Uncovering Your Microsoft Teams Recording Storage: A User's Guide

Published: October 26, 2023 | By Content Team

Table of Contents

• Where Does Microsoft Teams Keep Recordings?
• How to Retrieve Teams Recordings
• Effectively Managing Your Teams Recording Location
• Best Practices for Handling Teams Recordings
• Conclusion
• Frequently Asked Questions

Are you aware that Microsoft Teams empowers you to record meetings? This feature is remarkably useful for revisiting key discussions, distributing insights, and fostering more efficient collaboration. While incredibly practical, a frequent query among users is: "Where exactly are my recordings stored?" This uncertainty largely arose after a 2021 update, when Microsoft shifted the default storage locations for recordings to better integrate with OneDrive and SharePoint. Consequently, grasping where Teams recordings are located and how to oversee them has become slightly more intricate. Understanding this is key, and tools like DeepVo.ai can further enhance the value of these recordings by providing high-accuracy transcriptions and AI-powered summaries.

Where Does Microsoft Teams Keep Recordings?

The answer to pinpointing your Microsoft Teams recording location hinges on the meeting's nature. Microsoft Teams allocates recordings to distinct locations based on whether the meeting was conducted within a channel or if it was a private/scheduled session. Recordings can also be found via meeting chats or your Teams calendar, simplifying the search once you know the pathways.

Below, we'll detail where Microsoft Teams archives recordings for various meeting types and how you can swiftly find them.

For Channel-Based Meetings

When a meeting is held within a Teams channel, the recording is automatically deposited in the Files tab of that specific channel. Microsoft Teams organizes these recordings into a folder named Recordings, ensuring easy discovery and access for all channel members.

To find your recording:

• Launch the Teams channel where the meeting took place.
• Navigate to the Files tab situated at the top of the channel interface.
• Seek out the Recordings folder, which houses all meeting recordings for that channel.

A significant advantage is that every member of the channel automatically has access to these recordings, eliminating the need to configure sharing permissions individually. Nevertheless, maintaining an organized folder by renaming files or establishing subfolders is advisable if your team accumulates numerous recordings.

For Non-Channel Meetings (e.g., Private or Scheduled Sessions)

Recordings originating from private or scheduled meetings are saved to the OneDrive account of the individual who initiated the recording. Teams automatically generates a folder titled Recordings within their OneDrive, where these files are kept.

Here’s the method to locate it:

• If you were the one who started the recording, sign into your OneDrive.
• Look for a folder labeled Recordings.
• Your recording file will be located there.

If you didn't initiate the recording, the meeting organizer will typically share a link for you to access it. OneDrive facilitates straightforward management and sharing of these recordings. Should you need to distribute the file, you can send a link directly from OneDrive and even stipulate permissions, such as who can view or download the recording.

Utilizing Meeting Chat or Calendar

A convenient method for locating your Teams recordings is through the meeting chat or the Teams calendar. Upon the meeting's conclusion, Teams automatically posts a link to the recording within the chat, allowing participants easy access.

Here's how:

• Open the relevant meeting chat in Teams after the session has ended.
• Search for the notification stating, "Recording is available," and click the provided link.
• Alternatively, access the Teams calendar, find the specific meeting event, and check for the recording link within its details.

This approach is ideal if you weren't the person who started the recording. Bear in mind that access is contingent on the recorder sharing it with participants. Always review the chat or calendar post-meeting to ensure you don’t overlook any vital recordings!

Effectively Managing Your Teams Recording Location

Overseeing your Microsoft Teams recording locations is crucial for maintaining organization and ensuring your recordings are readily available when required. While Microsoft Teams does not offer a direct feature to alter the default storage destination, several strategies exist for managing permissions and effectively relocating your Teams recordings.

Changing the Recording Storage Location in Microsoft Teams

Although Microsoft Teams doesn't permit a direct change to the default storage spot, you can still manage and move your recordings for better organization or sharing. The steps differ slightly depending on whether the recording is from a channel meeting or a private one.

For Channel Recordings

Channel meeting recordings are automatically stored in the Files tab of the corresponding Teams channel. Underneath, these files reside in the channel's connected SharePoint library. If you wish to organize or move these recordings, you can do so easily within SharePoint.

Here's how to manage them:

• Open the Teams channel where the recording was saved.
• Navigate to the Files tab.
• Click the ⋮ (More options) icon next to the recording and choose Open in SharePoint.
• From SharePoint, you can:
  • Transfer the recording to a different folder within the same library.
  • Move it to an entirely separate document library in SharePoint.

SharePoint offers greater flexibility for file management, such as sharing with external users, establishing advanced permissions, or creating custom organizational folders.

For Non-Channel Recordings

Recordings from private or scheduled meetings are stored in the OneDrive of the individual who initiated the recording. By default, these are placed in a folder named Recordings. If you need to organize them or share them elsewhere, OneDrive provides simple options to move files.

To move a recording in OneDrive:

• Access your OneDrive and go to the Recordings folder.
• Select the recording you wish to move and click on the Move to option.
• Choose a destination folder within your OneDrive or create a new one.

If necessary, you can also share the recording externally by creating a shareable link or granting specific access to others. OneDrive's versatility allows you to set expiration dates for shared links, limit editing rights, and ensure your recordings are accessible only to the intended audience.

Managing Permissions for Microsoft Teams Recordings

Controlling who can access your Microsoft Teams recordings is vital for preserving privacy and ensuring that only authorized individuals have access. Permissions management differs based on where the recordings are stored: SharePoint for channel meetings, or OneDrive for private and scheduled meetings.

