Meeting recording policy

Using Microsoft Teams for Meetings and already using (or going to use) the recording functionality? This blog will give you information like:

How to use policies to allow/prevent recording in Teams Meetings.
where the recording will be saved
how users can access the recording
how you can share the recordings with others as well.

Using policies to allow/prevent recording Teams Meeting

To prevent/allow cloud recording for a Microsoft Teams Meeting, you can use the Meeting policies. If you want to limit this functionality, my advise is to update the global meeting policy + create a new meeting policy.

The global policy will be active for all users, by default recording will be disabled. If you have some users that need to have the recording functionality in place, you only have to assign the newly created meeting policy to them.

Example

Below an example of a meeting with 2 users.
User 1 (on the left) has the global meeting policy assigned and User 2 (on the right) has a custom meeting policy assigned:

User 1:
Island (it’s just a username, don’t get distracted by it ;))
Assigned Meeting policy: Global (org-wide)

Below an overview of the “Global” policy

User 2:
TeamsOny (it’s just a username, don’t get distracted by it ;))
Assigned Meeting policy: AllowRecording (custom policy)

Below an overview of the “AllowRecording” policy

So with this in place, how does it look from a Client perspective?

User 1 (Island) organized the meeting:

You can see that both of the users can’t start recording as the meeting is organized from a user without recording rights.

User 2 (TeamsOnly) organized the meeting:

You see that only the “TeamsOnly” user (on the right) can start the recording.

Did you know that you can force a “Company policy acceptance” pop-up before the start of the recording? This means that the user first needs to view the company’s video policy and needs to accept it before the recording will start.

The user that starts the recording first has to click on “View policy” before it is able to click on “Accept”.
After that, the recording will start and informs all participants, with a notification banner at the top, that the recording has been started.

In order to do this, you need to enable it via the option “Company policies” in the Stream Admin portal.

Location of recorded Teams Meetings

So you just finished a Teams Meeting where you used the Recording functionality, but what’s next? Where can you find it? Where is it stored? How can you share the recording to co-workers?

As Microsoft Teams is using Stream, all recording will be uploaded to Stream. After the meeting, the recording isn’t available yet as it is being uploaded to Stream.

Microsoft Stream will send an email to the organizer when the file is uploaded and available. You can find the recording in the meeting chat. You can simply click on it to view the recording, or you can click the 3 dots to share it with co-workers.

Reference: https://docs.microsoft.com/en-us/microsoftteams/meeting-policies-in-teams#allow-cloud-recording

Found this helpful? Leave a comment below.

For now,
Thanks for reading!

Kind regards and Stay Healthy,
Mitchell Bakker