Rolling out My Notes: an interactive deployment guide for Zoom admins
Turning on My Notes takes one toggle. Rolling it out takes more.
Security wants to know who can see transcripts. Legal asks what participants are told when transcription starts. A user asks why a My Notes reminder popped up during a Teams call. And the answers sit across 6 sections of the admin portal.
The My Notes Admin Deployment Guide puts every My Notes setting on one page, next to a rollout plan you build as you go.
Who it's for
- Admins enabling My Notes for the first time who want to know what each setting does before switching it on.
- Admins who already enabled it and want to review defaults, locks, and retention.
- IT leads preparing for a security or legal review who need the setting list and portal paths in one place.
What the guide does
Each setting appears with a plain-language description, its exact path in the admin portal, and an on/off toggle. As you make choices, your deployment plan updates on the right.
| Section | What you decide |
| General | Whether My Notes is on, which meeting types users can transcribe (Zoom, third party, in person), whether to enable AI summaries, and whether to enable mobile auto-save |
| My Notes and transcript access | Who notes can be shared with, and whether transcripts can be copied or downloaded |
| Notification | Desktop reminders (by desktop app and browsers) and email notifications when notes are ready |
| My Notes in meeting | Whether participants, panelists, and attendees can transcribe meetings and webinars you host |
| Customized disclaimer | A text disclaimer (up to 250 characters) and an audio disclaimer for non-Zoom meetings |
| My Notes retention | Deletion policies, timing, starred-note exemptions and user reminders |
Use the lock icon on any setting to show which ones you lock, so groups and users can't override them.
Start from the recommended configuration. Click it at the top of the guide, then adjust from there.
Build the rest of your rollout
Settings are half the plan. The guide also covers:
- Rollout approach. Org-wide, or phased with a pilot group first.
- Communication plan. Pick email, chat, or both, and choose how many messages to generate (1 to 5). Chat messages are written short for Slack, Microsoft Teams, or Zoom Team Chat.
- Compliance and trust. A checklist to take to your security and legal contacts, especially for regulated teams in legal, financial services, or healthcare.
- Requirements and limitations. Supported account types, apps, and languages, and where My Notes isn't designed to run (for example, Zoom Rooms and the web client).
When you're done, Download PDF or Copy plan and share it with your stakeholders.
4 questions to answer before you switch it on
These come up in most rollouts. The guide shows where each one lives.
- Which meeting types can users transcribe? You can allow Zoom meetings, other online meetings such as Microsoft Teams or Google Meet, and in-person conversations separately.
- Can notes be shared outside your account? Sharing for My Notes is set on its own, separate from your Canvas sharing setting.
- What do participants see or hear? In Zoom meetings, participants see a transcription indicator. For non-Zoom and in-person meetings, you can add an audio disclaimer that plays before transcription starts.
- How long do notes stay? Zoom moves notes to Trash after the retention period you set, then permanently deletes them 30 days later.
On data use
For data-handling specifics, check the Zoom Trust Center and your account team. This guide is a planning aid. Route your final configuration through your own security and legal review.
Start here
- Open the My Notes Admin Deployment Guide and watch the short intro video at the top.
- Load the recommended configuration and change what doesn't fit your organization.
- Download the plan and bring it to your next security or IT review.
Once My Notes is on, send your users the companion My Notes user guide so they know how to use it before, during, and after a meeting. For full setting details, see Zoom Support: My Notes.
Availability depends on your account type, plan, and region. Settings can change as the product updates, so confirm against your admin portal before rollout.
For additional technical insights tailored to IT admins and decision makers, visit the Zoom Technical Library.
Written by Karim Sehaqui, Product Adoption Expert, Zoom AI & ZoomMate. For questions about this article or Zoom Scheduler, reach out via the Zoom Community or your Customer Success team.