Notta Complete Guide: How to Use the AI Transcription Tool That Cuts Meeting Documentation Time

From Ryuta Hamamoto at TIMEWELL

This is Ryuta Hamamoto from TIMEWELL Corporation.

If meeting documentation is consuming more time than it should, Notta is worth a close look. Upload your audio file — or let it transcribe in real time — and the minutes write themselves. This guide covers everything from initial language setup through export and sharing.

Setting the Transcription Language

Notta supports 104 languages including Japanese and English. Before starting, set your transcription language:

1. Log in and click the account icon in the top right of the home screen
2. Select your target language from "Display Language"

Four Transcription Methods

Notta offers four modes. Choose based on your workflow:

1. Real-Time Transcription

Best for: Listening and note-taking simultaneously during a live meeting.

1. Click "Start Recording" on the home screen
2. Transcription begins automatically as audio is captured
3. Click "Stop" when finished
4. Audio and transcript are both accessible from the home screen

2. Audio File Transcription

Best for: Focusing on listening and participating during the meeting, then processing the recording afterward.

1. Click "Upload" on the home screen
2. Drag and drop your audio file
3. Wait for processing — transcript appears on the home screen

3. Web Meeting Transcription

Best for: Automatically capturing and attributing every voice in a video call.

1. Select transcription language and enter the web meeting invite URL
2. Set a name for the Notta bot and click "Start Transcribing"

The Notta bot joins the meeting and transcribes all participants in real time, with speaker attribution. Transcript is accessible from the home screen.

4. Screen Recording

Best for: Capturing not just what was said but the visual context and dynamics of a meeting.

1. Select recording scope, input device, language, and number of speakers
2. Click "Broadcast"
3. Choose what to share with app.notta.ai
4. Click "Stop" when recording is complete

Transcription completes automatically after recording ends.

Editing Transcribed Data

Notta provides several editing tools to clean up and organize transcripts.

Tagging

Mark important moments in the audio with "Important," "Todo," or "Issue" tags:

1. Select the transcript from the home screen
2. Play the audio and click "Bookmark" at the relevant moment

You can add a comment when applying a tag.

Renaming Speakers

Notta auto-detects speakers and labels them "Speaker 1," "Speaker 2," etc. To update names:

1. Click the pen icon next to the speaker name in the transcript
2. Enter the correct name and click "Add [name] as guest speaker"
3. Choose whether to update just this block, or all instances of the same speaker throughout the transcript

Organizing into Folders

1. Click "New Folder" under "All Notes" on the home screen
2. Enter a folder name and click "Create"
3. Select the transcript(s) you want to move, click "Move to Folder," and choose the destination

Exporting and Sharing

Export

1. In the transcript view, click "Download"
2. Choose a format: text, Word, subtitle TXT, PDF, or Excel
3. Set a filename and options, then click "Download"

Share a Specific Block

1. Hover over the text block you want to share and click "Share"
2. Copy the generated link and send it to others

Share the Full Transcript via Link

1. Click "Share" in the transcript view
2. Copy the generated link and share with your team

Summary

Notta handles four transcription modes (real-time, file upload, web meeting, screen recording), automatic speaker identification, tagging, folder organization, and multiple export formats. For teams spending significant time on meeting documentation, it provides a direct path to reclaiming those hours.

Reference: https://www.youtube.com/@JapanNotta

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