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Teams meeting recording storage and permissions in OneDrive and SharePoint

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    Microsoft Teams

When users in your org record Teams meetings, the recording is stored in either OneDrive and SharePoint. Depending on where your users access the file, the recording plays on the video player in OneDrive or SharePoint.

This article helps you, as an admin, understand recording storage and permissions for OneDrive and Sharepoint.

To understand your recording policies, see Teams meeting recording.

To learn about blocking the download of Teams meeting recording files from SharePoint or OneDrive, see Block the download of Teams meeting recording files from SharePoint or OneDrive.

Recording storage

Note

As an admin, you can't change where the recording is stored.

By default, all recording files go to the OneDrive account of the user who selected Record. For channel meetings, the recording always goes to the SharePoint site of the channel.

Meetings and events

For meetings, webinars, and town halls, all recording files are automatically saved to the organizer's OneDrive Recordings folder, even if the organizer didn't attend the meeting. This process applies to autorecorded, recurring, meet now, and meetings that delegates create. Co-organizers have the same editing permissions for recording files as organizers.

Delegate-created meetings

For meetings in which an organizer appoints a delegate with permission to act on the organizer's behalf, all recording files are automatically saved to the organizer's Recordings folder in OneDrive. When delegates are added as co-organizers, they have the same editing permissions for recording files as organizers.

Channel meetings

For Channel meetings, the recording is stored in the Teams site documentation library in a folder named Recordings. For example: Teams name - Channel name/Documents/Recordings.

Shared accounts and Microsoft Teams Rooms meet now meetings

For shared accounts and Microsoft Teams Rooms meet now meetings, if the organizer has a OneDrive account, the recording gets uploaded to the organizer’s OneDrive. If the recording upload fails because the organizer’s OneDrive space is full, or the organizer, co-organizers, and recording initiator don’t have OneDrive accounts, the recording is temporarily stored to async media storage.

To learn more about Microsoft Teams Rooms meet now meetings, see Microsoft Teams Rooms (Windows). For details on shared accounts, see About shared mailboxes - Microsoft 365 admin.

Videos

Videos are just like any other file in OneDrive and SharePoint. Handling ownership and retention after an employee leaves follows the standard OneDrive and SharePoint process.

Retention labels

To learn how to apply retention labels to Teams meeting recordings, see How to autoapply a retention label.

Recording storage for organizers without OneDrive accounts

If the organizer doesn’t have a OneDrive account, here's what happens, in order, to the meeting recording:

  1. The recording is saved to the co-organizers' OneDrive. If there are multiple co-organizers, the recording is saved to the co-organizers' OneDrive, according to the first letter of each co-organizer's user ID. To see the user IDs for users in your org, see Get-TeamUser.
  2. If none of the co-organizers have OneDrive accounts, the recording is saved to the OneDrive account of the user who initiated the recording. However, for meetings that are automatically recorded, the recording is temporarily saved to async media storage.
  3. If the user who initiated the recording doesn’t have a OneDrive, the recording gets temporarily stored to async media storage.

Async media storage

If a Teams meeting recording fails to successfully upload to OneDrive because the organizer, co-organizers and recording initiator don’t have OneDrive accounts, or the storage quota is full, an error message appears. The recording is instead temporarily saved to async media storage. Once the recording is in async media storage, no retry attempts are made to automatically upload the recording to OneDrive or SharePoint. During that time, the organizer must download the recording. The organizer can try to upload again if they get a OneDrive or SharePoint license, or if they clear some space in their storage quota. If not downloaded within 21 days, the recording is deleted.

Planning for storage

The size of a one-hour recording is 400 MB. Make sure you understand the capacity required for recorded files and have sufficient storage available in OneDrive and SharePoint. Read Set the default storage space for OneDrive and Manage SharePoint site storage limits to understand the base storage included in the subscription and how to purchase more storage.

Viewing permissions

For non-Channel meetings, all meeting invitees, except for external participants, automatically get a personally shared link. The meeting organizer must explicitly add external participants to the shared list.

For Channel meetings, permissions are inherited from the owners and members list in the channel.

Recording quotas

Teams meeting recording files live in OneDrive and SharePoint and are included in your quota for those services. To learn more, see SharePoint quota, Sharepoint limits, and OneDrive quota.

Managing captions

Captions help create inclusive content for viewers of all abilities. Closed captions for Teams meeting recordings are available during playback only if the user had transcription turned on at the time of recording. You must enable transcription to allow your users to record meetings with transcription. To learn more about enabling transcription for your users, see Admins- Manage transcription and captions for Teams meetings.

As an owner, you can hide captions on the meeting recording, although the meeting transcript is available on Teams unless you delete it there.

Closed captions are supported for Teams meeting recordings for 60 days from when the meeting is recorded. Closed captions aren't fully supported if the Teams Meeting Recording is moved or copied from its original location on OneDrive or SharePoint.

Permissions or role-based access

Note

We recommend that the recipient is required to be a logged-in user when sharing Teams meeting recordings. Select the People in (Your Organization) option when you share the file as documented in Share SharePoint files or folders. External sharing isn't designed for the distribution of large files or a large number of files.

Meeting type Who selected Record? Where does the recording land? Who has access? R/W, R, or sharing
1:1 call with internal parties Caller Caller’s OneDrive account Caller is owner and has full permissions.

Callee has read-only access, but no sharing or download permissions.

1:1 call with internal parties Callee Callee’s OneDrive account Callee is owner and has full permissions.

Caller has read-only access, but no sharing or download permissions.

Caller (if in different tenant) has no access. Callee must share it to the Caller.
1:1 call with an external call Caller Caller’s OneDrive account Caller is owner and has full permissions.

Callee has no access. Caller must share it to the Callee.
1:1 call with an external call Callee Callee’s OneDrive account Callee is owner and has full permissions.

Caller has no access. Callee must share it to the Caller.
Group call Any member of the call Group member who selected Record’s OneDrive account Member who selected Record has full permissions.

Other group members from the same tenant have Read rights.

Other group members from different tenant have no permissions to it.
Adhoc/Scheduled meeting Organizer Organizer’s OneDrive account Organizer has full permissions to the recording. Co-organizers and organizer have edit permissions and can share.

All other members of the meeting from the same tenant as the organizer have read access, but no sharing and download permissions.
Adhoc/Scheduled meeting Other meeting member Organizer’s OneDrive account Organizer has full permissions to the recording. Co-organizers and organizer have edit permissions and can share.

All other members of the meeting from the same tenant as the organizer have read access.
Adhoc/Scheduled meeting with external participants Organizer Organizer’s OneDrive account Organizer has full permissions to the recording. Co-organizers and organizer have edit permissions and can share.

All other members of the meeting from the same tenant as the organizer have read access.

All other external participants have no access, and the Organizer must share it to them.
Adhoc/Scheduled meeting with external participants Other meeting member Organizer’s OneDrive account Organizer has full permissions to the recording. Co-organizers and organizer have edit permissions and can share.

All other members of the meeting from the same tenant as the organizer have read access.

All other external participants have no access, and the Organizer must share it to them.
Channel meeting Channel Member Teams SharePoint location for that channel. Note: Channel meeting recording upload to SharePoint isn't supported for IP-based restrictions. We recommend using Azure conditional access. Member who selected on Record has edit permissions to the recording.

Every other member’s permissions are based on the Channel SharePoint permissions.