Best AI meeting assistant for Microsoft Teams

Begin with the meeting the business needs to capture. For work entirely in Teams, inspect the native Teams Premium or Copilot entitlement. If staff also join clients in Zoom and Meet, compare an independent notetaker. Neither route is automatically a better transcript, and a licence alone does not settle the organization's recording policy.

We compared six options: Microsoft 365 Copilot, Teams Premium's Intelligent recap, Fireflies.ai, Fathom, Otter.ai and Granola. Prices come from vendor pages on the dates shown in the table; the Teams Premium price was re-checked on 6 Nov 2026.

Disclosure: our Fireflies.ai link is an affiliate link; that doesn't change the order or the facts. We haven't tested these tools hands-on in Teams yet.

Comparison table

USD per user per month, before tax. "Annual" means the per-month price when billed yearly. Microsoft add-ons require a qualifying paid Microsoft 365 or Teams licence, which is not included in these prices.

Microsoft's own AI vs third-party notetakers

1. Teams Premium. A $10 add-on (paid yearly) that Microsoft says brings AI-powered Intelligent recap, real-time notes and action items, live translated captions, watermarking and meeting branding. It needs a paid Teams licence.
2. Microsoft 365 Copilot. Copilot in Teams answers questions during and after a meeting, and the same licence works in Outlook, Word, Excel and PowerPoint. The Copilot Business add-on (up to 300 users) lists at $21 per user a month paid yearly, with an $18 promo until 31 Dec 2026; the Enterprise add-on is $30. See our Copilot review.
3. Cross-platform notetakers. Fireflies.ai, Fathom and Otter.ai join your Teams, Zoom or Meet calls and send notes to a CRM or Slack. Granola doesn't join at all: it listens to your computer's microphone and system audio, so it works with any meeting app.

How to choose

1. Count your platforms. For a 100% Teams workflow, Microsoft's tools avoid an external participant bot. For client calls spread across Teams, Zoom and Meet, check an independent tool's actual platform and capture support rather than assume separate subscriptions are required.
2. Check your admin policy. Many Microsoft 365 tenants block external apps or anonymous participants. Ask IT whether a third-party bot can join before you buy seats.
3. Count who needs notes. All tools are priced per user. Start by counting the people who host or capture client calls. Check how colleagues can view the output before assuming everyone reading a recap needs the same paid plan.
4. Watch seat minimums and billing. Fathom's Team and Business plans need at least 2 users; Granola Business is billed monthly only; Microsoft's prices are for annual commitments.
5. Pilot on the free plans. Fireflies.ai, Fathom, Otter.ai and Granola all have free plans, enough to test with real Teams meetings.

Our picks by situation

• Already on Microsoft 365 and only meet in Teams: try Teams Premium first ($10); move to Copilot if you also want AI in Outlook and Office.
• CRM-friendly paid notes across Teams, Zoom and Meet: Fireflies.ai Pro at $10 per seat billed annually.
• Individuals who want a strong free plan: Fathom (unlimited recordings and transcriptions for individuals).
• No bot in the call: Granola, or Microsoft's own tools.
• Live transcript on screen: Otter.ai; compare it with Fireflies in Otter.ai alternatives.

What a 10-person team pays

These are illustrative 10-seat subscription totals, before tax, using annual billing where available. The packages do not have identical features. Existing base licences stay separate, and the promotional Copilot figure should not become the long-term list-price budget:

• Teams Premium: 10 × $10 = $100/mo (plus the Teams licences you already pay for).
• Copilot Business: 10 × $21 = $210/mo at list, $180 at the promo price.
• Fireflies.ai Pro: 10 × $10 = $100/mo; Business $190.
• Fathom Team: 10 × $15 = $150/mo.
• Otter.ai Pro: 10 × $8.33 = $83.30/mo; Business $199.90.
• Granola Business: 10 × $14 = $140/mo (monthly billing).

Change the paid-seat count in the meeting notes cost calculator. Then check the longest expected call, retained history and the actual sharing path. A low total is not useful if the meeting cannot be captured or the intended colleague cannot read the approved notes.

Privacy and admin checklist

1. Tell participants when AI notes are on. Teams shows a notice when transcription starts; external bots appear in the attendee list.
2. Check whether the vendor trains AI on your data and how long it keeps recordings (see each review's security section).
3. For EU businesses, ask for a DPA and where data is stored before connecting client meetings.
4. Have your Microsoft 365 admin approve the app and set who can record.

Also using Google Meet?

For a mixed-platform team, compare Google Meet AI meeting assistants before buying a separate plan for each platform. The native options have different licence and sharing requirements, while third-party tools may cover several platforms. Start with our small-team meeting-note comparison and check actual workspace access before subscribing.

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