Teams Meeting Recordings on SharePoint and OneDrive

Your video will play on the video player of OneDrive for Business (non-channel meetings) or SharePoint (channel meetings). If you are the owner of the video, or if you have been granted permission, you can also download the video from OneDrive or SharePoint in order to view it. 

You can play your video in numerous ways:

OneDrive (Non-Channel) Meetings

Through the Meeting chat

1. Click the chat icon on the Teams navigation bar
2. Click the meeting chat (this chat will have the same name as the meeting had)
3. The meeting recording should appear in the chat
4. Click it and you will be re-directed to a browser page showing the recording on the OneDrive video player. 

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Through the Teams calendar

1. Click the calendar icon on the Teams navigation bar
2. Double-click the meeting
3. The meeting recording should appear under the "Details" tab, just below the date and time of the meeting
4. Click the button labelled "Recording" and you will be re-directed to a browser page showing the recording on the OneDrive video player

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Directly through OneDrive

1. Go to OneDrive on your preferred browser
2. If prompted, sign in using your University log-in details (UUN@ed.ac.uk and password)
3. Under "My files", select the folder called "Recordings"
4. All your Teams meeting recordings will appear in this folder
5. Click the recording you want to view to watch it on the OneDrive video player 

What does the video playback look like in OneDrive?

The following image shows what the video playback page on OneDrive looks like:

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SharePoint (Channel meetings)

Through the Channel the meeting was added to

1. Go to the Team that the Channel is in
2. Click the meeting chat (this chat will have the same name as the meeting had)
3. The meeting recording should appear in the chat
4. Click it and you will be re-directed to a browser page showing the recording on the SharePoint video player

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Directly through SharePoint

1. Go to SharePoint on your preferred browser
2. If prompted, sign in using your University log-in details (UUN@ed.ac.uk and password)
3. Type your Team name into the "Search in SharePoint" box and select it
4. Click the "Documents" tab from the site navigation
5. Click the channel that meeting was hosted in
6. Click the "Recordings" folder
7. Recordings of all Teams meeting hosted in that Channel will appear in this folder. Click the recording you want to view and you will be able to watch it on the SharePoint video player

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What does the video playback look like in SharePoint?

The following image shows what the video playback page on SharePoint looks like:

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Non-Channel meetings

Non-channel meetings are any meeting which was not scheduled in a channel. This includes 1:1 meetings, meet now meetings and scheduled meetings. 

What are the default roles and permissions for recordings in a non-channel meeting?

Recording Owner

• The owner is the user who clicked 'Record'
• Full access: can share with others, edit the recording title, delete, and download the recording

Meeting organiser

• The meeting organiser is the user who scheduled the meeting, but may not have clicked 'Record'
• Edit access: can share with others and download the recording

Internal meeting participants

• Any University of Edinburgh user invited to or added to the meeting
• View-only access
• Download blocked by default

External meeting participants

• Any non-University of Edinburgh participant
• No automatic access
• The recording owner or meeting organiser must share the recording to allow access

Can I give users permissions or change permissions?

Giving view-only permissions 

You can give view-only permissions to external meeting participants or to other users, as shown in this GIF. To do this:

1. Go to your OneDrive and click "My files"
2. Select the "Recordings" folder
3. Click the "Show actions" button (icon of 3 vertical dots) beside the recording name
4. Click "Manage access"
5. Click "Share" (beside "Links giving access")
6. Enter the names or email addresses of the users you want to give view-only access to
7. Finally, click "Send"

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Giving view and download permissions

You must explicitly allow users to download the recording if they need this. It is not automatic for anyone, even if they are a meeting participant registered with the University.

1. Go to your OneDrive and click "My files"
2. Select the "Recordings" folder
3. Click the "Show actions" button (icon of 3 vertical dots) beside the name of the recording that you want your users to download
4. Click "Manage access"
5. Click "Share" (beside "Links giving access")
6. Enter the names or email addresses of the users you want to give view and download access to
7. Click "Only the people you specify who have this link will have access to view-only"
8. Click the toggle beside "Block download" and click "Apply"
9. Finally, click "Send"

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Can I remove permissions?

