Policy to allow a group to download transcriptions from someone else's teams meetings

Question

I'm the domain owner for a Microsoft 365 business subscription. We use the transcript feature regularly to download notes however I can't download them if I'm not the meeting organiser.

Is there a policy setting to allow a group to automatically be able to download meeting notes for meetings they attended? I don't want my team having to manually share this permission each time they have a meeting.

Thanks in advance

Answer 1

Dear @John Webster,

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

First and foremost, I would like to apologize for any inconvenience this may have caused to you and your organization.

I understand why having all participants able to download meeting transcripts by default would be very helpful, especially for collaboration and record‑keeping.

At this time, for standard non‑channel Microsoft Teams meetings, the behavior you are seeing is by design. Meeting transcripts are stored in the meeting organizer’s OneDrive, and only the meeting organizer or recording owner has permission to download or delete the transcript by default. Other participants can view the transcript in Teams, but they cannot download it unless the organizer explicitly grants access.

Currently, Microsoft does not provide a tenant‑wide, Teams, or Microsoft 365 policy including PowerShell or security group-based settings that allows all meeting participants or a defined group to automatically download transcripts.

In this case, here are a few supported workarounds you may want to consider:

1.Use channel meetings where possible

For meetings scheduled within a Team channel, transcripts are stored in the channel’s SharePoint site. In this scenario, all channel members automatically inherit SharePoint permissions and can download the transcript without additional sharing.

2.Publish transcripts to a central SharePoint location

The organizer can download the transcript and upload it to a controlled SharePoint library where permissions are managed centrally.

For reference: Teams meeting recording and transcript storage and permissions in OneDrive and SharePoint

I understand this may not fully match your ideal workflow. Your feedback has been duly noted and is highly valued, as it provides with essential insights to continue improving and refining the products and services in the future. In this case, I sincerely recommend you go to Feedback community to vote this similar feedback: (find out similar feedback, if not provide the feedback forum link Ideas · Community). Our product team is in charge of the site, and they constantly check customer reviews and feedback. The higher votes, the more attention the related team will pay on. And a lot of the features are developed and improved based on customer feedback. 

Please notice and accept my apologies that as moderators in the community, we are not supported for the product design and have limited resources for the advanced info for Microsoft products. To help you send your feedback and requirement to the related development team, we have redirected you to the correct path. 

Again, I truly appreciate your patience and understanding. If you have any further questions or need clarification, please feel free to reach out. I'm looking forward to hearing from you!

Answer 2

To allow a group to automatically download meeting transcriptions from meetings they attended, you can manage the download permissions through Teams meeting policies. Specifically, you can set a policy that allows users to download channel meeting recordings and transcripts.

You can use PowerShell to manage these settings. Here’s a command that you can run to allow users in your organization to download channel meeting recordings and transcripts:

Set-CsTeamsMeetingPolicy -Identity Global -ChannelRecordingDownload Allow

This command will enable the download of recordings and transcripts for all users under the specified policy. If you want to apply this to a specific group, you would need to create a custom policy and assign it to that group.

Unfortunately, there isn’t a built-in feature that allows automatic sharing of permissions for downloading transcriptions from meetings organized by others without the meeting organizer's consent. Each meeting organizer has control over their meeting settings, including who can access recordings and transcripts.

For more detailed management of transcription policies, you may refer to the Microsoft documentation on managing Teams meeting recording policies.

---

References:

• Manage Teams recording policies for meetings and events
• Block the download of Teams meeting recording files from SharePoint or OneDrive