TEACHING & LEARNING COMMONS KNOWLEDGE BASE

Microsoft Teams allows you to record the meetings you have in the platform either to review it later or to share it with someone else who couldn’t attend.

Restricting Recording 

The option to allow only the meeting organizer to record a meeting is enabled via Meeting Options when creating the meeting or anytime before the meeting starts.

Set permissions via Meetings options

1. Open the meeting invite and click Meeting options.

2. A Teams webpage opens allowing you to set the following options:

• Who can bypass the lobby?
  • Everyone
  • People in my organisation and trusted organisations
  • People in my organisations
• Always let callers bypass the lobby
  • Yes
  • No
• Announce when callers join or leave
  • Yes
  • No
• Who can present?
  • Everyone
  • People in my organization
  • Specific people
    
  • Only me

Meeting roles

Organizer

• An organiser is the person who scheduled the meeting. They can then invite attendees and set permissions that determine who should be presenters and who should simply be attendees.

Presenters can do just about anything that needs doing in a meeting.

• Present
• Mute All
• Remove/Add Users
• Admit Users from Lobby
• Start/Stop Recording

Attendees are much more limited in what they can do.

• Use chat
  
• Raise hand
  
• View resources attached to the meeting during the meeting.
• Share their video/audio
  

View a detailed list of each role’s capabilities.

The owner of a recording of a meeting is the person who started the recording.

External participants

If a meeting is scheduled via a Teams channel, guests or external parties invited to the meeting will not be able to access any of the Teams content, including the chat history and documents. Documentation applicable to the meeting as well as a link to the recording will need to be sent to external participants via email.

Alternatively, a channel can be created specifically for this meeting and documentation can securely be shared with all participants, including guests and external parties through that channel.

During the meeting

At the start of the meeting, you can allocate the various roles, if necessary, and check who is in the meeting under Tracking.

Each department and faculty can provide recommendations about which meetings must be recorded, which meetings should not be recorded and for which meetings recordings are optional.

To record a meeting, first inform attendees that the meeting will be recorded. If there are no objections, go to the meeting controls and select More options ··· > Start recording. A pop up will appear at the top of the meeting screen informing all in attendance that the recording has started.

To stop a recording click More options ··· > Stop recording.

It is worth noting that only one recording can take place at a time.

Manage recordings

The person who started the recording is automatically the owner of the video. Only a recording owner can manage what happens to the recording thereafter, unless they give permission to other participants to record and view recordings.

When a recording is stopped, the owner receives an email indicating that the recording is available in Microsoft Stream.  It can take several minutes for the recording to be processed and available.

Teams has been configured so that only KPU employees who attended the meeting can view the recording in the meeting’s chat history or by going to Microsoft Stream although the owner can set who can and cannot view the recording. Those who were unable to attend, will need to be given permission by the owner to view it.

1. In Microsoft Teams, go to the meeting chat history and click ··· (More options) > Open in Microsoft Stream.
2. In Microsoft Stream, under the video click the ··· next to the heart icon and choose Update Video Details
   
3. In the Permissions section, select one of the following options.
   • If you would like Allow everyone in your company to view the video, ensure this check box is selected.
     NB: If you select this option, everyone at KPU will be able to view the recording on Microsoft Stream.
   • If not everyone, then clear the check box and use the Shared with option. You can then share the recording with groups, channels or people.
   • If you opted for the Shared with option, in the Viewer section, add whether these groups or people can be owners or have view only permission. You can also select which attendees can view the recording.
4. You can then share the recording link by navigating to the recording in the meeting’s chat history and click ··· (More options) > Get link. Please ensure that you set permissions on who can view the recording
5. Click Copy and send the link either via Teams chat or email.

Additionally, see how you can use Microsoft Stream to grant permission for groups and channels.

View a meeting recording

If you have been given access to a recording use one of the following methods to view it.