Is there a way to allow Ms Teams Recordings to be downloaded by all meeting participants as well across the org?

Hello there,

if you have a MS Teams Premium license you can achieve your goal by changing the default Meetings & Recording policies.

Depending on the type of account and organization, recordings are saved in different locations:

• Microsoft OneDrive: If the meeting is among members of an organization, the default policy dictates that the recording will be saved in the "Recordings" folder of the user who organized the meeting (regardless of who started the recording).
• SharePoint: If the meeting is in a Teams channel, the recording will be stored in the team's document library in SharePoint.

These default locations can be modified if you have a premium MS Teams license. For example, if you want recordings to be saved in the "Recordings" folder of the user who started the recording instead of the meeting organizer, with MS Teams Premium, you can do this as follows:

• Access Teams Admin Center
• In the left menu, select Meetings > Meeting policies.
• Select the policy applied to users (e.g., Global if it is the default policy).
• Look for the option Meeting recordings storage.
• Ensure it is set to OneDrive for Business.
• Verify that the following options are correctly set:
• Allow participants to start recording: Enabled
• Save private call recordings to the recorder's OneDrive: Enabled
• Allow cloud recording: Enabled

Unfortunately, if you don't have a MS Teams Premium license, you can't grant the download & edit permissions globally for a team, channel, or organization. As of today, the only way to globally allow users other than the meeting organizer to download all past, present, and future recordings (without having to intervene on each file) is to ask the meeting owner to follow these steps:

• Access SharePoint.
• Go to the Recordings folder, where videos of meetings organized by the user as the owner are automatically stored.
• Grant edit or view access to the users you want to allow downloading of the recordings, modifying the default setting (which only allows viewing without download).

This way, all videos in the /Recordings/ folder, as well as those related to all future recordings, will be accessible to the specified users. However, the downside of this workaround is that these users will have access to ALL files in the /Recordings/ folder of that user, including potentially confidential recordings. It is therefore strongly recommended to avoid this practice, unless the user is absolutely certain about sharing every recording made through MS Teams within meetings they organized with the specified users.

To mitigate this issue, it is advisable to create one or more /Shared/ folders within the /Recordings/ folder and share those, manually moving the files you wish to share with specific users and/or groups. At that point, simply copying (moving is not sufficient) the files to be shared from /Recordings/ to /Recordings/Shared/ will allow the specified users to download and/or manage them (depending on the assigned permissions).

Workaround: Changing the Meeting Owner

To facilitate the management of recordings and ensure that the person who starts the recording can manage it independently without issues, the best workaround with the non-premium version of MS Teams is to make sure that the meeting organizer and the person who starts the recording are the same. This way, the recording will be stored in the personal SharePoint folder of the user who started the meeting, allowing them to rename, download, move, delete, etc.

Under the Recording & Transcription section, look for the setting Allow cloud recording and ensure it is on >> I can't see the option "cloud recording "

Hello Philip B Williams,

Many thanks for the response.

To allow all meeting participants to download recordings in Microsoft Teams, you need to adjust the Teams meeting policy settings.

1. Navigate to the Teams Admin Center.
2. Go to Meetings > Meeting policies.
3. Select the policy you want to modify or create a new one.
4. Under the Recording & Transcription section, look for the setting Allow cloud recording and ensure it is turned on.

References

• Manage Teams recording policies for meetings and events - Microsoft Teams | Microsoft Learn
• Block the download of Teams meeting recording and transcript files from SharePoint or OneDrive - Microsoft Teams | Microsoft Learn
• Play, share, and download a meeting recording in Microsoft Teams - Microsoft Support

If the issue persists, let me know and I will involve other team to check other options.

Dear Philip B Williams,

 

Good day! Thank you for posting to Microsoft Community. We are happy to help you!

Currently, Microsoft Teams does not provide a direct option to allow all meeting participants to download recordings by default. However, there are a few steps you can take to make recordings more accessible to all attendees:

1. Ensure that your Teams meeting recordings are stored in OneDrive or SharePoint. This has been the default setting since early 2021.
2. Change the sharing settings of the recording file in OneDrive or SharePoint to allow all meeting participants to download it. By default, only the meeting organizer and the person who started the recording can edit the file, but everyone invited to the meeting can view it.
3. Modify the policy settings in Teams to enable downloading for everyone. This involves changing the permissions for meeting recordings.

Here are the steps to adjust sharing settings in OneDrive or SharePoint:

• Go to the recording file in OneDrive or SharePoint.
• Click on the sharing options and select "Anyone with the link" or specify the internal users who should have access.
• Ensure the option to allow editing is enabled, which will also allow downloading.

For more detailed instructions, you can refer to the Microsoft support articles on managing access to meeting recordings. See Customize access to meeting recordings or transcripts in Microsoft Teams - Microsoft Support [335a-6cc9-c02-76ae].

If you need further assistance, your IT admin can help configure these settings to meet your organization's needs.

Let me know if there's anything else I can assist you with and I will be happy to assist. Please note that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can find a solution together. Thank you for your help.

Can you clarify what policy or the location of the policy that we need to modify "Modify the policy settings in Teams to enable downloading for everyone"

Dear Philip B Williams,

Good day! Thank you for posting to Microsoft Community. We are happy to help you!

Currently, Microsoft Teams does not provide a direct option to allow all meeting participants to download recordings by default. However, there are a few steps you can take to make recordings more accessible to all attendees:

1. Ensure that your Teams meeting recordings are stored in OneDrive or SharePoint. This has been the default setting since early 2021.
2. Change the sharing settings of the recording file in OneDrive or SharePoint to allow all meeting participants to download it. By default, only the meeting organizer and the person who started the recording can edit the file, but everyone invited to the meeting can view it.
3. Modify the policy settings in Teams to enable downloading for everyone. This involves changing the permissions for meeting recordings.

Here are the steps to adjust sharing settings in OneDrive or SharePoint:

• Go to the recording file in OneDrive or SharePoint.
• Click on the sharing options and select "Anyone with the link" or specify the internal users who should have access.
• Ensure the option to allow editing is enabled, which will also allow downloading.

For more detailed instructions, you can refer to the Microsoft support articles on managing access to meeting recordings. See Customize access to meeting recordings or transcripts in Microsoft Teams - Microsoft Support [335a-6cc9-c02-76ae].

If you need further assistance, your IT admin can help configure these settings to meet your organization's needs.

Let me know if there's anything else I can assist you with and I will be happy to assist. Please note that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can find a solution together. Thank you for your help.