Here’s how you can adjust permissions on both platforms:

For SharePoint (Channel Recordings)

Channel meeting recordings are kept in SharePoint, where permissions usually are inherited from the Teams channel. If you need to modify access for a specific recording, you can do this directly in SharePoint.

Steps to manage permissions:

• Go to the SharePoint site linked to the Teams channel.
• Find the recording file in the Recordings folder (under the channel’s Files tab).
• Select the recording and click on Manage Access (typically found in file options or via a right-click menu).
• Adjust permissions as required: add or remove specific users/groups, or change access levels (e.g., view-only, edit access).

This adaptability helps ensure sensitive recordings are available only to those who require them.

For OneDrive (Non-Channel Recordings)

Recordings from private or scheduled meetings are saved in the organizer's OneDrive. OneDrive simplifies secure sharing of recordings with specific individuals or groups and allows control over their interaction with the file.

Steps to manage permissions in OneDrive:

• Open your OneDrive and navigate to the Recordings folder.
• Select the recording you want to manage.
• Click on the Share option to:
  • Add individuals or groups by email.
  • Set permissions (e.g., allow editing or view-only).
  • Customize settings like link expiration dates or preventing downloads.

You can also revoke access for specific users or disable shared links if the recording is no longer pertinent.

Best Practices for Handling Teams Recordings

Efficiently managing Microsoft Teams recordings guarantees they remain secure, organized, and accessible when needed. By adhering to these best practices, you can maximize the advantages of Teams recordings while sidestepping common issues.

1. Set Permissions Appropriately: Sensitive recordings might contain private discussions or confidential data. It's crucial to control access. Restrict who can view or download, especially for sensitive content, using SharePoint or OneDrive permissions. Regularly review and update these permissions as team structures or project needs change. Utilize advanced options like expiring links or password protection for enhanced security.
2. Organize Recordings Diligently: A well-defined folder system can save considerable time. Create specific folders for different projects or meeting types in SharePoint or OneDrive. Employ consistent and descriptive naming conventions (e.g., ProjectX_Kickoff_YYYY-MM-DD). Archive older, less relevant recordings to keep your primary workspace uncluttered.
3. Download and Backup Important Recordings: While cloud storage is robust, creating local backups of critical recordings adds an extra security layer, especially for legal or historical records. Store these backups on external drives, secure local servers, or dedicated archives. Establish a routine for backing up essential recordings promptly.
4. Monitor Storage Quotas: Both OneDrive and SharePoint have storage limits. Exceeding these can prevent new recordings from being saved. Regularly check your storage usage. Delete obsolete or unnecessary recordings to free up space. If your organization relies heavily on recordings, consider upgrading your storage plan.
5. Enhance Recording Utility with DeepVo.ai: Integrating tools like DeepVo.ai can significantly elevate how you utilize your Teams recordings.By leveraging DeepVo.ai, you not only manage recordings effectively but also turn them into actionable, easily digestible assets, boosting overall team productivity.
   • High-Accuracy Transcription: DeepVo.ai offers exceptional speech-to-text conversion, boasting up to 99.5% accuracy and support for over 100 languages. This transforms your audio/video recordings into searchable and accessible text, making it easier to pinpoint specific information.
   • AI-Powered Summaries: Quickly extract key insights and action items with DeepVo.ai's AI summarization feature. Generate concise summaries within seconds, customizable to your needs, perfect for quick reviews or sharing with stakeholders.
   • Intelligent Mind Maps: For complex discussions, DeepVo.ai can generate intelligent mind maps from your meeting content. This provides a structured, visual overview of topics, decisions, and ideas, which can be easily exported and shared.
   • Free and Secure: You can start using DeepVo.ai for free, and it ensures your data is protected with end-to-end encryption.

Conclusion

Understanding where Microsoft Teams stores your meeting recordings and how to manage them effectively is the first step towards leveraging this powerful feature. Whether they reside in SharePoint for channel meetings or OneDrive for private sessions, knowing the access points and management options is key. By adopting best practices for organization and permissions, and by integrating powerful tools like DeepVo.ai for advanced transcription, summarization, and mind mapping, you can transform your recordings from simple archives into valuable resources that drive productivity and collaboration.

Frequently Asked Questions

• Where are Microsoft Teams recordings typically saved?For Channel Meetings, recordings are stored in the Files tab of the relevant Teams channel, specifically within a Recordings folder on SharePoint. For Non-Channel Meetings (private or scheduled), recordings are saved to the Recordings folder in the OneDrive of the person who initiated the recording.
• How can I get to a Teams recording?For Channel Meetings: Navigate to the Teams channel, select the Files tab, and open the Recordings folder. For Private/Scheduled Meetings: The recorder can find it in their OneDrive. Other participants usually receive a link in the meeting chat or find it in the Teams calendar event.
• Is it possible to change the default storage location for recordings?No, Microsoft Teams does not currently allow users to alter the default storage location directly. However, recordings can be manually moved within SharePoint or OneDrive for better organization.
• How do I control permissions for Teams recordings?For SharePoint (Channel Recordings): Utilize the Manage Access feature in SharePoint to add, remove, or modify permissions for users or groups. For OneDrive (Non-Channel Recordings): Employ the Share option in OneDrive to regulate access, set link expiration dates, or restrict downloads.
• How can DeepVo.ai assist with Teams recordings?DeepVo.ai enhances the utility of Teams recordings by providing highly accurate speech-to-text transcription (in 100+ languages), AI-generated summaries for quick insights, and intelligent mind maps to visualize discussion structures. These features make your recordings more accessible, searchable, and actionable, and it's free to get started with end-to-end encryption ensuring your data's security. Visit https://deepvo.ai/en to learn more.