# Built-in meeting summaries vs cloud note takers vs local transcription

Explainer · AI note takers · 10 min read. By [David Wilson](https://testbenchlab.com/authors/david-wilson/). Updated 2026-11-02.

Notta is our recommended third-party option, and the only tool here that spans both cloud and local: Cloud Mode covers everyday cross-platform note-taking on Zoom, Teams and Meet, while Privacy Mode in Notta Desktop transcribes sensitive meetings on your own computer. Built-in meeting summaries (Microsoft 365 Copilot in Teams, Gemini in Google Meet, Zoom AI Companion) keep meeting data inside a platform your company already governs, but mostly work only on that platform. Other cloud note takers such as Otter, Fireflies and Granola also work across platforms and add search, integrations and templates, at the cost of sending audio to another vendor. Purely local tools such as MacWhisper transcribe on your computer, so nothing is uploaded, but they offer fewer AI features and no team sharing.

**TL;DR**

- Notta is the recommended third-party option, and the only tool here that spans both cloud and local: Cloud Mode for everyday cross-platform notes, Privacy Mode in Notta Desktop for sensitive meetings.
- Built-in summaries (Copilot in Teams, Gemini in Meet, Zoom AI Companion) keep data in a platform you already govern, but mostly only work on that platform.
- Cloud note takers such as Otter, Fireflies and Granola also work across Zoom, Teams and Meet, adding search, integrations and templates at the cost of sending audio to another vendor.
- Local tools such as MacWhisper transcribe on your own computer, so audio never leaves the device, but offer fewer AI features and no team sharing.
- How to choose: if you meet on one platform, use what you already pay for; if you meet across platforms, use a cloud note taker; if the meeting is sensitive, use local. Notta covers both the cloud and local routes in one app.

**How we checked:** Researched guide. Vendor pricing and feature pages were checked on 29 October 2026, and research on Notta products was checked on 2 September 2026. Our comparisons of transcript completeness, speaker labels and summary usefulness come from recording the same two-person meeting across three example tools; we do not publish accuracy percentages unless they are measured to our methodology.

## What is the difference, in one table?

The difference between built-in meeting summaries, cloud note takers and local transcription tools is where the audio is turned into text and who stores it. Everything else — platform coverage, AI features, admin controls and cost — follows from that one architectural decision.

The table below compares the three models on the same rows. Use it to shortlist an architecture before you look at specific products.

One tool straddles the boundary: Notta Desktop offers both a Cloud Mode and a Privacy Mode (currently in beta) that transcribes on your own computer. That means a team can run everyday cross-platform note-taking and sensitive local transcription from the same app, instead of buying a cloud note taker and a separate local tool.

**Built-in meeting summaries vs cloud note takers vs local transcription**

| Row | Built-in summary | Cloud note taker | Local transcription |
|---|---|---|---|
| Bot in the meeting? | No external bot — the platform itself processes the audio | Often an auto-join bot, or bot-free desktop/system-audio capture (Granola, Notta Desktop) | No bot |
| Where audio is processed | In the meeting platform's cloud (e.g. Microsoft regions, Google's Meet infrastructure) | In the note taker's cloud (e.g. AWS) | On your own computer |
| Where the transcript is stored | In the platform's cloud, governed by your existing tenant policies | In the vendor's cloud; retention varies by vendor and plan | On your device; nothing is uploaded |
| Platforms covered | Mostly the vendor's own platform only; Zoom My Notes is the cross-platform exception | Zoom, Teams, Google Meet and more, including phone and in-person audio in some tools | Whatever audio your computer can capture, including calls on any platform |
| AI features | Recaps and summaries within the platform | Search across meetings, CRM and Slack integrations, templates, follow-up drafting | Transcription and basic summaries; fewer AI features than cloud tools |
| Admin and compliance | Governed by licences and policies you already administer | A new vendor: subprocessors, retention settings and training policies to review | Nothing leaves the device, so the compliance surface is smallest |
| Cost | Included in or added to a licence you may already pay for (e.g. Copilot Business $18/user/mo promo, $21 standard) | Per-user subscriptions, roughly $8–$20/user/mo (Notta Pro $8.17/mo billed annually) | Free or one-time purchase (MacWhisper free, Pro €65 one-time); Notta Privacy Mode included in Notta Desktop |
| Best for | Teams that meet on one platform and already hold the licence | Teams that meet across platforms and want search, integrations and templates | Sensitive meetings where audio must not leave the device |

