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Change to how Microsoft Teams meetings recordings are saved

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.

 

Previous setup for meeting recordings

UCT staff
Students
Third parties

Recordings were saved in the meeting chat and automatically uploaded to Microsoft Stream.

Recordings were saved in the meeting chat for 21 days. Thereafter, it was deleted and no longer accessible.

Recordings were saved in the meeting chat for 21 days. Thereafter, it was deleted and no longer accessible.

 

Benefits of changing to online storage platforms

  • Meeting recordings are uploaded much quicker to OneDrive for Business and SharePoint.
  • It is easier to set permissions, so you can ensure that only the relevant people have viewing access.
  • Recording owners can now give external parties and guests direct access to the file’s shared location. This was not possible in the past, as Microsoft Stream restricted access to UCT staff and students only.

Note: Meeting attendees can only view the recording and not download or share it.

 

Default permission recordings

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.

 

Microsoft Stream channels

If you have an existing Microsoft Stream channel, you can still upload meeting recordings to it.

 

Closed captions

These will only be available if the meeting recorder enabled transcription when starting the recording.

Recording owners have the ability to hide captions on meeting recordings. The meeting transcript can, however, still be access on Teams up to 60 days after the meeting.

Once a meeting is uploaded to a different location (i.e. in addition to OneDrive for Business or SharePoint) captions may not be supported.

 

FAQs

What happens to all my current recordings?

Recordings that are saved on Microsoft Stream are not impacted by this change. You can continue to access them even after the change.

 

On whose OneDrive are recordings saved?

The person who clicked Start recording in the meeting. They then have full rights over the recording. This could be the meeting organiser or any meeting attendee. We advise that the meeting organiser records the meeting.

 

Will all invited attendees be able to access the recording or only those who attended?

The recording link is sent to UCT attendees - even if they missed the meeting. External guests do not receive the link. The meeting organiser needs to manually add them to the viewing list then send them the link.

 

How do I prevent someone from accessing a recording?

The recording owner can decide who can access the recording by setting the necessary permissions. For channel meetings, permissions depend on the channel setup.

 

How do I avoid someone from downloading a recording?

Meeting attendees can only view the recording. They will not have access to download it.

 

Can I share the recordings with external parties too?

By default, external parties will not have access to any recordings. The recording owner or meeting organiser  needs to manually share the content with them.

 

How do I access a recording on OneDrive for Business?
  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 OneDrive from the left panel.

 

How do I know where the meeting recording is?

Recording owners no longer receive an email that the video is now available on OneDrive. However, the meeting chat will include a message indicating that the recording is available in OneDrive for Business.

The recording owner can then access the file from their OneDrive for Business account, in the Recordings folder. It is accessible on the top folder level.

Internal meeting attendees will automatically receive a link to the folder.

 

How do I upload my recording to Microsoft Stream?

Follow these step-by-step instructions.

 

How secure is OneDrive for Business?

This article outlines how Microsoft safeguards your data.

 

Will the recording still appear in the meeting chat?

Meeting recordings will be stored in the meeting chat.

 

Will I receive a notification when the meeting recording is available?

Recording owners will not receive an email that the video is now available on OneDrive. The recording will however appear in the meeting chat indicating that it is available in OneDrive for Business.

The recording owner can then access the file from their OneDrive for Business account, in the Recordings folder. It is accessible on the top folder level.

Internal meeting attendees will receive a link to the folder.

 

Is there any training available to assist me in understanding the changes?

There are two information sessions taking place in September regarding this change. If you’re unable to attend either of these sessions, you can view the recording on the  ICTS Training channel on Microsoft Stream.

 

What will happen with my OneDrive for Business quota?

You have a 1TB OneDrive for Business quota which allows you to store large numbers of files there.