NOTICE:
As of February 2022, Teams meeting recordings will expire after 1 year if no action is taken. There is no change to the expiry of recordings created before February 2022. For more information, see the section Manage the expiration of a Teams meeting recording, below
OVERVIEW
Target audience: Students, faculty and staff members
Any Teams meeting or call can be recorded to capture audio, video, and screen sharing activity. The recording happens in the cloud and is saved so you can share it securely in OneDrive and SharePoint. This article explains how recordings are stored and how to manage their expiration date.
Some benefits of using OneDrive and SharePoint to store Teams meeting recordings include:
- Increased storage space
- Easy management of permissions and sharing
- Ability to share recordings with guests (specify email addresses in OneDrive/SharePoint permissions)
- More intelligent transcript creation
- Fast availabililty of meeting recordings
In this article:
Recordings saved to OneDrive
For Teams meetings created in Outlook, or outside of Teams channel, the meeting recording is stored in the OneDrive account of the person who started the recording, in a folder named “Recordings”.
People invited to the meeting can access the recording by clicking on the Chat history of the meeting in Teams.
Recordings saved to SharePoint
For meeting invitations created through a Teams channel, the meeting recording is stored in the SharePoint library of the Team channel in a folder named “Recordings”.
During the meeting, any participants can click on Start recording to have it stored on SharePoint.
People invited to the meeting can access the recording by clicking on the chat history of the meeting in Teams.
How to access the Teams meeting recording
For Teams meeting recordings stored in OneDrive:
- People invited to the meeting can view the video recording by clicking on the chat history of the meeting in Teams.
- Person(s) who clicks record / schedules the meeting (editor) can edit the video recording and give access to external invites.
- External invites have no access to the recording. They can make a request to the editor(s) who can then share the recording on OneDrive / SharePoint like any other file.
For Teams meeting recordings stored in SharePoint:
- People invited to the meeting can access the recording by clicking on the chat history of the meeting in Teams.
- People can also access the recording in the "Recordings" folder on the Teams Channel under the Files tab or on SharePoint.
- The member who clicked on Start recording has edit rights to the recording
- Other members’ permissions are based on the Channel SharePoint/Teams permissions
Manage the expiration of a Teams meeting recording
Starting in February 2022, all Teams meeting recordings stored in OneDrive or SharePoint will automatically expire 1 year after they are recorded if no action is taken.
NOTE: All recordings created before February 2022 are not affected and have no expiry date.
Upon expiration, the video recording will be moved to the OneDrive or SharePoint recycle bin and the expiration date cleared. The file owner will receive an email notification with the possibility to recover the recording if they wish.
If the recording is recovered, it will not be deleted by this feature again since the expiration date has been cleared, unless the user sets a new expiration date. Read more about expiry notifications in the FAQ "How will I be notified about a file’s expiration?"
Anyone with edit and delete permissions on the recording can modify the expiration date in OneDrive or SharePoint:
- Click the three dots next to the recording file name
- Choose Details.
- The file’s expiration can be extended for 7, 30, or 60 days, set to a specific date in the future, or set to never expire.
For more details on recording expiration, see the FAQs, below.
FAQ
I was using the feature Transcript in French with MS Stream, is this available in OneDrive/SharePoint?
Yes. The multi-language transcript feature can now be generated in multiple languages (27 languages including Chinese, French, German, Italian, Japanese, Portuguese, and Spanish) on OneDrive/SharePoint.
How will I be notified about a file’s expiration?
- Everyone with view access will see a red icon next to the file in their OneDrive or SharePoint folder 14 days before the file expires.
- The file owner will receive an email notification when the Teams Meeting Recording expires and will be directed to the recycle bin to recover the Teams Meeting Recording if they wish.
Can the expiration date be set per file (e.g., File A is set to expire in 30 days and File B is set to expire in 60 days)?
Yes, the expiration date is set per file. Users can modify the expiration date in the Details pane of a selected file in OneDrive or SharePoint (see screenshot, above).
Is a recording’s expiration date affected if I move, copy, or download and re-upload the file to a different location or site?
The expiration date is only retained for a moved file. For a copied or downloaded and re-uploaded file, the expiration date will be cleared.
Is a recording’s expiration date affected if the file is accessed or played?
No, files will still expire even if the file has been recently accessed or played.
Training
Attend the Lunchtime Learning workshop on Best practices for Team meeting recordings.
ADDITIONAL REFERENCES: