The best AI meeting assistants for Microsoft Teams
We may earn a commission from some links. It never changes our picks. How we make money
We may earn a commission from some links. It never changes our picks. How we make money
Ranked on published features, free-plan limits and beginner ease (checked 14 October 2026). We have not benchmarked these tools hands-on, and commissions don’t affect rankings.
Microsoft Teams is where many Australian workplaces hold their meetings, and AI note-takers can save a lot of typing. But Teams is usually managed by an IT admin, so the best choice depends on what your organisation already pays for and what it allows. Here are the honest options.
Our top picks
Fireflies.ai
Who it’s for: People and teams who want searchable transcripts, summaries and action items across many Teams meetings, plus Zoom and Google Meet.
Worth knowing: Free summaries and storage are limited. Obtain recording consent.
Visit Fireflies.ai ↗ (opens in new tab) (paid link: we may earn a commission)
Microsoft Copilot
Who it’s for: Organisations with qualifying Microsoft 365 plans that want recaps inside Teams without adding another vendor.
Worth knowing: The free assistant is different from paid Copilot inside Microsoft 365 apps.
tl;dv
Who it’s for: Teams that want to rewatch key moments and share short clips with people who missed the call.
Worth knowing: The free plan limits AI notes to 10 meetings and keeps data for up to 3 months. Sign-up uses a Google or Microsoft work account. Get consent before recording.
Visit tl;dv ↗ (opens in new tab) (paid link: we may earn a commission)
Otter.ai
Who it’s for: People who want to read along as others speak, or who need captions-like notes in real time.
Worth knowing: Ask permission before recording. Check names, numbers and action items.
Side-by-side comparison
| Fireflies | Microsoft 365 Copilot | tl;dv | Otter | |
|---|---|---|---|---|
| How it joins Teams | Bot joins scheduled meetings | Built into Teams on qualifying plans | Bot joins scheduled meetings | Bot joins meetings |
| Free option | Yes: unlimited transcription, limited AI summaries | No (paid add-on) | Yes: AI notes for 10 meetings | Yes: 300 transcription minutes/month |
| Other platforms | Zoom, Google Meet and more | Microsoft 365 only | Zoom, Google Meet | Zoom, Google Meet |
| Standout | Search and AI assistant across meetings | Works with your Microsoft 365 files and chat | Video highlights and clips | Live transcription |
| Admin approval likely | Often | Licence assignment | Often | Often |
Pricing
| Plan | Fireflies | Microsoft 365 Copilot Business | tl;dv | Otter |
|---|---|---|---|---|
| Free | US$0 | No free tier | €0 | US$0: 300 min/month |
| Entry paid | Pro: US$18/seat/month, or US$10 billed annually | From AU$26.91/user/month paid yearly (promotional; AU$37.68 monthly), ex GST | Pro: €29/seat/month, or €18 billed annually | Pro: US$16.99/month, or US$8.33/month billed annually |
| Business | US$29/seat/month, or US$19 billed annually | Check current pricing | €39/seat/month, or €29 billed annually | US$30/month, or US$24/month billed annually |
Prices checked on 14 October 2026 from official pricing pages (fireflies.ai/pricing, Microsoft’s Australian Copilot business page (AUD, ex GST), tldv.io/app/pricing (tl;dv lists prices in euros, EUR) and otter.ai/pricing). Prices are in US dollars (USD) as listed. Australian prices, GST and app-store pricing can differ, and plans change often, so confirm on the provider’s site before you pay.
How to get started
Check with IT whether third-party meeting bots are allowed and whether you already have Copilot licences.
Pick one tool and connect your work calendar (Microsoft/Outlook sign-in).
Record a short, non-sensitive Teams meeting with everyone’s consent.
Check names, numbers and action items, then decide who can see the notes.
