Delete Exchange Online and OneDrive transcript files

Article
01/19/2024
Applies to:

Microsoft Teams

APPLIES TO: ✔️Meetings ✔️Webinars ✔️Town halls

In Microsoft Teams, the current storage location of meeting transcript files is known as Exchange Online transcript or substrate transcript. Exchange Online transcript will be deprecated in 2024. The new storage location will be OneDrive.

This article describes how to delete the meeting transcript files in Exchange Online and OneDrive.

Delete Exchange Online transcript files using XML

You need to use EWS API to delete a transcript file that’s saved on Exchange Online. For more information on the instructions of API, see EWS operations in Exchange.

The structure of the transcription file will be: Root\ApplicationDataRoot\93c8660e-1330-4e40-8fda-fd27f9eafe10\MeetingTranscriptCollection\

Find ParentFolderId (ApplicationDataRoot) using the following code sample:

<?xml version="1.0" encoding="utf-8"?>    
<soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:m="http://schemas.microsoft.com/exchange/services/2006/messages" xmlns:t="http://schemas.microsoft.com/exchange/services/2006/types" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> 
     <soap:Header> 
       <t:RequestServerVersion Version="Exchange2010_SP2" /> 
     </soap:Header> 
     <soap:Body> 
       <m:FindFolder Traversal="Shallow"> 
         <m:FolderShape> 
           <t:BaseShape>IdOnly</t:BaseShape> 
           <t:AdditionalProperties> 
             <t:FieldURI FieldURI="folder:DisplayName" /> 
           </t:AdditionalProperties> 
         </m:FolderShape> 
         <m:IndexedPageFolderView MaxEntriesReturned="50" Offset="0" BasePoint="Beginning" /> 
         <m:Restriction> 
             <t:IsEqualTo> 
               <t:FieldURI FieldURI="folder:DisplayName" /> 
               <t:FieldURIOrConstant> 
                 <t:Constant Value="ApplicationDataRoot"/> 
               </t:FieldURIOrConstant> 
             </t:IsEqualTo> 
         </m:Restriction> 
         <m:ParentFolderIds> 
           <t:DistinguishedFolderId Id="root" /> 
         </m:ParentFolderIds> 
       </m:FindFolder> 
     </soap:Body> 
   </soap:Envelope>

Find MeetingIntelligenceApp folder ID: "93c8660e-1330-4e40-8fda-fd27f9eafe10", as shown in the following code sample:

<?xml version="1.0" encoding="utf-8"?> 
   <soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:m="http://schemas.microsoft.com/exchange/services/2006/messages" xmlns:t="http://schemas.microsoft.com/exchange/services/2006/types" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> 
     <soap:Header> 
       <t:RequestServerVersion Version="Exchange2010_SP2" /> 
     </soap:Header> 
     <soap:Body> 
       <m:FindFolder Traversal="Shallow"> 
         <m:FolderShape> 
           <t:BaseShape>AllProperties</t:BaseShape> 
           <t:AdditionalProperties> 
             <t:FieldURI FieldURI="folder:DisplayName" />
        </t:AdditionalProperties> 
          </m:FolderShape> 
          <m:IndexedPageFolderView MaxEntriesReturned="50" Offset="0" BasePoint="Beginning" /> 
         <m:Restriction> 
           <t:IsEqualTo> 
             <t:FieldURI FieldURI="folder:DisplayName" /> 
             <t:FieldURIOrConstant> 
               <t:Constant Value="93c8660e-1330-4e40-8fda-fd27f9eafe10"/> 
             </t:FieldURIOrConstant> 
           </t:IsEqualTo> 
       </m:Restriction> 
       <m:ParentFolderIds> 
 <t:FolderId Id="AQMkADRhOWIyODBmLTQzMDEtNDc5Yi1iNTY2AC0zYWM4YjNhMjhkNWMALgAAA784AonxS+lBuntvnROGrHMBACDUFKCn6g9ItmL6JTlNKDAAAAIBIgAAAA==" ChangeKey="AQAAAA==" /> 
       </m:ParentFolderIds> 
     </m:FindFolder> 
   </soap:Body> 
 </soap:Envelope>

Find MeetingTranscriptCollection folder ID using the following code sample:

