Transcribing Zoom calls manually is time-consuming and error-prone. You can automate this process using either Zoom's built-in transcription feature or third-party AI tools.
This article covers both approaches and helps you decide which works for your workflow.
Method 1: Transcribing Zoom Calls Using Zoom's Built-in Transcription
Zoom provides audio transcription that automatically transcribes the audio of meetings or webinars recorded to the cloud.
What you need to get started
- Zoom account type: Pro, Business, Education, or Enterprise account (basic free plan doesn't include transcription)
- Cloud recording enabled: Transcription only works with cloud recordings
- Admin permissions: Depending on your organization's setup
If you're interested in Zoom's meeting summaries feature, see our Zoom AI Companion Review.
Setting up Zoom's built-in transcription
- Log into your Zoom web portal
- Navigate to Settings → Recording
- Toggle on "Cloud Recording"
- Under Cloud Recording section, check "Audio transcript" box
- Go to Settings → Meeting → In Meeting (Advanced)
- Find "Automated captions" and toggle it on
- Enable "Full transcript" for running transcript alongside captions
- Save all changes
Enabling transcription during a meeting
- Start your Zoom meeting
- Click "Record" and select "Record to the Cloud"
- For live transcription, click "Live Transcript" in the toolbar and select "Enable"
- Zoom automatically generates a transcript after the meeting ends
- You receive an email with links to the recording and transcript (VTT format)
Method 2: Using Third-Party Tools to Transcribe Zoom Calls
Many excellent options exist for Zoom transcription. See our comprehensive guide on the best AI notetakers for Zoom for a detailed comparison. Char stands out as a complete AI notetaking solution beyond simple transcription.
What is Char?
Char is a privacy-first local AI notepad for meetings that runs entirely on your device, ensuring that no data leaves your computer. This matters for:
- Privacy-sensitive conversations: Healthcare professionals, lawyers, counselors, and anyone handling confidential information
- Compliance-heavy industries: Organizations meeting HIPAA, GDPR, SOX, or CCPA requirements
- Offline functionality: Works without internet connectivity
- Universal compatibility: Works with all meeting platforms without requiring bots
Char transcribes your meeting in real-time and generates actionable summaries automatically, without bots joining your call.
How to transcribe Zoom meetings with Char
Step 1: Download and Install the Char App
- Visit char.com and click "Download"
- Download the macOS app (Windows coming soon)
- Open the DMG file and drag Char to your Applications folder
- Launch Char from Applications
Step 2: Start Recording Your Meeting
- Open Char before or during your Zoom call
- Press the red recording button to start listening
- Char captures both system audio (speakers/headphones) and your microphone
- Real-time transcript appears in the right panel as people speak
Important: Always ask for consent, especially in all-party consent states like California.
Step 3: Let AI Create Your Notes
- After your meeting ends, press the stop button
- Char automatically processes the transcript using its custom HyperLLM-V1 model
- AI generates a personalized summary with key points, action items, and insights
- Review and edit the enhanced notes as needed
- Export in multiple formats (Markdown, PDF, Rich text)
Why Char outperforms Zoom's native transcription
1. Accuracy and Reliability
Source
Zoom users often spend hours editing 45-60 minute transcripts due to poor accuracy and formatting issues. Char's advanced AI models deliver superior transcription quality with minimal manual cleanup.
2. Privacy and Control
Zoom processes conversations in the cloud, raising compliance concerns for sensitive industries. Char keeps everything on your device with no data leaving your computer.
3. Structured Notes vs. Raw Text
Zoom delivers raw transcript files that require manual organization. Char extracts key points, decisions, and action items automatically.
4. Long-term Value
Zoom transcripts sit in isolation. Char builds a searchable knowledge base where you can find patterns, track decisions, and understand how projects evolved.
5. Interactive Intelligence
Char lets you ask questions about your meeting notes through AI chat—"What are my action items?" or "What exactly did Sarah say about the budget?"—without scrolling through pages of text. Zoom gives you static files.
6. Flexibility
Char works with any meeting platform, offers custom templates, and gives you complete deployment flexibility—local-only processing, on-premises deployment, or private cloud options. Zoom locks you into their ecosystem.
Char offers unlimited AI summaries and transcription free forever.
Best Practices for Automatic Zoom Transcription and Note-Taking
Regardless of which method you choose, follow these practices to get the best results:
Audio Quality Optimization
- Use a quality microphone or headset
- Choose quiet environments for meetings
- Ask participants to mute when not speaking
- Speak clearly and avoid overlapping conversations
Meeting Preparation
- Test your setup before important meetings
- Inform participants about recording and transcription
- Do a quick audio test to check levels
Post-Meeting Workflow
- Review AI-generated notes for accuracy and completeness
- Edit important details, names, and technical terms
- Organize notes in your preferred system
- Share relevant sections with team members
Frequently Asked Questions
1. How to get Zoom transcript without recording?
Zoom's native transcription feature only works with cloud recordings. You cannot generate transcripts without recording the meeting first.
Third-party tools like Char can capture and transcribe Zoom audio in real-time without requiring cloud recording to Zoom's servers.
2. Where are Zoom transcripts stored?
Zoom transcripts are stored in Zoom's cloud servers alongside your recorded meetings. You can access them through the Zoom web portal under "Recordings."
The transcripts are saved in VTT format, which you can download and convert to other formats like Word documents or PDFs. This cloud storage raises privacy concerns for sensitive meetings.
3. What's the best alternative to Zoom's transcription?
For privacy-conscious users, Char offers the best alternative with its local-first approach. No data leaves your device.
For those comfortable with cloud processing, other popular alternatives include Otter AI, Fathom, and Tactiq. See our comprehensive guide on the best AI notetakers for Zoom for a detailed comparison.
4. How accurate is Zoom's native transcription?
Zoom's transcription has significant accuracy issues. Users report incorrect speaker identification, common words requiring editing even with clear speech, and frequent formatting errors.
5. Can I transcribe Zoom calls offline?
Zoom's native transcription requires an internet connection and cloud processing, so offline transcription isn't possible.
Char can transcribe Zoom calls completely offline using local AI models, making it ideal for situations with unreliable internet.
6. Do I need a paid Zoom account for transcription?
Yes, Zoom's transcription feature requires a Pro, Business, Education, or Enterprise account. The basic free Zoom plan does not include transcription.
Char offers unlimited transcription and AI summaries free forever, regardless of your Zoom account type.
