Create Lasting Memories | Teams Meeting Recordings

If you’re like most, note-taking during a meeting—especially a virtual one—is probably not high on your list of favorite activities. And if you are one of the rare unicorns who not only enjoys but excels at note-taking—cough, cough, our lead developer—please know how much the rest of us value you! The good news is, whether you loathe or love taking meeting minutes, today’s post has something for everyone, and so do Microsoft Teams Meeting Recordings. 

Why record your meetings?  

Recording meetings is great practice for many things, including expectation management, but let me start by explaining what recorded meetings are not (at least 99% of the time). Meeting recordings should not replace meeting notes or summaries. I can’t count the number of times I’ve heard, ‘just check out the recording.’ If I had time to be on that call, I probably would have been, could you just give me the 411 already? 😛 So, how do you avoid this frustrating situation? There are a couple of easy ways… 

1. Don’t replace meeting notes (including action items) with a recording. Instead use them to make your notes better!

Teams meeting recordings also include a transcript so you can easily search for a topic and drill right into the moment the topic was being discussed. 

Don’t see a transcript? If you’re not seeing your transcript the owner of the meeting (the person who hit record) likely needs to select the preferred language. Once they’ve done this, you will see the captions and transcript.

2. If you need someone to check out the recording, give them a ‘search term’ or timestamp of the section they need to review. 

This is also great if there was an important dialog or demonstration that an individual or team needs to see in action. You can send them a timestamp so they can quickly get the important information they need, or if you were in the meeting and want to go back to a specific moment you can search for a specific word or theme.  

What’s available now? 

As of today, December 15th, Microsoft describes the following: 

“Any Teams meeting or call can be recorded to capture audio, video, and screen sharing activity. The recording happens in the cloud, and it is saved so you can share it securely across your organization.” It’s important to note that whiteboards and shared notes are not currently captured in meeting recordings (which is a popular demand in several different user voice requests like this one). 

Currently, when you record a meeting in Teams you will be able to access it several ways. If the meeting occurred in a channel, you will see the recording in the conversation with several options including, open in Microsoft Stream, Share, Get link, Make this a tab, and more. If you want to drill in to the transcript or update details, you’ll want to open it in Microsoft Stream. 

If you want to stay in Teams you can make it a tab and direct your team there to view it. 

What’s changing? 

In early 2021, Teams meeting recordings will no longer be saved to Microsoft StreamAs the first phase of a transition from classic Microsoft Stream to the new Stream, this method stores recordings on Microsoft OneDrive for Business and SharePoint in Microsoft 365. Meetings held in a channel will be stored to SharePoint and private meetings will be stored in the organizer’s OneDrive. It is unclear what this means for organizations who have not yet enabled OneDrive. Microsoft is taking a phased approach with the transition, and some organizations are already embracing this change. You can choose to delay the change if your organization isn’t ready. However,  Microsoft (and I must concur) does recommend that your organization test this out before the forced change on March 1, 2021 so you can properly prepare and train.  

Microsoft lists the following benefits of using OneDrive for Business and SharePoint for storing recordings: 

  • Retention policies for Teams meeting recording (TMR) (S+C E5 autoretention labels) 
  • Benefit from OneDrive for Business and SharePoint information governance 
  • Easy to set permissions and sharing 
  • Share recordings with guests (external users) with explicit share only 
  • Request access flow 
  • Provide OneDrive for Business and SharePoint shared links 
  • Increased quota 
  • Meeting recordings are available faster 
  • Go local tenant support 
  • Multi-geo support – recordings are stored in a region specific to that user 
  • Bring your own key (BYOK) support 
  • Improved Transcript quality and speaker attribution

But, there are some limitations to consider: 

  • There will be English-only closed captions and transcripts. 
  • You won’t be able to search transcripts or their content. 
  • You won’t be able to edit the transcripts, but you’ll be able to toggle captions off/on. 
  • You can control with whom you share the recording, but you won’t be able to block people with shared access from downloading the recording. 
  • You’ll not get an email when the recording finishes saving, but the recording will appear in the meeting chat once it’s finished. This will happen much quicker than it did in Stream previously 

Want more information on Microsoft Teams meetings?

Here’s some additional documentation from Microsoft:  

Note: Much of this post is specific to the desktop experience in Teams. Mobile users should also update to the latest version of the Teams app for iOS and Android if they want the meeting recording and video playback experiences in Teams. 

Are you recording meetings? Did we miss an important detail or feature? Does your organization need some assistance taking full advantage of Teams meetings features? Chat with a PixelMill Teams expert today!

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