MS Teams Webinars - Recording Access

Hi Eve Sheppard

Based on your description, it appears that the email you received is the registration confirmation email, which includes the “View meeting” link so participants can easily join the webinar when it takes place. This email is sent immediately after someone registers and is mainly intended to help them attend the live session.

To ensure that registered participants receive the recording link after the event, a few additional steps are required once the webinar has ended. After the event finishes, please go to Teams > Calendar, open the webinar, and select Manage event. From there, open the Recordings section and select Publish (or Publish from OneDrive, depending on where the recording is stored).

Once the recording is published, Teams will automatically send a separate follow‑up email to all registered participants containing the link to view the recording. This email is different from the original registration confirmation and is only triggered after the recording has been published.

If the recording shows as Published, no further action is needed. All registrants should then receive the recording email and be able to watch it.

Thank you for taking the time to check this, and I hope this information is helpful for you.

Thanks for this - exactly the information I was looking for. However, I'm finding that participants aren't able to view the video from the link sent in the automated email. They just get the event page but no video - not even a video placeholder saying 'You don't have permission to view this' - which is what I would expect if it were a problem with sharing permissions. I understand that I can share the recording through different routes, but it's a shame that the automation isn't working as this was a real plus for me.

Dear @Barry Sullivan,

I hope you’re having a good day.

Yes, but it depends on how the recording is shared.

In Teams webinars, it’s important to understand that registration does not automatically grant access to the recording. Someone registering only means they signed up for the event, while access to the recording is controlled separately through the file’s sharing permissions after the webinar.

In practice, this means that if your recording is shared in a restricted way (for example, only with attendees or only within your organization), then people who registered but did not attend may not be able to open the recording link by default, even if they received confirmation emails earlier.

At the same time, in most real-world scenarios, organizers tend to either leave the recording with broader access (for example within the organization) or send the recording link out after the event. Because of that, many registrants even those who didn’t attend do end up being able to watch the recording, but this happens because of how the recording is shared, not because registration automatically gives them access.

That said, in your specific situation, you still have full control over this. Even if those participants don’t get access automatically, you can easily share the recording with them afterward.

Once the webinar ends, the recording is typically saved to your OneDrive (if you organized it) or SharePoint (if it was part of a channel). When you open that recording, you can manage access directly from there. You can grant permission by entering specific email addresses, which ensures only they can view it. If you prefer a broader approach, you can adjust the sharing settings to generate a link that works for a wider audience, depending on your organization’s policies (such as allowing access to anyone with the link or to a defined group of users).

If you prefer a broader approach, you can adjust the sharing settings to generate a link that works for a wider audience, depending on your organization’s policies (such as allowing access to anyone with the link or to a defined group of users).

After setting the appropriate permissions, you can then send out the recording link manually. A common and effective approach is to follow up with all registrants using the registration list, so that everyone who showed interest, whether they attended or not can still access the content.

I hope this helps clarify things. If you’d like, you can share how your current sharing is configured, and I’d be happy to help you fine-tune it for your audience

Please understand that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.  

Looking forward to hearing back from you with any updates or additional details. 

Warm regards, 

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