<?xml version="1.0" encoding="utf-8"?> 
 <soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:m="http://schemas.microsoft.com/exchange/services/2006/messages" xmlns:t="http://schemas.microsoft.com/exchange/services/2006/types" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> 
   <soap:Header> 
     <t:RequestServerVersion Version="Exchange2010_SP2" /> 
   </soap:Header> 
   <soap:Body> 
     <m:FindFolder Traversal="Shallow"> 
       <m:FolderShape> 
         <t:BaseShape>AllProperties</t:BaseShape> 
         <t:AdditionalProperties> 
           <t:FieldURI FieldURI="folder:DisplayName" /> 
         </t:AdditionalProperties> 
       </m:FolderShape> 
       <m:IndexedPageFolderView MaxEntriesReturned="50" Offset="0" BasePoint="Beginning" /> 
       <m:Restriction> 
           <t:IsEqualTo> 
             <t:FieldURI FieldURI="folder:DisplayName" /> 
             <t:FieldURIOrConstant> 
               <t:Constant Value="MeetingTranscriptCollection"/> 
             </t:FieldURIOrConstant> 
           </t:IsEqualTo> 
       </m:Restriction> 
       <m:ParentFolderIds> 
 <t:FolderId Id="AAMkADRhOWIyODBmLTQzMDEtNDc5Yi1iNTY2LTNhYzhiM2EyOGQ1YwAuAAAAAAC/OAKJ8UvpQbp7b50ThqxzAQAg1BSgp+oPSLZi+iU5TSgwAAF1f4tpAAA=" ChangeKey="AQAAABYAAAAg1BSgp+oPSLZi+iU5TSgwAATlHZy8"/> 
       </m:ParentFolderIds> 
     </m:FindFolder> 
   </soap:Body> 
 </soap:Envelope>

Delete all transcription files of a user by deleting MeetingTranscriptCollection folder, as shown in the following code sample:

<?xml version="1.0" encoding="utf-8"?> 
 <soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:m="http://schemas.microsoft.com/exchange/services/2006/messages" xmlns:t="http://schemas.microsoft.com/exchange/services/2006/types" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> 
   <soap:Header> 
     <t:RequestServerVersion Version="Exchange2016" /> 
   </soap:Header> 
   <soap:Body> 
     <m:DeleteFolder DeleteType="HardDelete"> 
       <m:FolderIds> 
         <t:FolderId Id="AAMkAGUzNDY1MjY4LTRmNjItNGQ1Ni05YzE4LTE1NDlmYzFiZmFmYgAuAAAAAAC+Ct50+goBS4yeyX/xvq9QAQDhHjGubgXIQZeXAlxCHvQOAACwZS4iAAA=" ChangeKey="AQAAABYAAADhHjGubgXIQZeXAlxCHvQOAACwOP/U" /> 
       </m:FolderIds> 
     </m:DeleteFolder> 
   </soap:Body> 
 </soap:Envelope>

Delete specific transcript file using XML

Get the MeetingTranscriptCollection folder ID by following the first three steps mentioned in the above section.

Now, find a transcript based on threadId + DateTimeCreated using the following code sample:

<?xml version="1.0" encoding="utf-8"?> 
 <soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:m="http://schemas.microsoft.com/exchange/services/2006/messages" xmlns:t="http://schemas.microsoft.com/exchange/services/2006/types" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> 
   <soap:Header> 
     <t:RequestServerVersion Version="Exchange2010_SP2" /> 
   </soap:Header> 
   <soap:Body> 
     <m:FindItem Traversal="Shallow"> 
       <m:ItemShape> 
         <t:BaseShape>AllProperties</t:BaseShape> 
         <t:AdditionalProperties> 
           <t:ExtendedFieldURI PropertySetId="2842957e-8ed9-439b-99b5-f681924bd972" PropertyName="RawJSON" PropertyType="String" /> 
         </t:AdditionalProperties> 
       </m:ItemShape> 
       <m:Restriction> 
 <t:And> 
          <t:Contains ContainmentMode="Substring" ContainmentComparison="IgnoreCase"> 
           <t:ExtendedFieldURI PropertySetId="2842957e-8ed9-439b-99b5-f681924bd972" PropertyName="RawJSON" PropertyType="String" /> 
            <t:Constant Value="19:meeting_ZWRmMGVkMDctNTI0NS00NmQ4LWJjMDgtMDA5MjVhMzE0ZjJl@thread.v2"/> 
          </t:Contains> 
         <t:GreaterThanOrEqual> 
           <t:FieldURI FieldURI="item:DateTimeReceived" /> 
           <t:FieldURIOrConstant> 
             <t:Constant Value="2022-12-28T00:00:00Z" /> 
           </t:FieldURIOrConstant> 
         </t:GreaterThanOrEqual> 
 </t:And> 
       </m:Restriction> 
       <m:ParentFolderIds> 
                 <t:FolderId Id="AAMkAGUzNDY1MjY4LTRmNjItNGQ1Ni05YzE4LTE1NDlmYzFiZmFmYgAuAAAAAAC+Ct50+goBS4yeyX/xvq9QAQDhHjGubgXIQZeXAlxCHvQOAAEP+YkQAAA=" /> 
       </m:ParentFolderIds> 
     </m:FindItem> 
   </soap:Body> 
 </soap:Envelope>

