Manage Teams recording policies for meetings and events

  • Applies to: Microsoft Teams

Note

When organizers turn off Microsoft 365 Copilot in Teams meetings and events, recording and transcription are also turned off. To learn more about Copilot, see Manage Microsoft 365 Copilot in Teams meetings and events.

APPLIES TO: Image of a checkmark for yes Meetings Image of a checkmark for yes Webinars Image of a checkmark for yes Town halls Image of a checkmark for yes Group calls

In Microsoft Teams, your users can record their Teams meetings, webinars, and town halls to capture audio, video, and screen sharing activity. This type of recording is called convenience recording. The recording happens in Microsoft 365 and is saved to OneDrive or SharePoint, which must be turned on for the user. For details on OneDrive and SharePoint recording storage, see Use OneDrive and SharePoint for meeting recordings.

Many users use meetings and calls interchangeably depending on their needs. We recommend that you check your call recording policy settings as well. If the settings are different for meetings and calls, it might cause confusion for your users. To learn about managing recording for Public Switched Telephone Network (PSTN calls), see Configure call recording, transcription, and captions in Teams.

When a meeting is recorded:

  • It gets uploaded to the meeting organizer's OneDrive (private meetings) or SharePoint (channel meetings). To learn more about recordings in OneDrive and SharePoint, see Teams meeting recording storage and permissions in OneDrive and SharePoint.
  • People invited to the meeting have permissions to view the recording (guests and external attendees can view the recording only if the recording is explicitly shared with them).
  • Microsoft Purview, OneDrive file storage, and access permissions apply to the meeting recording files the same as with other files.
  • It's linked in the chat for the meeting.
  • It's displayed in the Recordings and Transcripts tab for the meeting in Teams calendar.
  • It's added to various file lists across Microsoft 365: Shared with me, office.com, Recommended, Recent, etc.
  • Microsoft 365 Search indexes it

Town halls and webinars follow the same process for recording. However, there are a few key differences:

  • In town halls, attendees can't access the recording through the chat.
  • By default, town halls and webinars are recorded automatically. Your users can stop their events from being automatically recorded with the Record and transcribe setting in their meeting options.
  • Webinars and town halls use video on demand (VOD) to publish recordings. To learn more about VOD, see Manage VOD publishing for webinars and town halls.

There's an option for recordings to have automatic transcription, so users can play back meeting recordings with closed captions and review important discussion items in the transcript. For more information about transcription and captions, see Configure transcription and captions for Teams meetings.

For an overview of recording and transcription policies available for Teams meetings, events, and calls, see Overview- Recording and transcription for Teams meetings, events, and calls.

External participants

External participants can't record meetings except when it's a Teams third party compliance recording. If an external Teams user that's enabled for compliance recording joins a meeting or call hosted by your organization, the other organization records that meeting or call for compliance purposes, regardless of the Meeting recording setting in your organization. Organizers, co-organizers, and presenters in that meeting are notified and can remove the external participant from the meeting if they don't want the other org to capture recordings.

Allow or prevent users from recording

You can use the Microsoft Teams admin center or PowerShell to control whether your users can record meetings, webinars, and town halls. Meetings, webinars, and town halls each have their own recording policies that you can manage. Both the organizer and recording initiator need to have recording permissions to record the meeting, webinar, or town hall. Organizers with a Teams Premium license can use their meeting options to control who can record and transcribe.

Meetings

To allow or prevent meeting recordings, follow these steps:

  1. In the Microsoft Teams admin center, expand Meetings > Meeting policies.
  2. Either select an existing policy or create a new one. To apply changes to all users in your organization who don't have an existing policy assignment, use the Global policy. To exclude certain users from the global policy, create and assign a custom meeting policy.
  3. Toggle Meeting recording On or Off.
  4. Select Save.
  5. To assign the policy:
    • To specific users: Select your policy > select Manage users > Assign users > enter in the search bar the names of specific users and select Add > select Apply.
    • To groups: Select Group policy assignment > select Add > enter the group's name and enter the policy's name > select Apply.

To manage meeting recording using PowerShell, use the -AllowCloudRecording parameter in Set-CsTeamsMeetingPolicy. For details, see the PowerShell section in this article.

Webinars

To allow or prevent webinar recordings, follow these steps:

  1. In the Microsoft Teams admin center, expand Meetings > Events policies.
  2. Either select an existing policy or create a new one. To apply changes to all users in your organization who don't have an existing policy assignment, use the Global policy. To exclude certain users from the global policy, create and assign a custom events policy.
  3. Navigate to the Recording & transcription section.
  4. Toggle Record a webinar On or Off.
  5. Select Save.
  6. To assign the policy:
    • To specific users: Select your policy > select Manage users > Assign users > enter in the search bar the names of specific users and select Add > select Apply.
    • To groups: Select Group policy assignment > select Add > enter the group's name and enter the policy's name > select Apply.

To manage webinar recording using PowerShell, use the -RecordingForWebinar parameter in Set-CsTeamsEventsPolicy. For details, see the PowerShell section in this article.

Town halls

To allow or prevent town hall recordings, follow these steps:

  1. In the Microsoft Teams admin center, expand Meetings > Events policies.
  2. Either select an existing policy or create a new one. To apply changes to all users in your organization who don't have an existing policy assignment, use the Global policy. To exclude certain users from the global policy, create and assign a custom events policy.
  3. Navigate to the Recording & transcription section.
  4. Toggle Record a town hall On or Off.
  5. Select Save.
  6. To assign the policy:
    • To specific users: Select your policy > select Manage users > Assign users > enter in the search bar the names of specific users and select Add > select Apply.
    • To groups: Select Group policy assignment > select Add > enter the group's name and enter the policy's name > select Apply.