How we chose
We looked at assistants that work with Microsoft Teams meetings, with a free plan or an option your organisation may already pay for. Prices and features come from each provider’s official pages on the date shown. This is editorial guidance, not a hands-on benchmark, and Teams admin settings vary a lot between organisations.
Start by checking what you already have
Many organisations already pay for Microsoft 365, and some have Microsoft 365 Copilot licences. If you do, Copilot can help with meeting recaps in Teams on qualifying plans, and it keeps everything inside Microsoft’s ecosystem, which IT teams often prefer. Plan names and what’s included change often, so ask IT exactly which features are switched on for you. If you don’t have Copilot, buying a licence just for meeting notes is usually more expensive than a dedicated note-taker.
Why Fireflies is our top add-on pick
Fireflies (opens in new tab) (paid link: we may earn a commission) joins your scheduled Teams meetings, records and transcribes them, and produces summaries and action items. Its strength is what happens afterwards: you can search across all your meetings and ask its AI assistant questions about past calls. It also works with Zoom and Google Meet, which helps if you meet clients on different platforms. The free plan transcribes without a meeting cap, with limited AI summaries and 400 minutes of storage. Pro was US$18 per seat a month, or US$10 billed annually, when we checked.
tl;dv and Otter: when they fit better
tl;dv (opens in new tab) (paid link: we may earn a commission) records the meeting video with timestamps, so you can jump to the moment a decision was made and share a short clip. That suits product, sales and customer teams who rewatch calls. tl;dv lists prices in euros; Pro was €18 per seat a month billed annually. Otter is best known for live transcription you can read during the call, which some people find helpful for following fast discussions. Its free plan includes 300 transcription minutes a month. See Fireflies vs tl;dv and Otter vs Fireflies.
Admin approval, privacy and consent
- IT approval: many organisations block third-party apps or meeting bots in Teams. Ask before connecting your work account.
- Consent: tell everyone a note-taker is present. Recording laws vary between Australian states, and client meetings may need explicit consent.
- Sensitive meetings: don’t record HR, legal or health discussions unless your policies allow it.
- Sharing: check who can see transcripts by default, and remove external guests from shared notes if needed.
- Data location and retention: review where recordings are stored and how long they’re kept, and set deletion rules.
Accuracy
Every AI note-taker can mishear names, accents, numbers and acronyms, and summaries can make a tentative idea sound like a decision. Have the meeting owner skim the summary and action items before sharing them, especially for client calls.
Our verdict
If you already have Microsoft 365 Copilot, use its Teams recaps first. Otherwise, Fireflies is our top pick for Teams meeting notes, with tl;dv for video clips and Otter for live transcripts. Get IT approval and consent before you record. See also the best AI meeting note-takers and Fireflies alternatives.
Frequently asked questions
What is the best AI note-taker for Microsoft Teams?
If you already have Microsoft 365 Copilot, try its Teams recaps. Otherwise Fireflies is our top pick for searchable notes and action items, with tl;dv for video clips and Otter for live transcripts.
Does Fireflies work with Microsoft Teams?
Yes. Fireflies can join scheduled Teams meetings, as well as Zoom and Google Meet, once you connect your calendar. Your organisation may need to approve it.
Is there a free AI meeting assistant for Teams?
Yes. Fireflies, tl;dv and Otter all have free plans with limits. Microsoft 365 Copilot is a paid add-on.
How much is Microsoft 365 Copilot in Australia?
When we checked on 14 October 2026, Microsoft listed Microsoft 365 Copilot Business from AU$26.91 per user a month paid yearly (promotional; AU$37.68 monthly), excluding GST. Check current pricing with Microsoft.
Do I need permission to record a Teams meeting?
Tell everyone and get consent. Recording laws vary across Australian states, and your organisation may have its own policy.
Why can’t I add a note-taker to Teams?
Your IT admin may block third-party apps or meeting bots. Ask them which tools are approved.
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Prices in US dollars; Australian GST and currency conversion may apply. Confirm the final price at checkout.
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