Delete the transcript using the following sample code:

<?xml version="1.0" encoding="utf-8"?> 
 <soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:m="http://schemas.microsoft.com/exchange/services/2006/messages" xmlns:t="http://schemas.microsoft.com/exchange/services/2006/types" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> 
   <soap:Header> 
     <t:RequestServerVersion Version="Exchange2010_SP2" /> 
   </soap:Header> 
   <soap:Body> 
     <m:DeleteItem DeleteType="HardDelete"> 
       <m:ItemIds> 
         <t:ItemId Id="AAMkAGUzNDY1MjY4LTRmNjItNGQ1Ni05YzE4LTE1NDlmYzFiZmFmYgBGAAAAAAC+Ct50+goBS4yeyX/xvq9QBwDhHjGubgXIQZeXAlxCHvQOAACwZS4iAADhHjGubgXIQZeXAlxCHvQOAAEP+bwSAAA=" /> 
       </m:ItemIds> 
     </m:DeleteItem> 
   </soap:Body> 
 </soap:Envelope>

Delete transcripts using EWSEditor

You can also use the EWSEditor open source tool to delete the meeting transcripts by following these steps:

Sign in with client app ID: "d3590ed6-52b3-4102-aeff-aad2292ab01c".

Select Validate Authority to let tenant admin control the data of the user in the tenant.
Select Identify folder by well known name and select Root as Folder name and provide SMTP address.
Find the transcription folder and right-click to delete. To view more details in a pane, double-click on the transcription folder.

Delete specific transcript using EWSEditor

To identify a particular meeting, users can check the DateTimeCreated. Additionally, they can check the threadId for the item by following these steps:

Select View and then Configure Detail Property Set… in the toolbar on top.
Select Add Extended Property in the Property Set Editor pane and select OK.

Provide the following details under Property Identifier in the Extended Property Definition pane and select OK:
- Name or ID: RawJSON
- Property Set: 2842957e-8ed9-439b-99b5-f681924bd972
- Property Type: String
Go back to EWSEditor and the new property will be displayed with its raw JSON string in the lower part of the pane.
Double-click on the property to open it in a new window and check the threadId.

Delete transcript copy in OneDrive and SharePoint via Microsoft Purview

You can choose to delete Teams meeting recordings along with their accompanying transcripts by using an auto-apply retention label policy that identifies these files from OneDrive and SharePoint transcript or OneDrive transcript. For more information, see Automatically apply a retention label to Microsoft 365 items.

Here are the most relevant sections to help you get started:

Note

When creating a retention label policy in Microsoft Purview, the minimum retention period is 1 day, which means the recordings and accompanying transcripts will only be deleted after 1 day.

Delete Exchange Online and OneDrive transcript files

Delete Exchange Online transcript files using XML

Delete specific transcript file using XML

Delete transcripts using EWSEditor

Delete specific transcript using EWSEditor

Delete transcript copy in OneDrive and SharePoint via Microsoft Purview

Feedback

Feedback

Additional resources

Delete Exchange Online and OneDrive transcript files

Delete Exchange Online transcript files using XML

Delete specific transcript file using XML

Delete transcripts using EWSEditor

Delete specific transcript using EWSEditor

Delete transcript copy in OneDrive and SharePoint via Microsoft Purview

Related articles

Feedback

Feedback

Additional resources