Using Sumnote with Microsoft Teams and Outlook

Connect your work or school Microsoft 365 account, and the Microsoft Teams meetings you record come into Sumnote on their own. Each one becomes a transcript, a summary, and proposed tasks and decisions that you review, so nothing lands on your board until you approve it. Nothing joins your call: Microsoft Teams records the meeting as it always does, and Sumnote picks the recording up from your OneDrive afterwards.

With your Outlook calendar on, your Outlook meetings and your Sumnote meetings stay in step, and for the meetings you organize, Sumnote’s Auto-record and the recording option in Microsoft Teams become one setting. Once your organization is connected to your Sumnote workspace, the Sumnote app in Microsoft Teams adds a My Work tab, reminders about your tasks, briefs and recaps in meeting chats, and Send to Sumnote for a conversation worth tracking.

What you need

• A work or school Microsoft 365 account, the one you use for Microsoft Teams at work. Personal Microsoft accounts, such as Outlook.com or Hotmail addresses, aren’t supported.
• Meetings you can record. Most organizations let people record their Microsoft Teams meetings. If you can’t start a recording, ask your Microsoft 365 admin.
• Sometimes, your admin’s approval. Some organizations only let people connect apps an admin has approved, and in most, the Outlook calendar and Auto-record in Teams need an admin’s approval. Send them For Microsoft 365 admins.

1. 1

   Go to Linked accounts

   In Sumnote, open Settings → Linked accounts, find Microsoft, and click Connect.
2. 2

   Read what happens

   Sumnote first explains what it does with your recordings, the permission Microsoft will ask for, and how the transcripts are treated. Click Continue to Microsoft.
3. 3

   Sign in to Microsoft

   Microsoft’s own window opens. Sign in with your work or school account and accept. If Microsoft says Need admin approval, see Troubleshooting.
4. 4

   You're connected

   The window says Microsoft connected, and the card shows the account. From then on, the Microsoft Teams meetings you organize and record come into Sumnote on their own.

When you organize a Microsoft Teams meeting and record it, Microsoft Teams saves the recording in your OneDrive. Sumnote checks every few minutes, downloads each new recording, and brings it in: into its meeting from your Outlook calendar when your calendar is on in Sumnote, otherwise as a new meeting in My Work → Meetings. The transcript, the summary, and the proposed tasks follow, as for any recording.

What comes in

• Meetings you organize and record. A meeting someone else organized is saved in their OneDrive; they can connect their own account.
• Not meetings held in a channel. Microsoft Teams keeps the recordings of channel meetings in the team’s SharePoint site, which Sumnote doesn’t reach.
• The sound, transcribed by Sumnote. Sumnote doesn’t use the transcript Microsoft Teams makes. It keeps the audio so you can play it back; the video stays in your OneDrive, untouched.

Download new Teams recordings

Settings → Linked accounts → Microsoft → Manage holds the switch Download new Teams recordings, on unless you turn it off. While it’s off, new recordings stay in your OneDrive. Turning it back on picks up the recordings made from that moment, so it never pulls in meetings you chose to skip.

Import past recordings

Manage → Import past recordings → Choose… lists the videos in your OneDrive’s Recordings folder, newest first. Tick the ones you want, choose My Work or a project under Add them to, and click Import, up to 50 at a time. Microsoft Teams keeps meeting recordings in OneDrive for 120 days by default (your organization can change that), so older ones may already be gone.

Your Outlook calendar

Turn on Outlook calendar in Settings → Linked accounts → Microsoft → Manage. Sumnote brings your Outlook meetings in, and puts the meetings you schedule in Sumnote on your Outlook calendar. In most organizations a Microsoft 365 admin approves it first: if Microsoft shows a request form, a short reason is enough.

Auto-record in Teams

For a Microsoft Teams meeting you organize on your Outlook calendar, Sumnote’s Auto-record and the meeting’s Record and transcribe automatically option are one setting: change it in either place and the other follows. With it on, Microsoft Teams records the meeting from its start, even if nobody remembers to press Record, and everyone in the meeting sees its usual recording notice. To use it, choose Allow beside Auto-record in Teams in the Outlook calendar’s box; in most organizations an admin approves it.