To manage town hall recording using PowerShell, use the -RecordingForTownhall parameter in Set-CsTeamsEventsPolicy. For details, see the PowerShell section in this article.

Block or allow download of channel meeting recordings

-ChannelRecordingDownload is an org-wide policy parameter that controls the folder where recordings and transcripts are stored to determine whether users can download channel meeting recordings and transcripts.

The two values for this setting are:

  • Allow (default value) - Channel meeting recordings and transcripts are saved to a Recordings folder in the channel's SharePoint site. The recording and transcript file permissions follow the Channel SharePoint permissions. This is the same as any other file uploaded for the channel.
  • Block - Channel meeting recordings and transcripts are saved to a Recordings\View only folder in the channel's SharePoint site. Channel owners have full access and rights to the recordings and transcripts in this folder, while channel members can only view them without the option to download or edit.

To manage this setting using PowerShell, use the -ChannelRecordingDownload parameter in Set-CsTeamsMeetingPolicy. For details, see the PowerShell section in this article.

Set a custom privacy policy URL

To update the Teams recording and transcription privacy policy URL with a custom link for users in and outside your org, you must use one of the following options:

If you don't enter a privacy and security URL in Teams meeting settings or PowerShell, we display Microsoft Entra ID's privacy policy. For more information on Microsoft Entra ID's privacy policy, see Add your organization's privacy info using Microsoft Entra ID. If there's no Microsoft Entra ID, we display the Microsoft Privacy policy.

Once you add your privacy policy URL, your URL replaces the default Teams meeting recording and transcription privacy statement.

Note

The Microsoft Entra ID's privacy policy isn't shown to external tenant users or anonymous users. If you don't create a privacy and security URL in Teams meeting settings or PowerShell, the Microsoft Privacy policy is shown instead.

Permissions and storage

Teams meeting recordings are stored in the organizer's OneDrive and SharePoint storage. The location and permissions depend on the type of meeting and the role of the user in the meeting. Users that have full edit rights on the video recording file can change the permissions and share it later with others as needed. To understand permissions and storage in OneDrive and SharePoint, see Use OneDrive and SharePoint for meeting recordings.

eDiscovery search for recordings and transcripts

To find your users' recording and transcript files using eDiscovery, follow these steps:

  1. Navigate to the Microsoft Purview portal.
  2. In the search box, enter 'eDiscovery'
  3. Follow the steps in the linked article to create an eDiscovery case: Create and manage an eDiscovery (Premium) case.
  4. Open the case and on the Collections tab and select New collection.
  5. Commit the new collection.
  6. Open Review set, and use the filter to find the recordings and transcripts you're looking for.

Troubleshooting

To learn about why users can't record meeting, see I can't record a meeting in Microsoft Teams.
To learn how to use diagnostic tools, see Issues that affect meeting recordings.

PowerShell

Start by connecting to Windows PowerShell.

After you create or update new policies, you can assign them to users or groups. For more information on assigning policies to users and groups using PowerShell, see Assign policies to users and groups.

Manage recording for meetings

To allow everyone in your organization to record, except users with an assigned custom meeting policy, run the following command:

Set-CsTeamsMeetingPolicy -Identity Global -AllowCloudRecording $true

To allow specific users in your organization to record, run the following commands:

  1. Create a new policy.

    Set-CsTeamsMeetingPolicy -Identity "Your Policy Name" -AllowCloudRecording $true

  2. Assign specific users the policy.

    Grant-CsTeamsMeetingPolicy -Identity "user@contoso.onmicrosoft.com" -PolicyName "Your Policy Name"

To allow specific groups in your organization to record, run the following commands:

  1. Create a new policy.

    Set-CsTeamsMeetingPolicy -Identity "Your Policy Name" -AllowCloudRecording $true

  2. Assign specific groups the policy.

    Grant-CsTeamsMeetingPolicy -Group "Group ID" -PolicyName "Your Policy Name"

Manage recording for webinars

Use the following script to allow users with this policy to record webinars:

Set-CsTeamsEventsPolicy -Identity <policy name> -RecordingForWebinar Enabled

Use the following script to prevent users with this policy from recording webinars:

Set-CsTeamsEventsPolicy -Identity <policy name> -RecordingForWebinar Disabled

Manage recording for town halls

Use the following script to allow users with this policy to record town halls:

Set-CsTeamsEventsPolicy -Identity <policy name> -RecordingForTownhall Enabled

Use the following script to prevent users with this policy from recording town halls:

Set-CsTeamsEventsPolicy -Identity <policy name> -RecordingForTownhall Disabled

Manage whether meetings require participant agreement for recording and transcription

The -ExplicitRecordingConsent parameter also controls recording consent for Audio Conferencing. To learn about explicit consent for Audio Conferencing, see Explicit recording consent for Audio Conferencing.

To require participants to give their explicit consent to be recorded or transcribed in any meeting that organizers with this policy create, use the following script:

Set-CsTeamsMeetingPolicy -Identity <policy name> -ExplicitRecordingConsent Enabled

Manage download of channel meeting recordings in PowerShell

To prevent users in your organization from downloading channel meeting recordings and transcripts from OneDrive and SharePoint, use the following script:

Set-CsTeamsMeetingPolicy -Identity Global -ChannelRecordingDownload Block

To allow users in your organization to download channel meeting recordings and transcripts from OneDrive and SharePoint, use the following script:

Set-CsTeamsMeetingPolicy -Identity Global -ChannelRecordingDownload Allow
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