My Notes

Overview

My notes is a personal note-taking assistant for Zoom, third-party, and in-person meetings

My notes is a note-taking feature in the Zoom Workplace app that supports Zoom Meetings, third-party meetings, and in-person discussions through manual notes and, when a user enables transcription and audio is available on the local device, automatic transcription of the conversation. Unlike Zoom’s Meeting Summary feature, which is designed for broad, high-level recaps, My notes can produce more granular, detailed overviews, incorporating any user-written notes captured in the free-text field during the meeting with the meeting transcript, if enabled. After the meeting ends, the post-meeting output emphasizes the topics and details the user recorded manually while also capturing relevant information from the rest of the conversation through the transcript.

Refer to Zoom’s support center for more information on enabling or disabling and using My Notes.

My notes uses operating-system level microphone and audio access to transcribe third-party and in-person meetings

My notes transcribes third-party and in-person meetings by using operating-system permissions to access the user’s selected microphone and the device’s system audio, but this OS-level audio access is only used when a user explicitly enables the My notes feature through their settings. This allows transcription to work beyond Zoom Meetings, as long as the Zoom Workplace app is running on the device and has been granted the required permissions. In these scenarios, audio capture is governed by the device’s microphone and system audio inputs rather than the mute controls of a third-party meeting application or web browser, so transcription must be paused or stopped directly within My notes when capture is not desired.

My notes can prompt a user to start a new note when device microphone activity is detected

My notes can use automatic voice activity detection to identify when the device microphone becomes active and display a prompt to start a new note. This prompt can appear in a range of everyday scenarios where the microphone is used, including joining or hosting a meeting in a third-party app or browser, recording a clip in a web browser, or using other applications that activate the device microphone.

When My notes is active, audio is streamed to the Zoom cloud for transcription and post-meeting note generation

When a user enables My notes, the Zoom Workplace app streams meeting audio to the Zoom cloud to generate a transcript and support post-meeting note generation. The dataflows for this process vary depending on if the feature is enabled in a Zoom meeting or a third-party or in-person meeting.

In Zoom Meetings, My notes transcribes the meeting audio routed through the meeting’s MMR session

In Zoom Meetings, My Notes uses the meeting’s Multi-Media Router (MMR) to access the shared meeting audio routed for all connected participants. That meeting audio is processed by Zoom’s Automatic Speech Recognition (ASR) service to generate a transcript, which is delivered to the user’s device and later used to support post-meeting note generation. In this context, transcription is based on Zoom meeting audio, not on all audio present on the user’s local device.

The following diagram illustrates how My Notes works in Zoom Meetings:

Data flows for My notes within a Zoom meeting.

In third-party and in-person meetings, My notes transcribes local device audio routed through a single-user MMR session

If enabled in third-party and in-person meetings, My notes uses operating system–level access to the user’s microphone and system audio to capture local device audio for transcription. That local audio is routed through a single-user Multi-Media Router (MMR) session and processed by Zoom’s Automatic Speech Recognition (ASR) service to generate a transcript, which is delivered to the user’s device and later can be used to support post-meeting note generation. In this context, transcription is based exclusively on audio transmitted from the local device.

The following diagram illustrates how My notes works outside of Zoom Meetings:

Data flows for My notes outside of a Zoom meeting.

After a meeting ends and transcription is complete, audio data is not retained

My notes uses audio data to generate a transcript through Zoom’s transcription services, but it does not store audio recordings. After the meeting ends and transcription is complete, the audio data used for processing is deleted, while the resulting notes and transcripts remain saved in the user’s Zoom account according to the applicable retention settings.

My notes requires AI Companion for transcription and generated post-meeting notes

My notes requires AI Companion eligibility to generate meeting transcripts and produce AI-generated post-meeting notes. Users without AI Companion access can still use My Notes for manual note taking, but they cannot transcribe or create enhanced notes.

After meetings, My notes are saved to the user’s Zoom account and are not shared with other participants

After a meeting ends, My notes are saved to the user’s Zoom account and can be accessed in Zoom Hub under the My notes section, from the meeting card for the associated Zoom meeting, and through Zoom Docs. By default, My notes are only available to the user who created them and are not automatically shared with the meeting host or other participants; however, authorized account admins can view them through the admin portal. .

My notes supports 16 languages

My Notes currently supports 16 languages:

Chinese (Simplified) Chinese (Traditional) Dutch English French German	Indonesian Italian Japanese Korean Polish Portuguese	Russian Spanish Swedish Turkish Vietnamese

My Notes Security Features

The following sections provide guidance on using My notes. Refer to Zoom’s support center for more information on using My Notes, and the features and settings described below.

Zoom Meetings Security Features

My notes can be stopped in Zoom meetings by ending transcription or restricting participant access

My notes activity in a Zoom meeting has two features: the personal note itself and the transcript for post-meeting note generation. In-meeting controls primarily govern transcript generation, including whether transcription can continue in that meeting.

