How to record a Microsoft Teams meeting |  Digital trends

How to record a Microsoft Teams meeting | Digital trends

Knowing how to record a Microsoft Teams meeting can save you so much time that you often spend asking people to repeat instructions or remember what they said. Organizations may also wish to record troubleshooting meetings for later analysis, compliance requirements, or to recall important decisions that have been made. Microsoft Teams understands this and has made the registration process simple to use – if set up correctly.

Let’s go over what you need to record a meeting in Teams, how to find recordings after the meeting is over, and everything you need to know about the process.

How to Record a Meeting in Microsoft Teams

Step 1: Make sure you have the correct permissions. There are a number of permissions needed to start and stop a recording in a meeting. First, the user will need a subscription like Office 365 Enterprise, Business Premium or Business Essentials.

If you work within an organization, your IT administrator may need to enable recordings for the organization. Some organizations disable recordings by default, except in certain situations. If you work independently, it should be enabled by default.

Only certain users can record meetings when they join them. This includes both meeting organizers and those who are part of the organizer’s organization on Microsoft Teams. Those who are part of different organizations and guests will not be able to register.

2nd step: Sign in to Microsoft Teams and join a meeting. Ask someone to start and stop the recording if necessary – you cannot save multiple recordings of a meeting at the same time.

Step 3: In the meeting, look at the menu at the top of the window and select the More actions option (the three-point ellipses icon).

Step 4: Select Start recording in the drop-down menu. Some organizations have a registration policy that you will now need to agree to before registration can begin, although this is not common. Everyone who joined the meeting will receive a notification that the meeting is now recorded.

Start recording in Teams.

Step 5: Enabling recording will also enable transcriptions, unless transcriptions have been specifically blocked by an administrator. Transcripts can be viewed in real time and are saved with the video at the end of the recording. Transcripts are important if recording is done for compliance or legal reasons, among other uses. Live transcriptions can be stopped at any time in the More actions menu.

Live transcription in teams.

Step 6: When it’s time to stop recording, go to the More actions new menu and select stop recording. The recording will now be processed, which may take some time, so it may not be available immediately.

Team registration expiration dates.

Playing back a recorded meeting

When Microsoft Teams records a meeting, it is saved in SharePoint. If it wasn’t a channel meeting, it’s saved to OneDrive. Visit these locations to find the meeting folder. A link to the recording will also appear on the channel or chat where the meeting took place, and it will also be available in the Files tab of the channel.

You can share the file directly with someone else on Teams or copy and paste it to various other platforms, whichever is easier.

Important note: Microsoft Teams recordings often have a built-in expiration date, after which the meeting will no longer be available (plus a grace period for the recording owner). This can be disabled by the IT department. The expiration date will appear in Teams with the link to the meeting, as well as in the Details section of Show stocks in the recording file. Those recording the meeting can usually customize the expiration date. It is important to ensure that the video is shared or used before the expiration date. If the recording was done for compliance purposes, the expiration dates should be disabled or the files should be permanently saved in some other way.

Meeting recording supplements

There are other considerations when recording a meeting in Teams:

  • Recordings will automatically stop when everyone leaves the meeting. However, the recording won’t stop if the person who started it leaves – that means someone else might have to manually stop it at the right time.

  • Sometimes regional rules can impact recording settings. For example, local regulations may require everyone to give permission to be registered before starting.

  • Guests and external attendees won’t be able to see the recording unless someone shares it directly with them.

  • Meeting video can only display four video streams at a time. You cannot switch to other streams while viewing a recording.

  • Compliance requirements can override some of the settings we talked about above.

If you want to host a meeting with colleagues, consider creating a new team first.

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