Information Services

Teams Meeting Recordings on SharePoint and OneDrive

Teams meeting recordings have changed. Recordings are now saved automatically to either SharePoint or OneDrive.

Teams meeting recordings are now on SharePoint and OneDrive

As of 27th July the way Teams meeting recordings are saved has changed. Meeting recordings will be saved to SharePoint or OneDrive from now on. 

This change may take a few days to roll out to you. Make sure to update your Teams desktop app to ensure you can see the feature.

General Information on the Change

What has changed?

Previously, A1 licensed users (the majority of users) had their Teams meeting recordings stored to the meeting chat. This made it difficult to manage inline with compliance matters. 

While A3 licensed users (E.g. those requiring MS Bookings, Intune, etc) had their Teams meeting recordings stored to Microsoft Stream. 

This has now changed so that any Teams recordings are automatically stored on SharePoint or OneDrive. The recording will be able to be viewed in a player similar to Stream on OneDrive or SharePoint. 

What are the reasons for and benefits of this change?

Reasons for the change

Microsoft state that they are making this change as a part of larger changes to Microsoft Stream. Moving automatic upload of Teams meeting recordings to OneDrive and SharePoint will make it easier for users to share recordings with external users. The change will also better integrate Teams, SharePoint and OneDrive, and bring compliance-based document management and simplicity for our users. 

Benefits of the change

Microsoft describe their expected benefits for users, following this change, as:

  • Benefit from OneDrive for Business and SharePoint information governance
  • Option to set retention and explicit delete of recordings
  • 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
  • Meeting recordings are available faster
  • Multi-geo support – recordings are stored in a region specific to the user
  • The ability to prevent certain meeting participants from downloading the meeting recording 

Will there be any possible issues to consider?

  • Email - You will not get an email when the recording finishes saving (as A3 users did with Stream), but the recording will appear in the meeting chat once it’s finished.
  • Transcripts - To get a transcript of your video, you must select "Start transcription" as well as "Start recording" in your meeting. The transcript will then be available through Teams. Microsoft expect to add transcription automatially when recording is started in August. 
  • Editing recordings - There will be no edit function (such as trimming or changing thumbnails) for videos in OneDrive or SharePoint, like there were with Stream. Microsoft state that they are working on adding this feature. To get this feature you must manually upload your recording either to Stream (non-teaching) or to Media Hopper Create (content aligned with teaching). 
  • Whiteboards - There is a known issue with Teams meeting recordings, that Whiteboards will not be included in the Teams meeting recording. This will still be the case when recordings are saved to OneDrive and SharePoint. 

How do I know if my recording will be stored in OneDrive or Sharepoint?

Whether the recording is saved in OneDrive or SharePoint depends on if the meeting was scheduled as a channel meeting or not. Note that this process is automatic, and administrators cannot change where the recording is saved.

Non-Channel meetings 

The recording is stored in a folder named Recordings in the OneDrive of the person who started the meeting recording. For example, Recorder’s OneDrive for Business/Recordings

Image showing a user's OneDrive with the recordings folder highlighted

Channel meetings 

The recording is stored in the document library of the SharePoint site of the Team that the meeting was scheduled in, in a “Recordings” folder. For example, Team name (Sharepoint site) – /Documents/Channel Name/Recordings.

Image showing the documents folder of a Team Sharepoint site with recordings folder highlighted

 

How do I handle recordings if a staff member leaves?

Since videos are just like any other file in OneDrive and SharePoint, handling ownership and retention after someone leaves will follow your normal 'leavers' process accordingly.

Will my storage quota on OneDrive and SharePoint be impacted?

Teams meeting recording files will be stored into OneDrive for Business and SharePoint and are included in quotas for those services.

For A3 users, you will get more storage compared with Stream.

How does recording work now? 

How can I play my Teams meeting recording?

Your video will play on the video player of OneDrive for Business (non-channel meetings) or SharePoint (channel meetings). If you are the owner of the video, or if you have granted permission for others to download the video, you can also download the video from OneDrive or SharePoint in order to view it. 

You can play your video in numerous ways:

OneDrive (Non-Channel) Meetings

Through the Meeting chat

  1. Click the chat icon on the Teams navigation bar

  2. Then, click the meeting chat (this chat will have the same name as the meeting had)

  3. Then, the meeting recording should appear in the chat, click it and you will be re-directed to a browser page showing the recording on the OneDrive video player. 

opening a teams meeting recording saved on OneDrive

Through the Teams calendar

  1. Click the calendar icon on the Teams navigation bar

  2. Then, double-click the meeting

  3. Then, the meeting recording should appear under the "Details" tab, just below the date and time of the meeting. 

  4. Then, click the button labelled "Recording" and you will be re-directed to a browser page showing the recording on the OneDrive video player. 