Zoom meeting hosts can stop active My notes transcription for everyone in the meeting or for specific participants. Host controls are available while the host is in the meeting and require a supported Zoom desktop client version (6.7.5 or higher) to manage participant transcription.

Hosts can also manage whether participants are allowed to use My notes with transcription in meetings they host through web settings under Settings → Notes → My Notes. Admins can also disable My notes on the account level through web settings under Account Management -> Account Settings → Notes → My Notes

Refer to Zoom’s support center for more information on using My notes and how to stop participant transcription.

Meeting participants can request that transcription be stopped

Meeting participants cannot directly stop another participant’s use of My notes; however, participants can request that the host stop their use of transcription during the meeting. When this occurs, the host receives the request and can choose to stop transcription or decline the request. When transcription is stopped, other in-meeting features that rely on transcription are also stopped.

Stopping transcription affects future capture, not what has already been captured

Stopping My notes transcription prevents additional meeting audio from being transcribed going forward. The portion of the transcript that is already generated before transcription is stopped will remain available to the participant who started My notes. If the host also deletes the associated meeting assets, then transcripts generated with My notes will also be deleted, unless the participant completed and saved the transcript before the host stopped transcription.

My notes transcription ends automatically when the Zoom meeting ends

When My Notes is used in a Zoom meeting, My notes will stop automatically when the meeting concludes. Notes and the associated transcript remain accessible to the notetaker after the meeting through Zoom Hub or Zoom Docs, subject to the account’s retention settings for note files and transcripts.

Visibility and control depend on host version and enabled settings

When transcription is active, meeting participants see a banner and a visible transcription indicator, and hosts can identify participants using My notes via a participant list icon. Host control over participant’s use of My notes transcription requires the meeting host to be on a supported client version and to have participant’s use of My notes transcription permitted in meeting settings.

Third-Party Meetings Security Features

Third-party meeting platforms do not provide host controls for My Notes

My notes can be used during third-party meetings when the Zoom Workplace app is running on the user’s device and has permission to access the device microphone and system audio. In these scenarios, My notes operates as a local, user-initiated note-taking and transcription tool rather than as an in-meeting feature controlled by the third-party platform.

Third-party meeting hosts do not have a native mechanism to prevent an attendee from using My Notes. My notes does not depend on third-party host settings or permissions to run, and it can continue transcribing device audio even when host-side controls exist in the third-party platform.

Refer to Zoom’s support center for more information on using My Notes.

Users, not third-party meeting hosts, control when My notes starts and stops

Use of My notes in third-party meetings requires user action to start transcription and users can control whether automatic prompts that suggest starting a new note appear. Once transcription is active, users must pause or stop transcription from within My notes when capture is not desired.

Third-party app mute controls do not stop My notes transcription when device audio capture is active

When My Notes transcription is enabled, My Notes captures audio from the user’s device using operating-system permissions for microphone input and system audio. As a result, muting within a third-party meeting application or browser does not prevent My Notes from transcribing audio detected by the device, and transcription must be paused or stopped directly within My Notes when audio capture is not intended.

For example, if a user mutes themselves in a Microsoft Teams meeting using the Teams application, the local device microphone can remain active even though the user is muted in Teams. As a result, any words the user speaks out loud while muted may still be captured by My Notes and appear in the transcript and resulting notes. To prevent ongoing transcription, the user must pause or stop transcription directly in My Notes.

Note: This does not apply to Zoom Meetings, where transcription uses the meeting’s Multi-Media Router. Consequently, if a user is muted in a Zoom meeting, their audio will not be captured by My Notes.

User responsibility and notice expectations in third-party meetings

When My Notes is used outside Zoom Meetings, users who enable the feature receive a reminder to follow applicable laws when transcribing conversations, which may include providing notice. When used in third party meetings, My notes does not provide participants with Zoom-native in-meeting indicators or host-managed requests to stop transcription.

Speaker labeling does not identify participants by name

In third-party and in-person meetings, transcripts use generalized speaker labels (for example, “Speaker 1” and “Speaker 2”) rather than participant names.

Limitations

My Notes is not designed to be used with Zoom Phone, Zoom Contact Center, Zoom Rooms, or the web client

My Notes is not designed to be used with Zoom Phone, Zoom Contact Center, Zoom Rooms, or the web client. Full My notes functionality depends on supported Zoom Workplace desktop client versions and operating system requirements.

My Notes is currently only available for accounts using Zoom’s Federated Approach

My notes availability is currently limited to accounts hosted in environments that use Zoom’s Federated Approach. My notes is not available to customers using the Zoom-Hosted Models Only (ZMO) or Zoom-Hosted Models Plus (ZM+) deployment options.

Meeting Summary Zero Data Retention controls do not govern My Notes

Zoom’s Zero Data Retention (ZDR) applies only to Meeting Summary and is not compatible with My notes. My Notes retention, including for My notes transcripts, is managed through separate retention settings.

Refer to Zoom’s support center for more information on managing Notes retention.