Meeting notes and the editor in Notetaker

Write notes during a call in the floating notepad, or reopen a past meeting in the Flow hub to edit its notes, summary and title.

Open and navigate a meeting

1. Open Notetaker in the Flow hub and select a meeting.

2. Choose the tab for the content you want to read or edit.

Flow remembers your tab choice, although a meeting link can open a specific tab, and switches to Summary when a meeting ends and a summary will generate automatically. Use Back for the meeting list or Open note in window for the floating notepad; a meeting is editable in one place at a time, so opening it from the hub focuses its existing floating window. Click the date pill on a note to see the calendar event's title and time.

If a scheduled meeting starts recording automatically while the floating notepad is open but not focused, the notepad saves your unsaved edits and switches to the new meeting's note, so your typed notes are kept and can be reopened; if the recording doesn't start, Flow reopens the previous note without taking focus. Auto-start is skipped while you are typing in the notepad or while another recording is in progress.

For starting, stopping, resuming or switching recordings, see Recording a meeting with Notetaker. Use the Notetaker hub to find another meeting.

Write, save and rename

1. Click in My thoughts and start writing, in either the hub or the floating notepad.

2. Edit the title field to rename your own meeting.

Edits save as you work and when you quit Flow; they appear in other windows after you pause typing and on other devices once synced. A new typed note is created only after you edit its title or body. Notes and summary stay separate: generating, editing or deleting summary text does not change My thoughts. Older notes Flow cannot read open read-only, so they are not overwritten.

• Couldn't save changes: Flow retries failed saves automatically; the badge clears after a successful save.

• Your unsaved summary is in Docs: open Docs to recover the rescued edit. This message takes priority if a save also failed.

After a meeting ends, Flow generates a title only if the title is blank and there is recorded speech or typed content; calendar titles and your renames take priority. Generation can be delayed or fail without an error message — rename the meeting yourself.

Name the people in a meeting

While a meeting is recording, the live Transcript labels everyone else as Them and your own speech as You; real speaker names appear once the transcript is refined after you stop recording, and speakers Flow cannot identify stay labelled Speaker 1, Speaker 2 and so on.

1. Type @ in your notes to mention someone.

2. Search by name or email, or choose Add new contact if the person isn't there yet.

Search always returns your contacts, with the meeting's invitees listed first once the meeting is available. In a recording you have just started, the first search in that note can take up to two seconds while Flow matches it to the meeting; if the meeting still can't be matched, search shows your full contact list without the invitees first, and it stays that way for that note for the rest of the session (in the floating notepad, until you close the window). A contact with no saved name appears as their email address, which search also matches as their name; a contact with neither a name nor an email shows as Unknown contact. Meetings with no contact details show the attendees from your calendar, and the note header keeps showing those calendar attendees.

Names keep showing the right person offline and after a meeting is re-transcribed, and meeting search matches the names you see rather than the underlying speaker labels. Shared microphones can prevent reliable speaker identification; see The live transcript in Notetaker for live-call naming.

• Couldn't save the name. Try again. Flow restores the last accepted names and copies your unsaved choices into My thoughts so nothing is lost. Reapply them when you are back online.

Generate or update the summary

1. Open Summary after stopping the recording; the Generate and Update controls are hidden while a meeting is live.

2. Choose Generate summary if the meeting says Not auto-generated; otherwise wait for automatic generation.

3. Click the summary text to edit it once it is ready, including any next steps. Editing is locked while a summary generates.

If you resume a meeting that already has a summary, it stays unchanged until you choose Update Summary, which becomes available after you record newer audio and stop. Imported meetings do not offer Update Summary. The previous summary stays visible during an update and after a failed update.

• Waiting for a connection: restore your connection, then choose Retry to try the upload again.

• Generation failed: choose Retry when offered. It appears only for recoverable failures; the full recording may no longer be available.

• The meeting was too short to summarize: there is no Generate or Retry action in this state; recording new audio can make Update Summary available.

Ask questions or request edits

Use Ask anything during or after the meeting. Press Enter (or Cmd/Ctrl+Enter) to send, and Shift+Enter for a line break. Explicitly request an edit to change your notes, existing summary or title; title changes autosave.

• Titles: requests must produce a nonempty single line of at most 120 characters.

• Summaries: chat needs an existing summary and cannot empty it or change it during generation.

• Transcript: chat cannot edit spoken text.

Paste a shared-note link into chat to ask about that meeting; chat respects the note's existing access permissions. Suggested prompts, when available, use recent transcript context and may have little to answer at the start.

Copy or search

Summary copy and search require an existing summary body, including while an update is running or has failed, and their shortcuts apply while the Summary tab is active. Typed notes need a saved first edit before copy and share become available; the meeting must also finish preparing, sharing must be enabled, and any Notetaker setup or access screen must be cleared. If the tooltip says Preparing meeting…, wait for preparation and complete any displayed setup.

• Copy the summary: use its copy action, or Cmd/Ctrl+C with no text selected and focus outside editable fields.

• Copy an Ask answer: use the reply's copy action after a successful answer finishes; stopped, failed and unfinished replies have none.

• Copy the full meeting: choose … → Copy as Markdown, when sharing controls are enabled.

1. Open summary search with Cmd/Ctrl+F, Search, or / when focus is outside a text field.

2. Enter at least two characters.

3. Move between matches with Enter/↓ for next or Shift+Enter/↑ for previous; Escape clears and closes search.

Notes shared with you

Shared notes open read-only on Summary, with no My thoughts tab. You cannot change the owner's title, notes, summary or speakers, including through chat. Create your own note to write about the same topic.

Shared notes sync read-only whenever you are signed in and online, so they appear under Shared with me, in hub search, and as context in Ask anything even if Dictation cloud storage is turned off. Your own meetings and notes still follow your Dictation cloud storage setting. Shared transcripts and their speaker details are not stored on your device and need a fresh online fetch each time you open the note, so an offline summary can stay readable while its transcript fails to load.

A locked Transcript tab leaves you on Summary. If access is missing, check which account you are signed in to and ask the owner about the sharing settings, or ask your admin if an organization message blocks sharing. See Sharing meeting notes from Notetaker for sharing controls.

Still need help?

Contact support if Couldn't save changes remains after automatic retries, or a summary cannot be retried. Include your platform, the exact message and what you tried.