Microsoft Teams Transcription: This is how it works easily and reliably

Meetings in Microsoft Teams run millions of times a day. But what remains after the interview? Who said anything? Which tasks were assigned? This is exactly where Microsoft Teams transcription helps.

In this article, we'll show you the easiest ways to have your meetings automatically recorded — understandable, reliable, and compliant with data protection regulations.

Why Transcribe Teams Meetings?

It's simple: Because you can't remember everything. Transcripts help you:

• Documenting decisions in a comprehensible way
• Record tasks and responsibilities
• Share content with absent colleagues
• Avoid misunderstandings

And: You save yourself hours of reworking.

The Integrated Microsoft Teams Transcription

Microsoft Teams comes with its own transcription feature — so you need no extra tool. Find out how it works here.

Requirements for Integrated Teams Transcription

For the feature to be available, you need:

• One Microsoft 365 Business or Enterprise license (e.g. E3, E5)
• The Teams desktop app (web version does not support transcription)
• Enabled transcription feature by admin (can be controlled in the Teams admin console)

How to Start Microsoft Teams Transcription (Step by Step)

1. Start your meeting as usual in Microsoft Teams.
2. At the top of the menu, click on the three dots (“More Actions”).
3. Dial “Start transcription”.
4. Teams starts transcribing right away. The transcription is being played live.
5. Every participant sees: The meeting is being transcribed (transparency!).

After the Meeting, You'll Find the Transcript:

• In the calendar entry for the meeting
• In the chat history under “Recording and Transcript”
• As Word or VTT file to download

Benefits of Teams' Proprietary Solution

• Integrated directly into Teams — no additional tool required
• Speakers are automatically recognized
• Everything stays in Microsoft 365 — privacy-friendly for many companies

Limits of the Built-In Function

• Only works with certain Microsoft licenses
• Only available in the desktop app
• Not all languages are supported (German is included)
• No summaries or task lists

If that's enough for you: Great! If you want more — read on.

Alternative: External Transcription Software for Microsoft Teams

If you need more features, such as automatic summaries, task lists, or multilingual support, it's worth taking a look at specialized tools. Sally e.g. integrates directly into Microsoft Teams.

Sally — Microsoft Teams Transcription with The Business Solution With GDPR Security

Sally is a European AI meeting assistant. It automatically joins your Teams meeting (via calendar invitation or direct invitation), transcribes everything live, recognizes speakers and creates immediately after the meeting:

• Summaries with key points
• Task lists with responsible persons
• Speech share analyses and time stamps

Everything is GDPR-compliant, on European servers. Ideal for companies with high data protection requirements.

Why Not Simply Use Microsoft Teams Transcription?

You are trapped in the Microsoft Eco System

The Microsoft Teams transcripts remain in the ecosystem. Integrations with other tools or CRM systems are not possible without circumstances. Tools like Sally offer that option. Also, Sally allows you to not only transcribe Microsoft Teams Meetings but also Meetings in Zoom, Google Meet or Webex.

The features leave much to be desired

Results from specialized tools are of higher quality, customizable and tailored to meeting types, professional groups, etc. Microsoft does not offer that in the same way.

Imagine it this way: Sally is your assistant that automates everything no matter what you work with and transcribes your meetings to the highest standards while Copilot only offers very basic functions

Data Protection and Law: What You Need to Know

Whether with Microsoft Teams or external tools: As soon as a meeting is recorded or transcribed, the following applies:

• All participants must be informed
• For external tools: Check where the data is stored
• Better with an Data Processing Agreement (DPA) for sensitive content

Sally and other European providers have an advantage here (EU hosting, GDPR)

Practical Tips

To make your transcription really work:

• Test the feature before the meeting — not in the meantime.
• Speak clearly and in a structured manner — this helps voice recognition.
• Use a headset or a good microphone — for better results.
• Use transcripts as a starting point — not as a finished protocol.
• Delete old transcripts in time when they are no longer needed.

Conclusion: Microsoft Teams Transcription Made Easy

Meetings don't have to be forgotten. With the transcription function in Microsoft Teams or a suitable tool like Sally every conversation is documented.

Whether you simply want to take notes or have entire task lists created automatically: There is a solution for every need.

It's very simple: Test the integrated function, compare with external tools and find the version that best suits your team. Because: Well-documented meetings mean fewer inquiries, more clarity and better collaboration.

Not sure if you should really use Sally instead of the integrated Teams feature? Try Sally for free and answer it yourself.