Microsoft Teams Transcript Import

MeetingMind supports Microsoft Teams transcripts in .vtt format, which is one of the two export formats Teams offers.

Plan Requirements

Teams transcription requires a paid Microsoft 365 plan that includes Teams:

• Microsoft 365 Business Basic and higher
• Microsoft 365 E3/E5
• Office 365 E1/E3/E5

Not available on:

• Microsoft Teams (Free)
• Microsoft Teams Essentials

No paid plan?

If you don't have a supported plan, you can use third-party tools like Otter.ai or Fireflies.ai to transcribe your Teams meetings instead.

Enable Transcription

Your Teams admin needs to enable transcription:

1. Go to Teams Admin Center → Meetings → Meeting policies
2. Under Recording & transcription, enable Transcription
3. The policy applies to users in your organization

Verify It's Enabled

If you don't see the transcription option during a meeting, ask your IT admin to check the meeting policy settings.

Transcribe a Meeting

Start Transcription

1. During a Teams meeting, click More actions (⋯) in the meeting toolbar
2. Select Record and transcribe → Start transcription
3. A banner notifies all participants that transcription is active
4. The live transcript panel appears on the right side

Recording + Transcription

If you start recording, transcription starts automatically. You can also start transcription without recording.

During the Meeting

• The transcript panel shows real-time text with speaker names and timestamps
• Participants can toggle the transcript panel on/off without affecting the transcription

Stop Transcription

• Click More actions (⋯) → Record and transcribe → Stop transcription
• Transcription also stops automatically when the meeting ends

Download the Transcript

From the Meeting Chat

1. After the meeting ends, go to the meeting chat in Teams
2. The transcript appears as a tab at the top of the chat
3. Click the ⬇ Download button
4. Choose Download as .vtt (recommended for MeetingMind)

Use .vtt, not .docx

Teams offers both .docx and .vtt downloads. Choose .vtt — MeetingMind parses it natively with full timestamp and speaker support. The .docx format would need to be converted to .txt first.

From the Calendar Event

1. Open the meeting event in your Teams calendar
2. Click the Recap tab
3. Find the transcript and click Download
4. Choose .vtt format

From Teams on the Web

1. Go to teams.microsoft.com
2. Navigate to Calendar → find the meeting → Recap
3. Download the transcript as .vtt

Import into MeetingMind

Option A: Folder watcher (recommended)

1. Set up a folder watcher pointed at a folder in your vault
2. Move or copy the downloaded .vtt file into your watched folder
3. MeetingMind imports it automatically

Option B: Manual import

1. Press Cmd/Ctrl + P
2. Run MeetingMind: Import file
3. Select the .vtt transcript file

What You Get

Teams .vtt transcripts include:

• Speaker names — automatically mapped to participant notes
• Timestamps — accurate meeting duration and timeline
• Full transcript text — everything said during the meeting

With AI Enrichment (Pro), MeetingMind will generate summaries, extract action items, identify decisions, and auto-link mentions to your existing vault notes.

Tips

• Download as .vtt for the best MeetingMind experience — it has structured timestamps and speaker labels
• If you only have a .docx transcript, open it in Word, select all text, paste into a plain text file, save as .txt, and import that
• Teams transcription supports 36+ languages — MeetingMind will import transcripts in any language
• For recurring meetings, set up a workflow where you download the .vtt after each meeting and drop it in your watched folder

Troubleshooting

No "Record and transcribe" option

• Your admin hasn't enabled transcription in the Teams meeting policy
• You're on a Teams plan that doesn't support transcription (Free or Essentials)
• Check with your IT admin

Speakers showing as "Unknown" or wrong names

• Participants need to be signed into Teams with their organization account
• External guests or phone dial-in participants may not be identified correctly
• Teams uses voice profiles to identify speakers — accuracy improves over time

Can't download the transcript

• By default, only the meeting organizer and co-organizers can download transcripts
• Your admin can change this policy in the Teams Admin Center
• Check that the meeting was recorded to Microsoft Stream or OneDrive/SharePoint (depending on your org settings)

Transcript is incomplete

• Transcription must be started before or during the meeting — it doesn't retroactively transcribe
• If someone started and stopped transcription mid-meeting, only the active portions are captured
• Poor audio quality or heavy crosstalk may cause gaps