the other side, and you name them yourself.
• No video and no mobile app. Reline keeps audio and a transcript.
• Live only. Reline has no audio or video upload, so it cannot transcribe a meeting that is already over.
• Windows: Reline records the whole default output device, not only the meeting app, so mute other sounds.

In a Zoom meeting, My Notes announces itself. In Teams, Google Meet and in person, Zoom says My Notes shows no indicator, and Reline never shows one, so the notice is on you. Several US states, California among them, require every party to agree before a call is recorded, and in the EU you need a lawful basis under the GDPR and should say why you record. Rules differ by country and state, so check the rules where everyone on the call is. The simple habit: say at the start of the meeting that you are recording or transcribing for notes, and stop if someone objects.

• Zoom Support, "Using My Notes" (KB0083849): support.zoom.com
• Zoom Support, "Managing My Notes" (KB0089199): support.zoom.com
• Zoom Support, "Enabling or disabling the My Notes feature" (KB0083850): support.zoom.com
• Zoom Support, "Using Meeting Summary with AI" (KB0058013): support.zoom.com
• Zoom AI whitepaper, "My Notes" and "User Transparency and Notice": library.zoom.com
• Zoom, My Notes product page: zoom.com/en/products/ai-assistant/features/ai-note-taking
• Zoom blog, "Meet ZoomMate: Zoom's next chapter in AI" (24 June 2026): zoom.com/en/blog/zoom-ai-companion-zoommate
• Zoom newsroom, "Harness work intelligence across Zoom with new agentic search and My Notes on mobile" (18 May 2026): news.zoom.com/my-notes-on-mobile