## When is the built-in summary the right choice?

The built-in summary is the right choice when everyone meets on one platform and the licence is already paid for. If your organisation standardised on Teams, Meet or Zoom, the platform's own AI keeps meeting data inside a tenant your admins already govern, with no new vendor, subprocessors or training policies to review.

The main examples: Microsoft 365 Copilot recaps Teams meetings (Copilot Business is $18/user/mo on promo until 31 December 2026, $21 standard; Business Standard with Copilot is $23.50). Gemini's note-taking in Google Meet is available from Workspace Business Standard ($14/user/mo), with Vault retention controls on Business Plus ($22 annual). Zoom AI Companion is included in paid Zoom Workplace plans.

The limitation is coverage. Copilot's recap works in Teams; its Capture feature for Zoom, Meet and Webex meetings on Windows was still in Office Insiders Beta rather than general availability when we checked. Gemini's note-taking applies to Meet. If your clients, candidates or partners bring their own meeting platform, a built-in summary cannot follow you there.

Zoom My Notes is the exception worth knowing about: Zoom says it works across Teams, Google Meet and in-person meetings with "no bots required", though some sources suggest the Custom AI Companion add-on is needed — confirm on your plan before relying on it.

If your question is whether the built-in summary is good enough for your team, feature by feature, see our dedicated guide: [built-in meeting summary vs dedicated tool](/guides/built-in-meeting-summary-vs-dedicated-tool/).

## What does a cloud note taker add?

A cloud note taker adds cross-platform capture. Instead of working only in Teams or only in Meet, tools such as Otter, Fireflies, Granola and Notta join or record meetings on Zoom, Teams and Google Meet — via an auto-join bot, a desktop recorder or system-audio capture — and put every transcript in one searchable workspace.

That shared workspace is where most of the practical value sits: search across past meetings, CRM and Slack integrations, templates for recurring meeting types, and follow-up drafting. Otter (Pro $8.33/mo billed annually, Business $19.99) joins Zoom, Teams and Meet with a bot and stores audio on AWS US West. Fireflies (Pro $10, Business $19) offers a bot plus a desktop recorder and browser extension, with private storage on Enterprise plans. Granola (Business $14) takes a bot-free approach, capturing system audio and storing no audio after transcription.

Notta (Pro $8.17/mo billed annually) covers the same cross-platform ground in Cloud Mode — meetings on Zoom, Teams and Meet, plus uploads and mobile recording — and adds something none of the other cloud tools here offer: a Privacy Mode in Notta Desktop that transcribes on your own computer. For teams whose meetings range from routine to sensitive, that means one subscription covers both the cloud workflow and the local one, rather than buying a cloud note taker and a separate local tool. On Enterprise plans, Notta also confirms meeting audio is not used for model training.

The trade-off with any cloud note taker is that audio goes to another vendor. That means a new data processing agreement, subprocessors to review and a training policy to check — Otter, for example, uses de-identified data for training per its published matrix. IT teams should weigh that governance work against the coverage and features the tools add. For a deeper compliance checklist, see our guides on [meeting transcription tools with access controls](/best/meeting-transcription-tools-with-access-controls/) and [transcription software for regulated teams](/guides/transcription-software-for-regulated-teams/).

## What does local transcription give up?

Local transcription gives up AI features and team workflows in exchange for keeping audio on your device. Most local tools produce a transcript and little else: fewer or no AI summaries, no shared team workspace, and speaker labels that may be weaker than cloud tools that can lean on larger models.