Image showing the teams meeting recording button appearing under the details tab in the calendar entry for the meeting

Directly through OneDrive

  1. Go to OneDrive on your preferred browser
  2. Then, sign in, if prompted, using your University log-in details (UUN@ed.ac.uk and password)
  3. Under "My files", select the folder called "Recordings"
  4. All your Teams meeting recordings will appear in this folder, click the recording you want to view and you will be able to view the recording on the OneDrive video player. 

What does the video playback look like in OneDrive?

The following image shows what the video playback page on OneDrive looks like:

Image of the playback page on OneDrive for a Teams meeting recording
OneDrive playback page for Teams meeting recordings

 

SharePoint (Channel meetings)

Through the Channel the meeting was added to

  1. Go to the Team that the Channel is in

  2. Then, click the meeting chat (this chat will have the same name as the meeting had)

  3. Then, the meeting recording should appear in the chat, click it and you will be re-directed to a browser page showing the recording on the SharePoint video player.

opening a teams meeting recording saved on SharePoint

Directly through SharePoint

  1. Go to https://uoe.sharepoint.com/
  2. Then, sign in, if prompted, using your University log-in details (UUN@ed.ac.uk and password)
  3. Type your Team name into the "Search in sharepoint" box and select it
  4. Click the "Documents" tab from the site navigation
  5. Click the channel that meeting was hosted in
  6. Click the "recordings" folder 
  7. All your Teams meeting recordings hosted in that Channel will appear in this folder, click the recording you want to view and you will be able to view the recording on the SharePoint video player.
Image showing a user accessing a Team sharepoint, opening the channel, the recordings folder and selecting the meeting recording

 

What does the video playback look like in SharePoint?

The following image shows what the video playback page on SharePoint looks like:

Image showing the video playback screen in SharePoint, with a Teams meeting recording playing
SharePoint playback page for Teams meeting recordings

 

Permissions 

Who has the permissions to view the meeting recording?

Non-Channel meetings

Non-channel meetings are any meeting which was not scheduled in a channel. This includes 1:1 meetings, meet now meetings and scheduled meetings. 

What are the automatic permissions for the recording in a non-channel meeting?

Recording Owner

  • The owner is the user who clicked record 
  • Full access - can share with others, edit the recording title, delete and download the recording

Meeting organiser

  • Meeting organiser is the user who scheduled the meeting, but may not have clicked record
  • Edit access - can share with others and download the recording

Internal meeting participants

  • Any University of Edinburgh user invited to or added to the meeting
  • View only access
  • Download blocked by default

External meeting participants

  • Any non University of Edinburgh participant
  • No automatic access 
  • The recording owner or meeting organiser must be share the recording 

Can I give users permissions or change permissions?

Giving view-only permissions 

You can give view-only permissions to external meeting participants or to other users not in the meeting. To do this:

  1. Go to your OneDrive and click the "Recordings" folder under "My files"
  2. Then, click the "Show actions" button (icon of 3 vertical dots) beside the recording name
  3. Then, click "manage access" and a manage access box will open 
  4. Then, click "Share" beside "Links giving access"
  5. Enter the names or email addresses of the users you want to give view-only access to in the "To box"
  6. Then, click "Send"
animated gif of giving permissions for user to view teams recording

Giving view and download permissions

You must explictly allow users to download the recording if they need this. This includes meeting participants. 

  1. Go to your OneDrive and click the "Recordings" folder under "My files"
  2. Then, click the "Show actions" button (icon of 3 vertical dots) beside the recording name
  3. Then, click "manage access" and a manage access box will open 
  4. Then, click "Share" beside "Links giving access"
  5. Enter the names or email addresses of the users you want to give view and download access to in the "To" box
  6. Then, click "Only the people you specify who have this link will have access to view-only"
  7. Click the toggle beside "block download" and click "apply"
  8. Then, click "Send"
Image showing clicking the share button, then changing permissions to allow download of the recording and sending it to the user

Can I remove permissions?

If you are the recording owner, you can remove permission and stop anyone from viewing the meeting recording, including internal users invited to the meeting. 