If you are the recording owner, you can remove permission and stop anyone from viewing the meeting recording, including internal users invited to the meeting. 

Removing permissions from all users

1. Go to your OneDrive and click "My files"
2. Select the "Recordings" folder
3. Click the "Show actions" button (icon of 3 vertical dots) beside the name of the recording which you want to remove permissions for
4. Click "Manage access"
5. Finally, click the "Stop sharing" button. A warning will ask you if you are sure of your decision. To proceed, click "Stop sharing"

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Removing permissions from specific users

1. Go to your OneDrive and click "My files"
2. Select the "Recordings" folder
3. Click the "Show actions" button (icon of 3 vertical dots) beside the recording name
4. Click "Manage access"
5. On the second entry, below the "Links giving access" heading, click the drop down arrow beside the user's icons.
6. Click the X icon beside the name of the user who you want to remove permissions from
7. A warning box will ask if you are sure of your decision. To proceed, click "Remove" 

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Channel meetings

Permissions are inherited from the owners and members list in the channel.

What are the automatic permissions in channel meetings?

Team Owner permissions

• Team owner(s) are listed under the "Owners" tab when you click "Manage team"
• Team owners are the owners of the channel meeting recording
• They automatically have Full access

Team Member permissions

• Team members are listed under the "Members" tab when you click "Manage team"
• By default, members have Edit access - they can download, delete, give, or remove permissions and edit the title of the video.
• If you do not want team members to have these permissions, we recommend that you change team member access to "view and download only". Follow the steps below under "Can I change team member permissions". 

Can I change Team Member permissions?

1. Go to SharePoint
2. If prompted, sign in using your University log-in details (UUN and password)
3. Type your Team name into the "Search in SharePoint" box, and click it
4. Click "Documents" on the navigation bar to the left of the SharePoint window
5. Click the channel name
6. Click the "Recordings" folder. All recordings that took place in your channel will appear here.
7. Click the "Show actions" button (icon of 3 vertical dots) beside the recording name
8. Select "Manage access"
9. Below the "Direct access" heading, to the right of "Your team members", click the "Can edit" button (icon of a pen)
10. Select "Can view" 

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Can I remove Team Member permissions?

1. Go to SharePoint
2. If prompted, sign in using your University log-in details (UUN and password)
3. Type your Team name into the "Search in SharePoint" box, and click it
4. Click "Documents" on the navigation bar to the left of the SharePoint window
5. Click the channel name
6. Click the "Recordings" folder. All recordings that took place in your channel will appear here.
7. Click the "Show actions" button (icon of 3 vertical dots) beside the recording name
8. Select "Manage access"
9. Below the "Direct access" heading, to the right of  "your team name members", click the "can edit/can view" button (icon of a pen)
10. Select "Stop sharing"
11. A warning will ask if you are sure of your decision. To proceed, select "Remove" 

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Captions and transcripts are available in recordings stored in OneDrive and SharePoint. 

To have captions and transcripts be available, make sure that transcription starts when you start recording your Teams meeting. If transcription does not start, click "More options" on the meeting bar and select "Start transcription".

Please see our guidance on captions and transcription below:

Learn about captions and transcriptions

Yes, transcripts and captions can be edited in SharePoint.  

For teaching videos, we recommend storing recordings, transcripts, and captions on Media Hopper Create. 

Before editing your transcript and captions, familiarise yourself with the following guidance:

Learn about captions and transcriptions

If a Teams meeting recording fails to successfully upload to OneDrive/SharePoint, the recording will instead be saved to Azure Media Services (AMS).

This is the current method for A1 licensed users in which the recording is saved within Teams and will be available to download for 21 days before being permanently deleted. 

You can still download the recording within the 21 days and manually upload it to OneDrive, SharePoint, Teams, or Stream. 

If this happens, a warning will appear in the chat or channel stating that the recording failed to upload to OneDrive. A warning triangle will also appear over the thumbnail box. See the image below:

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