Comparison

ScreenBrief vs Microsoft Teams Premium and Copilot: meeting notes in Microsoft 365 or on your own PC

Checked against Microsoft’s documentation on 9 November 2026 by Artflow Management, the maker of ScreenBrief.

Intelligent recap in Microsoft Teams needs a Teams Premium or Microsoft 365 Copilot licence and meeting transcription turned on, and it works for Teams meetings. The data stays in the Microsoft 365 cloud, in your organisation’s region, and Microsoft says it is not used to train AI models. ScreenBrief transcribes and takes notes on your Windows PC, from Teams or any other calling app, offline and with no Microsoft licence.

The main difference: a Microsoft 365 licence or an app on your PC

Intelligent recap is a Teams feature: it works for Teams meetings with transcription turned on, and people in your organisation who were invited to the meeting can open it. People outside the organisation cannot, even with the recording link. ScreenBrief does not connect to a Microsoft account: it records the screen and sound on your PC or imports a file, including one from Teams, and transcribes it there.

Comparison table (checked 9 November 2026)

The Teams facts come from Microsoft Support, Microsoft Learn and Microsoft’s pricing pages as read on 9 November 2026; the links are under “Sources”. We do not compare accuracy, because we have not measured Teams recaps on the same recordings.

Prices change; check them before you decide. For businesses of up to 300 users on a Microsoft 365 Business plan there is also the Microsoft 365 Copilot Business add-on: $21 per user a month billed annually, on offer at $18 until 31 December 2026. Microsoft charges per user; ScreenBrief Pro is licensed per computer and priced in Polish zloty, so the dollar amounts are approximate.

Privacy and GDPR

Microsoft explains that the intelligent recap transcript is stored in the organizer’s Exchange Online and in OneDrive with the recording, and that AI notes and tasks go to an Exchange folder in the participants’ mailboxes. Teams data resides in the geographic region of your Microsoft 365 organisation, and customer data is not logged or used for AI model training or testing. For EU customers, Microsoft 365 Copilot is an EU Data Boundary service; models from Anthropic, which Microsoft uses as a subprocessor, are currently excluded. If your company already has a Microsoft 365 agreement and set-up, recaps stay within it.

ScreenBrief keeps recordings, transcripts, notes and the search index on your PC. Its maker runs no server that receives recordings and cannot read them, so transcription alone hands the participants’ voices to no company. If you connect your own key for AI notes, for example for OpenAI or Anthropic, the transcript text goes to that provider on its terms; email addresses and phone numbers are removed from it by default. Notes from local Ollama stay on your PC.

A local app does not remove your GDPR duties: tell participants you are recording and keep recordings only as long as you need them. The privacy policy describes how ScreenBrief handles data.

Offline use and meetings outside Teams

Intelligent recap is made in the Microsoft 365 cloud after a Teams meeting. Once its speech model is downloaded, ScreenBrief transcribes without internet and works the same way with Teams, Zoom, Google Meet or a voice recorder file; transcribe a Teams, Zoom or Meet recording shows where Teams saves recordings.

Teams creates an AI summary for meetings of at least 5 minutes transcribed in a supported language. ScreenBrief transcribes about 100 languages, and its interface and AI notes are in English or Polish.

When Teams Premium or Copilot is the better choice

Pick Teams Premium or Microsoft 365 Copilot when:

• Your company works in Microsoft 365 and meets in Teams.
• IT wants to manage recording and transcription through Teams policies, and the data must stay in your organisation’s region or the EU Data Boundary.
• The recap should be available to everyone invited from your organisation, with no extra app.
• Your company buys Microsoft 365 Copilot anyway: intelligent recap is part of that licence.

When ScreenBrief is the better choice

Pick ScreenBrief when:

• You talk to clients on different calling apps or receive recordings as files.
• You work alone or in a small company without Teams Premium or Copilot licences.
• The recording must not go to any cloud, Microsoft 365 included.
• You work offline or on a poor connection, for example while travelling.
• You would rather pay once: Pro costs 299 PLN, one time.

Limits: ScreenBrief runs only on Windows 10 and 11 (x64), does not share recaps with others in your organisation and has no IT-managed policies; you export notes to Word, Markdown or PDF. Local transcription speed depends on your PC, so test it on a short recording first.

Frequently asked questions

Sources

We checked the Microsoft Teams facts on Microsoft’s own pages on 9 November 2026:

• Microsoft Support: Recap in Microsoft Teams (licences, languages, access)
• Microsoft Learn: Intelligent recap for Teams calls, meetings, and events (requirements)
• Microsoft Learn: Data, privacy, and security for intelligent recap (where data is stored, AI training)
• Microsoft Learn: Data, Privacy, and Security for Microsoft 365 Copilot (EU Data Boundary)
• Microsoft Learn: Manage transcriptions and captions (61 transcription languages)
• Microsoft: Teams Premium, Microsoft 365 Copilot and Copilot Business (prices)

If something has changed, write to contact@artflowmanagement.pl and we will update the comparison.