Removing permissions from all users

  1. Go to your OneDrive and click the "Recordings" folder under "My files"
  2. Then, click the "Show actions" button (icon of 3 vertical dots) beside the recording name
  3. Then, click "manage access" and a manage access box will open 
  4. Then, click the "Stop sharing" button, a warning will show, click "Stop sharing" 
Image showing user clicking manage access, followed by stop sharing, then clicking stop sharing again when warning shows

 

Removing permissions from specific users

  1. Go to your OneDrive and click the "Recordings" folder under "My files"
  2. Then, click the "Show actions" button (icon of 3 vertical dots) beside the recording name
  3. Then, click "manage access" and a manage access box will open 
  4. Then, on the second entry below the "Links giving access" heading, click the drop down arrow beside the user's icons.
  5. Then, click the X icon beside the user's name who you want to remove permissions from 
  6. A warning box will appear, click "Remove" 
Image showing a user clicking manage access, then selecting the drop down, then the cross beside a specific user

Channel meetings

Permissions are inherited from the owners and members list in the channel.

What are the automatic permissions in channel meetings?

Team Owner permissions

  • Team owner(s) includes any user listed under the owners tab when you click "manage team"
  • Team owners are the owners of the channel meeting recording
  • Full access

Team member permissions

  • Team members are any user listed under the members tab when you click "manage team"
  • Edit access - By default members can download, delete, give or remove permissions and edit the title of the video. 
  • It is recommended that if you do not want team members to have these permissions, that you change team member access to view and download only. Follow the steps below under "Can I change team member permissions". 

Can I change team member permissions?

  1. Go to SharePoint
  2. Then, if prompted sign in using your University log-in details (UUN and password)
  3. Then, type your Team name into the "Search in SharePoint" box, and click it
  4. Then, click "Documents" on the navigation bar to the left of the Shareoint window
  5. Then, click the channel name 
  6. Then, click the recordings folder. All teams meeting recordings that took place in your channel will appear here.
  7. Click the "Show actions" button (icon of 3 vertical dots) beside the recording name
  8. Select "manage access" 
  9. Below the "Direct access" heading, to the right of  "your team name members", click the "Can edit" button (icon of a pen)
  10. Select "Can view" 
Image showing a user clicking manage access, and changing edit to view access for team members

Can I remove team member permissions?

  1. Go to SharePoint
  2. Then, if prompted sign in using your University log-in details (UUN and password)
  3. Then, type your Team name into the "Search in SharePoint" box, and click it
  4. Then, click "Documents" on the navigation bar to the left of the Shareoint window
  5. Then, click the channel name 
  6. Then, click the recordings folder. All teams meeting recordings that took place in your channel will appear here.
  7. Click the "Show actions" button (icon of 3 vertical dots) beside the recording name
  8. Select "manage access" 
  9. Below the "Direct access" heading, to the right of  "your team name members", click the can edit / can view button (icon of a pen)
  10. Select "stop sharing"
  11. A warning will appear, select "remove" 
Image showing a user selecting manage access, and selecting to stop sharing the recording with team members

  Captions / Transcription  

Will captions and transcripts be available?  

Transcripts

Transcripts are available with the new method of recording. 

How do I generate a transcript?

To generate a transcript for your meeting recording:

  1. Click the "More actions" button on the meeting bar
  2. Then, select the "Start Transcript" and "Start recording" buttons. 

You must select both "start transcript" and "start recording" in order to generate both a meeting recording and a transcript of the meeting. Microsoft have stated that they expect to implement an update in August, to turn on transcription automatically when the "start recording" button is selected, however this is not yet available. 

Please note that as these transcripts are live and automatically generated, there is a possibility that errors will appear in the transcript.

How can I download the transcript?

There are 2 options to download the transcript through Teams.

You can either:

  1. Download through the Recordings and transcripts tab

    • Double-click your meeting in the Teams calendar
    • Then, select the "Recordings and transcripts" tab (this appears along the top of the meeting entry beside "Attendance")
    • Then, click the download button and select if you want to download as a .docx file or a .vtt file
  2. Download through the Details tab
    • Double-click your meeting in the Teams calendar
    • The details tab will open automatically
    • Click the box called "Transcript" between "recording" and "attendance" 
    • Then, click the download button and select if you want to download as a .docx file or a .vtt file

Closed Captions

For closed captions to be available on your recording, you must select "Start transcript" as well as "Start recording" during your meeting. 

Captions will then be hidden on the meeting recording, with the ability for individual users to turn them on if they want to by pressing the Closed captions (icon of CC) button below the video. 

Closed captions are not available if the Teams Meeting Recording is moved or copied from its original location on OneDrive for Business or SharePoint. For example, if you download the meeting recording closed captions will not be available. 

Can I edit the transcript or captions?

