Prepare: Microsoft Teams meeting recordings are shifting to OneDrive and SharePoint
Microsoft Teams meeting recordings are shifting from Microsoft Stream to OneDrive and SharePoint. This change should make them easier to find, share and manage.
Here’s what you need to know to prepare your people for the change.
What is changing?
Today when you meet online using Microsoft Teams, you can record the meeting to share later. The meeting organiser or a presenter starts the recording. Once the meeting is finished or the meeting recording is stopped, it is saved to Microsoft Stream, Microsoft 365’s video storage and streaming service. The meeting recording can be found in the Chat within the meeting.
Microsoft Stream is the video library service that stores videos and organises them into channels. Videos and channels can be kept private, shared with attendees of the meeting. Or they can be made public within you organisation, shared with other groups or the whole or in channels.
In the near future, new meeting recordings will be saved to OneDrive or SharePoint. The recordings will be easier to find, share and manage.
- Recordings can be easily shared inside and outside of your organisation
- Recordings will appear in search results
Meeting recordings will still be found within the meeting chat. When you open the meeting recording, it will open in either OneDrive or SharePoint.
When will this change happen?
This is the timeline at the time of recording this video.
From October 5, 2020 — Organisations can enable saving recordings to OneDrive and SharePoint
From November 1, 2020 — New meeting recordings will begin to be saved to OneDrive and SharePoint for all organisations, unless you have chosen to delay this change.
During Q1 2021 — All new meeting recordings will be saved to OneDrive and SharePoint
Change communications template
Make your organisation aware of the change. Use this template as a starting point to create, adjust and send communications to your own organisation.
How do I prepare for the change?
If you are a meeting organiser, you will need to know:
- When a recording is saved to OneDrive and who’s OneDrive.
- When a recording is saved to SharePoint, where in SharePoint and how is it related to a Microsoft Team.
- How to share a recording with people from your organisation who didn’t attend the meeting.
- How to share a recording with people outside of your organisation
- How to manage recordings and related assets such as transcriptions.
If you are a meeting attendee, you will need to know:
- How to access the recording
There are three types of meetings you can hold using Microsoft Teams. Meeting recordings will save in either OneDrive or SharePoint.
Standard meeting
This is scheduled using Outlook or Teams. A Teams meeting link is added to the invite. Only those with the link to the meeting can attend. When the meeting is finished, those using Teams will find it in the Chat app.
- A standard meeting recording will be stored in OneDrive. It will be stored in a folder named Recordings.
- The person who starts the recording becomes responsible for the recording file. They will have the recording stored in their OneDrive.
- The recording will be shared automatically with the attendees from your organisation.
- Access the recording from the meeting Chat feed.
- If you wish to share the recording with attendees from outside your organisation, the person who started the recording will need to share the file. It is recommend they choose the option to ‘Share with specific people’ and add the email addresses of the attendees.
Channel meeting
A channel meeting is either scheduled within a Channel in a Microsoft Team. Channel meetings can be attended by anyone in the Team that is hosting the Channel. Channel meetings are ideal for a team that want’s to keep all the conversation, documents and activities related to the meeting, together within the Team.
- A channel meeting recording will be stored in the Files for the channel, within the Team. (SharePoint). It will be stored in a folder named Recordings.
- The recording will be shared automatically with the attendees from the Team and any team member.
- Team members will be able to access the recording from the meeting Chat feed, or by visiting Files and the Recordings folder for the channel.
- If you wish to share the recording with others inside your organisation, the recording file will need to shared using the File sharing options.
- Use Allow anyone in your organisation, if you want anyone in your organisation to view the recording.
- Use ‘Share with specific people’ if you want to limit who can view the recording.
Ad-hoc meeting (Meet Now)
This meeting can start when you want to create a conference call right now. In Microsoft Teams, you use the Meet Now button in the Calendar app. Or when you are in a 1 on 1 call and add more people to the meeting.
- When Meet Now is started from the Calendar app, the recording will be stored in OneDrive. This is the same experience as for a standard meeting.
- When a Meet Now is started from a channel in a team, the recording will be stored in the Files for the channel, within the team. This is the same experience as a channel meeting.
Disclaimer: Please refer to guidance relating to this update from your own organisation. Your organisation may have different release timing for this change, or where possible choose not to enable features mentioned in this update. Contact the service desk for your organisation if you have further questions.
Originally published at https://modernworkplacescenarios.com on October 2, 2020.
