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Updated Feb 1, 2026|7 min read

Microsoft Teams Integration

Set up NoteWave with Microsoft Teams to automatically record meetings with AI bot.

Introduction

Connect your Microsoft Teams account to NoteWave to automatically record and transcribe your meetings with an AI bot. Once integrated, the NoteWave bot can join your Teams meetings, record audio, and generate transcripts without any manual effort.

This guide covers two methods: immediate bot joining by pasting a meeting link, and automatic scheduled joining via Teams calendar integration. It also includes the organization admin approval workflow for enterprise users.

Requirements

Before using the Teams integration, ensure you meet these requirements:

NoteWave Plan

Pro or Business subscription required for bot recording features.

Microsoft Account

Microsoft 365 account with Teams. For automatic scheduling, organization admin approval may be required.

No Manual Recording Required
Unlike traditional meeting recording, the NoteWave bot joins your meeting as a participant and handles recording automatically. You don't need to click "Start recording" in Teams.

Method 1: Immediate Bot Joining

For immediate recording of a live or upcoming meeting, use the Link Meeting feature:

Step-by-step guide:

  1. Navigate to Record in the NoteWave dashboard sidebar
  2. Select the Link Meeting tab
  3. Copy your Teams meeting URL (from your calendar invite or Teams app)
  4. Paste the URL into the meeting link field
  5. Optionally add a meeting title or notes
  6. Click Send Bot
  7. The NoteWave bot will immediately attempt to join your meeting
  8. Admit the bot from the lobby if prompted
Meeting Timing
The meeting should be active or starting within a few minutes. If you paste a meeting URL for a meeting that starts later, the bot will wait in the lobby. For best results, send the bot when the meeting is about to begin.

Method 2: Automatic Teams Calendar Integration

For hands-free automation, connect your Microsoft Teams account to enable automatic bot scheduling:

For organization admins or tenant owners:

  1. Navigate to Integrations in the NoteWave dashboard
  2. Click Connect Microsoft Teams
  3. Sign in with your Microsoft account
  4. Review the permissions NoteWave is requesting
  5. Check "Consent on behalf of your organization" (if available)
  6. Click Accept to grant access
  7. Once connected, NoteWave will sync your upcoming Teams meetings
Admin Connected
If you're an admin and consent on behalf of your organization, all users in your organization can now connect their Teams accounts without additional approval.

Regular User Connection (Requires Admin Approval)

If you're not an organization admin, you'll need to request approval from your IT department:

Approval process:

  1. Go to Integrations and click Connect Microsoft Teams
  2. Sign in with your work or school Microsoft account
  3. You'll see a screen saying "Admin approval required"
  4. Click "Return to the application without granting consent"
  5. NoteWave will display a pop-up with a unique Request ID
  6. Copy the Request ID and send it to your IT administrator
  7. Your IT admin will approve the app in their Microsoft 365 admin portal
  8. Once approved, return to NoteWave and try connecting again
Admin Approval Required
Without admin approval, you cannot use automatic Teams scheduling. However, you can still use Method 1 (Link Meeting) to manually send the bot to individual meetings.

Auto-Join Settings

Once connected, manage how the bot joins your Teams meetings:

Auto-Join All Meetings

Toggle this ON to have the bot automatically join every upcoming Teams meeting in your calendar.

Manual Selection

Toggle auto-join OFF and manually select individual meetings from your upcoming meetings list.

To change auto-join settings, go to Integrations → Microsoft Teams → Settings.

How the Bot Works

Once you send the bot or schedule it to join a meeting:

  • The bot joins the meeting as "NoteWave Notetaker"
  • It automatically starts recording audio from all participants
  • The bot remains silent and does not interfere with your meeting
  • When the meeting ends, the bot leaves automatically
  • NoteWave processes the recording and generates a transcript
  • You receive an email notification when transcription is complete

Email Notifications

After the bot finishes recording and NoteWave completes transcription, you'll receive an email with:

  • Meeting title and date
  • Recording duration
  • Direct link to view your transcript in NoteWave
  • AI-generated summary and action items (Pro/Business plans)

Troubleshooting

Common issues and solutions:

  • Bot not joining: Ensure the meeting URL is correct and the meeting is active. Check that you admitted the bot from the lobby.
  • Bot removed from meeting: Verify that participants haven't removed the bot. As the organizer, you can prevent this by locking the meeting after the bot joins.
  • Admin approval stuck: Contact your IT department with the Request ID. They can approve NoteWave in the Microsoft 365 admin portal.
  • No upcoming meetings showing: Disconnect and reconnect your Teams account to refresh calendar sync.
  • Transcription not received: Check your email spam folder. Transcription typically completes within 5-10 minutes after the meeting ends.

For more help, see our Bot Not Joining Meeting article or contact support at contact@notewave.co.za.

Disconnecting Microsoft Teams

To disconnect your Teams calendar integration:

  1. Navigate to Integrations in your NoteWave dashboard
  2. Locate the Microsoft Teams card showing "Connected"
  3. Click Disconnect
  4. Confirm disconnection when prompted

After disconnecting, automatic bot scheduling will stop, but you can still use Link Meeting to manually send the bot. Existing transcripts remain in your NoteWave library.

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