Editing your transcript

It is possible to edit the transcript for your meeting recording through a work around. To do this:

  1. Download the transcript following the steps given under "How can I download a transcript" above
  2. Open the file that was downloaded to your device
  3. Edit the transcript and save it
  4. Double-click your meeting in the Teams calendar, and select the "recordings and transcripts" tab
  5. Click the "Delete button" (to the right of the download button)
  6. A warning message will appear asking if you want to delete this transcript, click "Delete" 
  7. Click the "files" tab in your meeting entry
  8. Click "share" and select the editing transcription file from your device 
  9. The edited transcription will be available for all meeting participants under both the files tab and in the meeting chat 

Editing your captions

It is still possible to edit captions on your Teams meeting recording, however this feature is not directly available through OneDrive or Sharepoint and requires you to manually upload your your video to Microsoft Stream.

Follow the steps below to edit your captions. This is done in the same way as before the update through Microsoft Stream, however specific users with an A3 license, who had been used to recordings being uploaded automatically to Stream, will have an extra step. 

Download your meeting recording

  1. Double-click your meeting in the Teams calendar
  2. Then, the details tab will open automatically
  3. Click the "Recording" box below the date and time of the meeting and your recording will open in OneDrive or SharePoint
  4. Click the "Download" button on the top bar above the recording and your meeting will be downloaded to your device

Upload your recording Microsoft Stream

  1. Open web.microsoftstream.com and, if prompted, log in with your University log-in details
  2. Click the "Create" tab along the top banner of the Stream window, and select "Upload video" from the drop-down
  3. Either drag your downloaded meeting recording into the box or select the "browse" button and select the file 
  4. Click the "Options" drop-down
  5. Below the "Captions" heading, make sure "Autogenerate captions" is ticked (this should be ticked automatically, but if it is not then tick it)
  6. Click "Publish"

Edit the captions

Note, that you may have to wait some time before completing this step as the autogenerated captions are created. Microsoft state that it can take up to 1-2x the video's duration to generate the captions (so it may take 30 mins - 1 hour for captions to be generated for a 30 minute recording). 

  1. Along the top banner of the Stream window, click "My content" and select "videos" from the list
  2. To the right of your video, you should see the Transcript (if this does not appear, you may need to wait longer for this to be generated)
  3. Click "Edit transcript" (icon of a ben beside the search box) and select what needs to be edited
  4. When you have made your changes, click "Save" 

Check your video and consider deleting the unedited meeting recording

When you have completed the steps above, in Stream click "My content", then "Videos" and select your meeting recording. Watch the video with captions on to make sure the changes have been applied, then share this video with your meeting participants. Information on changing sharing permissions in Stream is available from Microsoft on their Permissions and privacy in Stream page. You may want to share a link to the recording through the meeting chat. 

You may also want to delete the unedited meeting recording. To do this:

  • Double-click your meeting in the Teams calendar
  • Click the "recording" box below the date and time of the meeting
  • Click the delete button along the top bar of the video player (above the recording)
  • A warning box will appear asking if you want to delete the meeting, click "Delete"
  • The unedited recording will now be deleted

You can also view the video below, to see how to edit your captions. 

Video: How to edit captions on a Teams meeting recording
Video showing a user following the steps to edit the captions on a Teams meeting recording. The user first goes to the Teams calendar and double-clicks their meeting, then clicks the recording box. The recording opens in OneDrive and the user clicks the download button. The user then navigates to Microsoft Stream and uploads the video. The user then goes to the video in their videos list and edits the transcript using the edit transcript button and saves this change. Finally, the user goes back to the video through their videos list and checks that the captions have changed correctly.

 What if something goes wrong?

What happens if the meeting fails to upload to SharePoint or OneDrive?

If a Teams meeting recording fails to successfully upload to OneDrive/SharePoint, the recording will instead be saved to Azure Media Services (AMS).

This is the current method for A1 users in which the recording is saved within Teams and will be available to download for 21 days before being permanently deleted. 

You can still download the recording within the 21 days and manually upload it to OneDrive, SharePoint, Teams or Stream. 

If this happens, a warning will appear in the chat or channel stating that the recording failed to upload to OneDrive. A warning triangle will also appear over the thumbnail box. See the image below:

Image showing the warning that a teams meeting recording failed to upload to OneDrive

 

Will Stream still be available? 

What will happen to my videos in Stream

Your videos currently in Stream will stay there.

Microsoft have stated that they have no plans to retire the Stream platform in the near future. They have also stated that if they do this, they will migrate existing videos in Stream over to OneDrive and SharePoint.

You can continue to use the Stream platform by manually uploading your videos to Stream. For information on Stream, please see our Stream page.