How to allow a guest outside of my org to record Teams meeting?

Question

I am trying to allow meeting guests from outside my org to record Teams meetings.

For background, I have already done the following:

• Admin has enabled "Allow cloud recording"
• In "Meeting Options" for the specific meeting, I have added guests as co-organizers
• I do not have additional "Recording & transcription" settings related to guests:

Is there any way to allow designated guests to record, or will I always have to record myself and share the recording afterward?

Thanks!

Doug

Answer 1

Hi @Doug Anderson, 

Thank you for posting your question in the Microsoft Q&A forum.  

I appreciate the clarity you've provided regarding your goal of allowing external guests to record Teams meetings.

You've already taken key steps such as enabling cloud recording and assigning co-organizer roles which are important configurations. However, it's worth noting that, by design, Microsoft Teams restricts external guests from initiating recordings. This limitation is in place to support organizational data protection and compliance standards.

In the meantime, let me walk you through a solution that can help in your situation: 

1/ You can invite the guest as a member instead of a guest 

To allow recording, the person must be recognized as a member of your organization, not just a guest. This can be done by your Microsoft 365 admin through Microsoft Entra ID (formerly Azure Active Directory): 

• Go to Microsoft Entra Admin Center. 
• Add the guest as a B2B collaboration user. 
• This allows the guest to be treated like an internal user for policy assignment, and permissions, including recording. Guest access in Microsoft Teams - Microsoft Teams | Microsoft Learn 

2/ Once added as a member, the guest will need a Microsoft 365 license that includes: 

• Microsoft Teams 
• OneDrive or SharePoint 

This ensures they can participate fully in meetings and access recordings. 

3/ Try to ensure OneDrive or SharePoint Access 

• Recordings are saved to the organizer’s OneDrive or SharePoint. 
• If the guest is the co-organizer and initiates the recording, ensure they have access to the storage location or that the recording is shared with them explicitly. 
• Adjust sharing permissions so the guest can view or download the file.  

Moreover, Microsoft Teams restricts recording capabilities for external guests to protect organizational data. Even with co-organizer status, guests do not have the same permissions unless they are added as members and licensed accordingly. 

If you regularly collaborate with external guests, consider creating a dedicated collaboration group in Microsoft Entra ID. This makes it easier to manage access and permissions consistently. 

In the other hand, by default, external participants cannot record meetings unless they are specifically enabled for third-party compliance recording. This safeguard helps ensure that sensitive information remains secure and that recording capabilities align with your organization’s compliance policies. Manage Teams recording policies for meetings and events - Microsoft Teams | Microsoft Learn 

You can submit feedback to our product team on your behalf to request an increase in the participant limit for Teams group chats in future updates.    

Go to: Microsoft 365 Feedback Hub →Send Feedback→ Describe your proposal in detail      

Sharing your experience through this channel is the most impactful way to advocate for a change that would benefit you and other users.   

Note: As community moderators, we kindly ask for your understanding that our access to internal development details is limited. Our primary role is to guide users toward the appropriate resources and support channels. While we may not have influence product design decisions and have limited access to internal development details, we’ll continue doing our best to support you within the scope of our responsibilities.  

I hope you find these steps helpful. Please give them a try and let me know if they resolve the issue. If not, I’m more than happy to continue assisting you until we find a solution.  

Thank you so much for your patience and understanding throughout this process. If you have any questions or need further support, please don’t hesitate to reach out at any time. 

I look forward to your update.

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