Microsoft Teams is a software suite that’s commonly used by companies to facilitate online meetings between employees or to talk to external collaborators or important customers. This app allows for instant communication between thousands of users at any given time with video, audio, note sharing, and more. Compared to traditional means of business communication such as phone or e-mail, Microsoft Teams is clearly a huge upgrade.
Since videoconferencing is such a big part of this app, the communication is largely visual and occurs in real-time. Video recording is popular. The same is true for meetings organized with Microsoft Teams, where invited users can chat with their webcams turned on or share the content of their computer screen with others. That’s great for brainstorming new ideas and discussing a detailed schedule of activities, but it can sometimes be hard to remember everything that was said during the meeting.
This is why many people are wondering how to record Teams meeting and be able to access its content whenever it’s convenient. This is possible to do, but you should be aware of certain limitations and conditions before you try executing it in practice.
How Do I Record a Meeting in Microsoft Teams?
Why do People Need to Record Teams Meeting?
Who Can Record a Meeting in Microsoft Teams?
How to Record Microsoft Teams Meeting?
Recording a meeting or part of it in Teams can be advantageous for many reasons,
The recording typically includes video, audio, as well as screen sharing, so it is a fairly realistic representation of the meeting’s actual flow.
The recording option is provided within the Teams software, with completed videos saved to the cloud (OneDrive or SharePoint).
However, there are certain limitations concerning who can record a meeting and for how long the recording will be kept in storage. It’s highly recommended to become familiar with the exact criteria so that you know whether you can initiate the recording and when it will remain available for viewing within the software. This is especially important since it’s not possible to create multiple recordings of the same meeting at the same time, and all participants will have to use the same one if they want to go back to what was said in the meeting.
It’s important to know that the recording will continue even if the person that started it leaves the meeting, and will only end once all participants leave.
On the other hand, if you are wondering if can you record Microsoft Teams meeting as a guest, the answer is unfortunately negative. External guests and those who participate anonymously in the meeting are precluded from recording it without explicit permission from the admin. When the recording is started, Teams will notify all the participants with a direct message.
Depending on the jurisdiction it may be legally required to obtain a formal agreement from all participants before proceeding, which should be kept in mind when holding international meetings.
Once you navigate all the rules regarding who can record the meeting, the rest of the process is not very complicated. Since it’s possible to record from within the app and most settings are applied by default, there is no need to install any software or undergo any lengthy preparations. Just follow a succession of simple steps and Teams will do everything else automatically.
Here is how to start and stop a recording session in Microsoft Teams and capture everything that’s said and shared during a meeting:
Starting the Recording
Step 1. Open the Microsoft Teams app on your computer or phone and join the meeting in progress, or start a new one.
Step 2. Click on the three-dot icon at the top of the screen to access meeting controls for that meeting.
Step 3. Select More options from the menu, before clicking on the Start recording item.
Step 4. From the same menu, you can also select Live transcriptions to be included, but only if that’s allowed by the admin.
Stopping the Recording
Step 1. Again, open the meeting controls by clicking on the three-dot icon in Teams interface
Step 2. Choose More options, and then select Stop recording and/or Stop transcription, depending on what was being captured
Step 3. If there is a company policy regarding meeting recording, you must accept it before saving
Step 4. Wait for a short while for the recording to be processed and saved before it can be viewed
Finding the Finished Recording
All recordings are saved in the cloud, but the exact location might differ for meetings of various types. If you are unsure where does Teams save recordings, there is a very simple rule of thumb to follow. In case the recorded meeting was conducted within a channel, it will be saved on SharePoint. Otherwise, you should look for the recording on OneDrive cloud service.
The file will remain in the same location for a fixed period defined by the admin, and in some cases may be kept permanently if No expiration option is active. Only members of the organization can access the recording by default, as guests and external participants require permission from the admin.
If you find that you can’t record a team meeting with Microsoft Meeting, or don’t have permission to do so, you can use a free and powerful third-party recording tool to help you out. Gemoo Recorder comes here. With 4 recording modes, you can record the screen, sound, or camera, and you can also mix and combine the three as you want.
Step 1. Free download Gemoo Recorder and launch it on your computer > Enter your account and password to log in Gemoo Recorder.
Step 2. Gemoo Recorder supports 4 recording modes. You can choose the one your want to record. Here you can choose Screen Only to record team meetings.
Step 3. After choosing the recording mode, please hit on the Start Recording button to initiate recording.
Step 4. You can control your recording process by tapping on the control panel in the left sidebar.
The official method for recording a meeting in Teams is optimized primarily for corporate context, and it provides full transparency to everyone present in the virtual room. When using this method, it’s not possible to hide from the other participants that recording is taking place, but there are other ways to accomplish this with third-party meeting recording software. There are a number of reliable screen recorders that can successfully record video and audio from a selected app, and some of them such as OBS Studio may be free to use. With a tool of this kind, you can create a clip containing almost everything that you would get with the built-in recording tool. The main difference is that the other participants won’t be notified about their content being captured.
The procedure is quite simple and doesn’t diverge from normal screen recording with any of those tools. You need to enter the meeting, run the screen recorder, and instruct it which parts of the screen to capture and whether to include system and microphone audio. Such a recording can be saved discreetly to a hard disc, so that it remains available only to its creator without any time limit. Even the administrator of the meeting won’t be aware that the recording is made or be able to see it.
While it’s not very hard to learn how to secretly record Microsoft Teams meeting, you should think twice before doing it. Such an action probably runs afoul of the company policy and may even be illegal in some places. While Teams isn’t able to automatically detect when an external recorder is turned on, there are still plenty of ways for the clandestine recording to be discovered and fall into wrong hands, exposing you to risk of being sanctioned. Of course, if you have good reasons to record a meeting without anyone knowing (i.e. your boss threatening you, or a client suggesting an under-the-table deal), it’s comforting to know that you can complete this action using software that’s easy to find online.
Since the core functionality of Microsoft Teams is multimedia communication in real time, it’s logical that the recording feature was given a lot of consideration. The limitations put in place serve to prevent any attempts at abuse of this collaborative software and help companies keep their conversations private. Despite this, it’s still possible to get around some of those limitations by using a third-party screen recorder instead of the built-in function. This method allows meetings to be recorded without notifying other participants, but it’s ethically questionable and should be used only when it’s really necessary.