Once a Sumnote workspace owner or admin connects your Microsoft 365 organization (Workspace → Integrations → Microsoft Teams), your organization’s Microsoft Teams admin can add the Sumnote app. It never joins a call. It brings:

• A My Work tab: the work assigned to you in the connected workspace’s projects, with buttons to move each task along.
• Reminders in your chat with the app: a day before a task is due, on the day, and once after, with buttons to move it along, change its date, or hand it over.
• Briefs and recaps in a project meeting’s chat, where the project’s admin or manager turns it on and the meeting’s organizer adds the app: what is still open before the meeting, and its decisions, open questions, and each person’s own items after it.
• Posts in linked channels: meeting recaps, a brief before meetings, and a weekly report, each only where a workspace owner or admin turns it on.
• Send to Sumnote: on a message, choose ⋯ → More actions → Send to Sumnote. Sumnote reads it, and anything worth tracking goes to the project for review. Once your organization approves Sumnote Conversation Reader, it reads the whole thread, or the conversation just before the message in a meeting’s chat.
• Questions: type mine, task, status, or help in your chat with the app, or pick a Sumnote command from the / menu in a channel or a meeting’s chat.

Disconnect in Sumnote

Open Settings → Linked accounts → Microsoft → Manage and choose Disconnect Microsoft. Sumnote stops reading your OneDrive and your calendar at once, no new recordings come in, and each meeting Sumnote set to record goes back to how you last set it in Microsoft Teams. Your OneDrive and your recordings there are untouched.

Withdraw Sumnote’s permissions in Microsoft

You can withdraw the permissions you gave Sumnote at any time. Disconnecting in Sumnote can’t do it for you, so Microsoft keeps listing Sumnote among your account’s apps until you remove it there: sign in at myapps.microsoft.com with your work or school account, find Sumnote, and revoke its permissions. If your organization’s admin approved Sumnote for everyone, only an admin can withdraw that approval: see Remove Sumnote in the guide for Microsoft 365 admins.

Sumnote asks Microsoft for these permissions, all delegated: it acts only as you, with your own access, and never reaches anyone else’s files, calendar, or meetings. Microsoft’s screen names each one as below.

• Sign you in and read your profile (openid, profile, email, User.Read): to sign you in and show which Microsoft account is connected.
• Maintain access to data you have given it access to (offline_access): to check for new recordings without asking you to sign in each time.
• Read your files (Files.Read): to find and download the Microsoft Teams meeting recordings in your own OneDrive. Sumnote passes over everything else without opening it, and never adds, changes, moves, or deletes a file.
• Have full access to your calendars (Calendars.ReadWrite): only once you turn on your Outlook calendar in Sumnote: to bring your Outlook meetings in, and to put the meetings you schedule in Sumnote on your calendar.
• Read and create your online meetings (OnlineMeetings.ReadWrite): only for Auto-record in Teams: to read and set the Record and transcribe automatically option of the Microsoft Teams meetings you organize.

The Sumnote app in Microsoft Teams asks for no permissions of its own: its My Work tab only uses Use Sumnote in Microsoft Teams to know who you are. Sumnote doesn’t read your mail, and it reads a message in Microsoft Teams only when someone sends it to Sumnote or asks the app something, as described above.

• Microsoft says “Need admin approval”: your organization only lets people connect apps an admin has approved, and nothing was connected. Ask your Microsoft 365 admin to approve Sumnote (For Microsoft 365 admins), then connect again.
• Microsoft won’t accept your account: Sumnote needs a work or school account. Sign in with the account you use for Microsoft Teams at work.
• A recording doesn’t show up: give it a few minutes, since Microsoft Teams takes a while to save it. Only meetings you organize come in, not channel meetings, and only those recorded after you connected or last turned on Download new Teams recordings. A recording you renamed in OneDrive doesn’t come in on its own: find it under Import past recordings.
• The card says Disconnected, with Reconnect: Microsoft asked you to sign in again. Click Reconnect; recordings made in the meantime still come in.
• “Your organization no longer allows Sumnote to use this Microsoft account”: your Microsoft 365 admin removed or turned off Sumnote for your organization. Once they allow it again, your connection can come back by itself within a few hours.
• There’s no Microsoft card under Linked accounts: Microsoft isn’t open to your Sumnote account yet. Email us if you’d like it.
• The Sumnote app didn’t answer: type status in your chat with the app. It says who Sumnote knows you as and what it does there.
• You got a message from the Sumnote app, but you don’t use Sumnote: someone in your organization uses Sumnote, and work there was handed to you. To stop these messages, ask whoever runs that Sumnote workspace, or email us.

Report a problem. If something the Sumnote app or its AI produced is wrong, harmful, or offensive, or you think someone is misusing it, email support@sumnote.com with where you saw it, and we’ll look into it. For anything else, see the FAQ.

Sumnote transcribes your recordings itself, and its transcript of a Microsoft Teams recording is treated like any recording made in Sumnote, including your choice under Settings → Voice & data about helping Sumnote learn from how you work. Nothing Microsoft wrote is ever used to train Sumnote’s models: not a meeting’s subject, your Outlook events, messages from Microsoft Teams, or tasks added there. Voice identification stays off until you opt in. For the full details, see our Privacy Policy, Terms of Use, and Sub-processors.