How to Easily Record a Microsoft Teams Meeting

Knowing how to record a Microsoft Teams meeting can save you valuable time that would otherwise be spent asking for clarification or reminders. Whether it’s for future analysis, compliance purposes, or to preserve important decisions, Microsoft Teams has made the recording process convenient and user-friendly, provided it’s set up correctly.

Setting Up a Meeting Recording in Microsoft Teams

Step 1: Ensure you have the necessary permissions. To start and stop a recording in a meeting, you’ll need a subscription like Office 365 Enterprise, Business Premium, or Business Essentials.

If you’re part of an organization, your IT administrator may need to enable recordings. Some organizations have recordings disabled by default, except in specific circumstances. If you’re working independently, recording should be enabled by default.

Only certain users can record meetings when they join. This includes meeting organizers and those from the organizer’s organization on Microsoft Teams. Users from different organizations and guests cannot record.

Step 2: Log in to Microsoft Teams and join the meeting. Designate one person to start and stop the recording if necessary. Note that you cannot create multiple recordings of the same meeting simultaneously.

Step 3: In the meeting, locate the menu at the top of the window and click on the “More actions” option (the three-dot ellipses icon).

The More Actions button in Teams.

Step 4: From the drop-down menu, select “Start recording.” Some organizations may require you to accept a recording policy before starting, although this is uncommon. All participants will receive a notification that the meeting is being recorded.

Start Recording in Teams.

Step 5: Enabling recording also activates transcriptions, unless an administrator has specifically blocked them. Transcriptions can be viewed in real time and are saved together with the video once the recording ends. Transcriptions are essential for compliance or legal purposes and can be stopped at any time in the “More actions” menu.

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Live Transcript in Teams.

Step 6: To stop recording, return to the “More actions” menu and select “Stop recording.” Please note that the processing of the recording may take a short amount of time, so it might not be immediately available for viewing.

Expiration Dates on Teams Recordings.

Accessing and Sharing Recorded Meetings

When Microsoft Teams records a meeting, it is saved to SharePoint. If it was not a channel meeting, it is saved to OneDrive. You can find the meeting file in these locations. Additionally, a link to the recording will appear in the channel or chat where the meeting occurred, and it will be available in the Files tab of the channel.

You can share the file directly with others on Teams or copy it and paste it into various other platforms, depending on what’s most convenient for you.

It’s important to note that Microsoft Teams recordings often have an expiration date. After that date, the meeting will no longer be accessible, except for a grace period for the owner of the recording. IT can disable the expiration date. The expiration date is displayed in Teams alongside the meeting’s link and in the Details section of Show actions for the recording file. If the recording is intended for compliance purposes, either disable expiration dates or ensure the files are saved permanently in an alternative way.

Additional Considerations for Recording Meetings

When recording a meeting in Teams, there are a few other factors to keep in mind:

  • Recordings automatically stop when everyone leaves the meeting. However, if the person who initiated the recording leaves, it won’t stop automatically, so someone else will need to manually stop it at the appropriate time.
  • Regional regulations might impact recording settings. For example, local rules may require obtaining consent from all participants before starting a recording.
  • Guests and external attendees cannot view the recording unless someone shares it with them directly.
  • The video of the meeting can display up to four video streams simultaneously. It is not possible to switch to other streams while viewing a recording.
  • Compliance requirements may override some of the settings discussed above.
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If you’re planning to conduct a meeting with colleagues, consider creating a new team beforehand.

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