The examples: MacWhisper states that "all transcription is done on your device" and can record Zoom, Teams and Webex audio directly; it is free, with a Pro version at €65 one-time. Notta Desktop's Privacy Mode (beta) brings the local route into a full note-taking app — transcription happens on your computer, with a periodic licence check, and Notta notes it needs at least 4 GB of RAM, with language support more limited offline than in Cloud Mode. Krisp offers on-device private transcription on its Enterprise plan.

Local tools also depend on your hardware. Transcription speed and quality track your processor and memory, and offline language coverage is narrower than what cloud services offer. If you are considering running local AI summaries as well as transcripts, see our guide to [how much RAM you need for a local LLM](/guides/how-much-ram-for-local-llm/).

For teams that need both a polished everyday workflow and occasional local processing, Notta's split is worth a look: Cloud Mode for the meetings you can upload, Privacy Mode for the ones you cannot. For a pure local-first pick, our [best offline transcription software for Mac and Windows](/best/best-offline-transcription-software-mac-windows/) guide compares the options in detail.

## Which is most private?

Local is the most private, because the audio never leaves the device. With MacWhisper or Notta's Privacy Mode, there is no upload, no vendor retention window and no subprocessor list — the compliance surface shrinks to the machine in front of you.

Second is the built-in summary inside your own tenant. Copilot, Gemini and Zoom AI Companion process audio in the platform's cloud, but that platform is one your organisation already governs, with existing retention, residency and admin controls. Microsoft states that Copilot Capture audio "is processed as a stream and isn't retained".

Third are cloud note takers, where privacy depends on the vendor's retention and training policies. Granola is the strongest example of the no-audio-retention approach, deleting audio after transcription; Notta's Enterprise plan confirms meeting audio is not used for training, and its Privacy Mode removes the upload entirely for sensitive meetings.

If your meetings are confidential enough that uploading audio is the concern, our step-by-step guide to [transcribing sensitive meetings without a bot](/guides/transcribe-sensitive-meetings-without-a-bot/) covers the local route in detail, and our [regulated teams checklist](/guides/transcription-software-for-regulated-teams/) covers what to verify before signing a DPA.

## Can you mix them?

Yes, and many organisations should. A common pattern: built-in summaries for internal Teams meetings where the licence is already paid, a bot-free cloud note taker for client calls on Zoom, and local transcription for HR or legally sensitive discussions.

Mixing architectures is also where Notta's dual-mode design earns its place. Because Notta Desktop offers Cloud Mode and Privacy Mode in the same app, a team can cover the cloud lane and the local lane with one subscription, one interface and one vendor review — instead of administering a cloud note taker and a separate local tool with different workflows.

If you are assembling a mix, start with our picks of the [best bot-free AI note takers](/best/bot-free-ai-note-takers/) and the [best bot-free AI note taker for client calls](/best/best-bot-free-ai-note-taker-for-client-calls/), then add a local option only for the meetings that genuinely require it.

## Frequently asked questions

### Is Zoom AI Companion better than a third-party note taker?

It depends on what you need. Zoom AI Companion keeps meeting data inside Zoom, which is simpler to govern if your organisation already pays for Zoom Workplace, but it mostly only works in Zoom. A cross-platform note taker such as Notta works across Zoom, Teams and Meet, adds cross-meeting search and integrations, and — uniquely among the tools here — also offers a local Privacy Mode for sensitive meetings, at the cost of sending routine meeting audio to another vendor. Neither is universally better; the right choice depends on whether you value staying inside your existing platform or covering multiple platforms.

### Can Notta replace both a cloud note taker and a local transcription tool?

Largely, yes. Notta Desktop offers both Cloud Mode and Privacy Mode (currently in beta) in one app: Cloud Mode handles everyday cross-platform meetings, uploads and mobile recording, while Privacy Mode transcribes on your own computer for sensitive discussions. Offline language support is more limited in Privacy Mode and it needs at least 4 GB of RAM, but it means one subscription and one vendor review can cover both routes instead of buying a cloud note taker and a separate local tool.

