Teams meeting created on another user's calendar — chat and recording belong to the wrong account

Question

Hi, I have a question to ask about the owner of the recording after a meeting has ended on Microsoft Teams.

Context before the question: We're running into a problem with who owns a Teams meeting's chat and recording. When one user (the creator) has access to another user's account (and logged in with Outlook on desktop) and creates a Teams meeting on that calendar using Classic Outlook, the recording does not end up with the calendar owner as we'd expect. Instead, the chat and the recording are owned by the person who created the meeting, and the recording is saved into their OneDrive while the organizer is the one we wanted. This becomes a problem because the calendar owner — who should own the meeting — has no access to the recording, and it's stored under the wrong account.

What we expected: Since the meeting sits on the other user's calendar, we expected that calendar owner to be the meeting owner — including the chat and the recording.

To illustrate about what actually happened:

• The calendar invite correctly shows the calendar owner as the organizer, lets say User A.
• But the meeting chat and the recording end up owned by the person who created the meeting instead, lets say User B.
• The recording is saved to the User B's OneDrive, not the calendar owner's (User A's).
• This happens in Classic Outlook. When the same meeting is created using New Outlook, it works correctly — the chat and recording belong to the calendar owner.

Our questions:

1. Is this expected behavior?
2. Why do the meeting chat and recording end up owned by the person who created the meeting, even though the invite is on another user's calendar?
3. Is the difference between Classic Outlook and New Outlook the reason for this?
4. What is the recommended way to make sure the calendar owner is the real owner, so the recording is saved to the calendar owner's OneDrive?

Answer 1

Hi,

Based on what you've described, this behavior does not appear to align with Microsoft's current Teams recording ownership model. In general, Microsoft indicates that meeting recordings are associated with the meeting organizer, rather than the person who creates or starts the recording. Additionally, for meetings created by a delegate on behalf of another user, recordings are expected to be stored in the organizer's OneDrive, specifically within their Recordings folder.

With that in mind, the behavior you're experiencing in Classic Outlook suggests that, although the meeting invitation correctly identifies User A as the organizer, Teams may not be treating the meeting as a fully delegated meeting behind the scenes. Consequently, meeting-related assets, such as the meeting chat and recording, may still be linked to User B, the user who actually created the Teams meeting.

As a result, the recording is stored in User B's OneDrive, and ownership of the meeting artifacts remains associated with User B rather than User A. This would explain why the calendar owner does not automatically have ownership of the recording as expected.

Furthermore, the fact that the same process works correctly when using New Outlook is a significant detail. Since New Outlook relies on newer Microsoft 365 and Teams integration technologies, while Classic Outlook uses older add-in based functionality, it is possible that the meeting creation method is influencing how Teams assigns ownership to meeting artifacts. However, Microsoft does not currently document that recordings created on behalf of another user through Classic Outlook should intentionally be owned by the delegate instead of the organizer.

To address your questions directly:

1/ Is this expected behavior?

Based on Microsoft's current guidance, recordings for delegate-created meetings should be saved to the organizer's OneDrive. Therefore, the behavior you are seeing does not appear to be the intended outcome.

2/ Why do the meeting chat and recording belong to User B even though User A is shown as the organizer?

One possible explanation is that Teams is associating the underlying meeting artifacts with the account that created the Teams meeting object, even though the calendar invitation shows User A as the organizer. Unfortunately, only Microsoft would be able to confirm the exact cause by reviewing the meeting details and service logs.

3/ Is the difference between Classic Outlook and New Outlook the reason?

Potentially, yes. Since the issue occurs when the meeting is created in Classic Outlook but not when it is created in New Outlook, the meeting creation method could be affecting how ownership metadata is assigned within Teams.

4/ What is the recommended way to ensure that the calendar owner is also the recording owner?

At this time, the most reliable approach would be to create the meeting using New Outlook or directly through Microsoft Teams while scheduling on behalf of the calendar owner. Based on Microsoft's guidance, this should ensure that recordings for delegate-created meetings are stored in the organizer's OneDrive as expected.

Since your experience differs from the documented behavior, I would also recommend contacting your IT administrator for further investigation. They can review the configuration in your environment and, if necessary, submit a support request through the Microsoft 365 Admin Center using the following guide: Get support - Microsoft 365 admin | Microsoft Learn. 

If you're not sure who your Microsoft 365 administrator is, the following article may help: How do I find my Microsoft 365 admin? - Microsoft Support. Your administrator can work directly with Microsoft to determine whether this is a known issue with Classic Outlook, a configuration-specific problem, or an unexpected product behavior within your tenant.

Kind regards,

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