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Meeting recordings in Microsoft Teams

Microsoft Teams has been instrumental in ensuring that scheduled and urgent meetings can continue without having to be cancelled or delayed until after the lockdown. Each meeting scheduled in Teams can be recorded, depending on the settings that the meeting organiser has put in place.

By default, at UCT, all meeting recordings are available to those who were invited to the meeting and not only those who attended. The owner must give access to participants who were unable to attend the meeting, even if they are from UCT. Alternatively, an owner can manually choose to make a recording visible to everyone in an organisation (such as UCT), using the options outlined below.

Meeting roles

An organiser is the person who scheduled the meeting. They can then invite attendees and set permissions that determine who should be presenters and who should simply be attendees.

Essentially a presenter has the same capabilities as that of the organiser. They can admit people from the lobby, share content, take control of someone else’s presentation, mute and remove participants, change roles and stop or start the recording of the meeting.

An attendee can only speak, share their video, use the chat functionality and privately view a shared presentation.

View a detailed list of each role’s capabilities.

The owner of a recording of a meeting is the person who started the recording.

External participants

If a meeting is scheduled via a Teams channel, guests or external parties invited to the meeting will not be able to access any of the Teams content, including the chat history, recordings and documents. Documentation applicable to the meeting will need to be sent to external parties using another mechanism (i.e. email, OneDrive link, etc.).

Where guests are added as members of a team they will be able to access the relevant information such as chat history and documents, but not recordings.

Join a team as an external participant
  1. As a guest you will receive an email informing you that you are now a team member. If you do not receive an email, download Teams.
  2. Enter your email address used to create your account on Teams and click Sign in.
  3. A pop up will appear prompting you to request a code from Microsoft. Click Send code. The code is valid for 30 minutes and will be emailed to you.
  4. Enter the code and click Sign in.
  5. Ensure that the Allow my organisation to manage my device checkbox is cleared and click No, sign in to this app only.
  6. Select University of Cape Town (Guest) from the drop down menu.
  7. In order for Microsoft to create a user account, click Next
  8. Create a password and click Next.
  9. A verification code will be sent to your mailbox. Enter the verification code and clear the I would like information, tips, and offers about Microsoft products and service checkbox. Click Next.
  10. Enter the characters in the provided field and click Next > Accept.
  11. Enter your password again and click Sign in.
  12. You now have access to the relevant team.

 

Set permissions via Meetings options

Before a meeting: Open the meeting invite and click Meeting options.

During a meeting: In the meetings control bar click Show participants > Manage permissions.

A Teams webpage opens allowing you to set the following options list before. Please note that some options may not be available for channel meetings.

  • Who can bypass the lobby?
    • Only you
    • Everyone
    • People I invite
    • People in my organisation
    • People in my organisation and trusted organisations, and guests
    • People in my organisation and guests
       
  • Always let callers bypass the lobby
    • Yes
    • No
  • Announce when callers join or leave
    • Yes
    • No
  • Who can present?
    • Everyone
    • People in my organization
    • Specific people
    • Only me
  • Select presenters for this meeting: presenters that are from UCT can be added ahead of time. External presenters can only be added during the meeting via the Show participants option in the meeting toolbar.
  • Allow mic for attendees: toggle on or off
  • Allow camera for attendees: toggle on or off
  • Allow meeting chat
    • Enabled (default)
    • In-meeting only
    • Disabled
  • Allow reactions: toggle on or off

During the meeting

At the start of the meeting, you can allocate the various roles, if necessary, and check who is in the meeting under Tracking.

Each department and faculty can provide recommendations about which meetings must be recorded, which meetings should not be recorded and for which meetings recordings are optional.

To record a meeting, first inform attendees that the meeting will be recorded. If there are no objections, go to the meeting controls and select More options ··· > Start recording. A pop up will appear at the top of the meeting screen informing all in attendance that the recording has started.

To stop a recording click More options ··· > Stop recording.

It is worth noting that any participant can start and stop a recording unless they are from an external organisation, a guest, or listed as anonymous.  Additionally, only one recording can take place at a time.

Manage recordings

Microsoft has changed the way that Teams meeting recordings are saved. Standard meeting recordings are now saved on OneDrive for Business while channel meeting recordings are saved on SharePoint.

Meeting recordings that are saved on Microsoft Stream are not impacted and can continue to be accessed after the change.

Standard meetings

Standard meetings are scheduled and ad-hoc meetings that are set up via Outlook or theTeams calendar using the Meet now or New meeting features.

The individual who clicks the Start recording button in a meeting automatically becomes the recording owner and has full rights. For this reason, we recommend that the meeting organiser starts the recording, as this will make it easier to manage afterwards. If one of the meeting attendees starts the recording, they have full rights while the meeting organiser only has editing and sharing rights.

The recording is automatically uploaded to the recording owner’s OneDrive for Business account, in the Recordings folder. It is accessible on the top folder level. Follow these instructions to download and install OneDrive for Business.

All other attendees have view access only. A link is automatically shared with these attendees. External parties do not have access to recordings. The meeting recorder or organiser therefore need to give them access.

Channel meetings

Channel meetings take place in a channel or team and are accessible to all team members.

The individual who started the recording has editing rights. The rest of the members’ permissions are based on the channel’s SharePoint permissions.

Recordings are saved in the Teams site documentation library. The folder is called Recordings and is accessible under Documents in SharePoint. 

To access the folder:

  1. Navigate to https://portal.office.com and enter your staff/studentnumber@wf.uct.ac.za then click Next.
  2. On the UCT sign-in page, enter your UCT password, then click Sign In.
  3. When the Office 365 portal opens, click SharePoint  from the left panel.

 

View a meeting recording

If you have been given access to a recording use one of the following methods to view it.

View videos in Microsoft Teams

View videos in Microsoft Stream

Go to the meeting’s Chat history to find the recording and click Play.

 

  1. In Microsoft Teams, in the left side bar click ··· (More added apps) > Stream > Microsoft Stream.
  2. In the Microsoft Stream portal click Discover > Videos.
  3. All videos that are visible to everyone in the organisation will be displayed.
  4. Enter your name in the search bar to view videos that you participated in.

 

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