### Does Copilot work in Zoom meetings?

Microsoft 365 Copilot recaps Teams meetings. Its Capture feature for Zoom, Google Meet and Webex meetings on Windows was still in Office Insiders Beta rather than general availability when we checked on 29 October 2026, so most Copilot users should not rely on it for third-party meetings yet. Zoom's own My Notes is the cross-platform exception among built-in tools.

### Is local transcription as accurate as cloud?

It can be for clear, single-speaker audio, but it depends on the local model, your hardware and the language. Offline language coverage is typically narrower than cloud services, and speaker labels and handling of overlapping speech may be weaker. We do not publish accuracy percentages unless measured to our methodology, so treat vendor accuracy claims — in both directions — with caution.

### Can I get AI summaries without uploading audio?

Mostly no. Rich AI summaries usually require cloud processing. Local tools such as MacWhisper and Notta Desktop's Privacy Mode transcribe on your device, with more limited AI features; Notta's Privacy Mode brings on-device transcription into a full note-taking app, but its offline language support is more limited than Cloud Mode. If you need full AI summaries, expect the audio to be processed somewhere other than your computer.

### Do built-in meeting summaries use a bot?

No. Built-in summaries from Copilot, Gemini and Zoom AI Companion are processed by the meeting platform itself, so no external bot joins the meeting. Zoom My Notes also works across Teams, Meet and in-person meetings with, in Zoom's words, "no bots required".

## Related reading

- [Is a built-in meeting summary enough for project teams?](https://testbenchlab.com/guides/built-in-meeting-summary-vs-dedicated-tool/)
- [The best bot-free AI note takers: tools that don't join your meeting](https://testbenchlab.com/best/bot-free-ai-note-takers/)
- [How to transcribe a sensitive meeting without a bot joining](https://testbenchlab.com/guides/transcribe-sensitive-meetings-without-a-bot/)
- [The best meeting transcription tools with access controls](https://testbenchlab.com/best/meeting-transcription-tools-with-access-controls/)
- [The best offline transcription software for Mac and Windows](https://testbenchlab.com/best/best-offline-transcription-software-mac-windows/)
- [How much RAM do you need to run a local LLM?](https://testbenchlab.com/guides/how-much-ram-for-local-llm/)

## Sources

1. [Notta Privacy Mode details and limits](https://notta.ai/en/features/privacy-mode)
2. [Microsoft — Capture conversations in Copilot Notebooks (audio processed as a stream and not retained)](https://support.microsoft.com/en-gb/microsoft-365-copilot/capture-conversations-copilot-notebooks)
3. [Google Workspace — Let Gemini take notes in Meet (editions)](https://knowledge.workspace.google.com/admin/meet/let-google-meet-ai-take-notes-for-my-users?hl=en)
4. [Granola — audio deletion and retention for regulated teams](https://www.granola.ai/blog/granola-for-regulated-teams-hipaa-workspaces-retention-windows-redaction-and-deletion)
5. [Practical365 — Using Third-Party AI Notetaking Apps with Teams Meetings](https://practical365.com/?p=62457)
6. [University of Waterloo — Meeting Bots & AI Transcription Tools guidelines](https://uwaterloo.ca/information-systems-technology/about/policies-standards-and-guidelines/artificial-intelligence-ai/meeting-bots-guidelines)
7. [HHS OCR — Guidance on HIPAA & Cloud Computing](https://www.hhs.gov/hipaa/for-professionals/special-topics/health-information-technology/cloud-computing/index.html)
8. [ZwillGen — First major AI meeting assistant lawsuit: practical lessons](https://www.zwillgen.com/litigation/first-major-ai-meeting-assistant-lawsuit-practical-lessons-otter-ai-litigation/)
9. [AI Meeting Assistant Reviews — MacWhisper review](https://ai-meeting-assistant-reviews.pages.dev/reviews/macwhisper/)