How to Share Microsoft Teams Meeting Recordings: Internal & External Options

Sharing Microsoft Teams meeting recordings is essential for keeping internal stakeholders and external collaborators aligned. Whether you're hosting a client call, a project briefing, or a team sync, understanding how to share a Teams recording securely and effectively can make a significant difference.

This guide walks you through everything you need to know about locating, managing, and distributing Microsoft Teams recordings—with full control over access, permissions, and retention.

Where Microsoft Teams Recordings Are Stored

Microsoft Teams automatically saves meeting recordings based on the meeting type:

• Non-channel meetings (e.g., scheduled through the Teams calendar or ad hoc meetings): The recording is saved in the meeting organizer’s OneDrive, under the Recordings folder.
• Channel meetings (scheduled in a Teams channel): The recording is stored in the associated team’s SharePoint site, specifically in Files > Recordings within the channel.

This ensures the right participants can access the content based on their role and meeting context.

How to Locate a Teams Meeting Recording

After a Teams meeting recording is processed, you can access it through multiple routes, depending on the meeting type and your organization’s settings.

Here are ways how to find Teams Meeting Recording:

From the Meeting Chat

1. Open Teams and go to the Chat tab.

2. Select the chat thread for the meeting.

3. Locate the recording thumbnail

From the Teams Calendar

(Available if enabled by your organization’s licensing)‍

1. Open your Teams calendar and double-click the past meeting.

2. If your organization uses Teams Premium or Microsoft Viva, the Recap tab will be available. From there, you can access the recording, transcript, and other meeting artifacts.

From the Channel Files Tab

1. Go to the relevant Teams channel.

2. Click the Files tab.

3. Open the Recordings folder to access the channel-based Teams meeting recording.

Sharing Microsoft Teams Recordings with Internal Users

Once you’ve found the recording, sharing it with your team is simple and secure.

Share from Chat or Channel

1. Click the Share icon or choose Copy Link from the context menu.

2. Send the direct link to colleagues via chat or email.

Set Permissions

1. In OneDrive or SharePoint, adjust the sharing settings.

2. Use view-only access to restrict downloads or edits.

3. You can grant permissions to individuals, your organization, or specific groups.

Sharing Meeting Recordings with External Users

Sharing with external users—such as clients, consultants, or partners—requires careful permission management.

Via OneDrive or SharePoint

1. Locate the recording in the meeting organizer’s OneDrive (for non-channel meetings) or the team’s SharePoint (for channel meetings).

2. Click Share, then choose:

• “Specific people” to limit access to named recipients.
• “Anyone with the link”, if your organization's settings allow it.

3. Send the direct link to your external attendees by email or messaging platform.

Using Microsoft Stream (on SharePoint)

1. Microsoft Teams now uses Stream (on SharePoint) to manage recordings.

2. When you open in Stream, you gain access to additional features such as:

• Playback controls
• Closed captions and transcripts
• Video descriptions and comments

3. You can also include other files or links in the Stream video description for full context.

Note: Microsoft Stream (Classic) was retired in 2023. All Teams recordings now reside in OneDrive or SharePoint and are streamed using Microsoft Stream (on SharePoint).

Managing Permissions and Expiration Dates

Controlling access and retention is essential when you share recordings with both internal and external audiences.

Set Permissions

Use view-only access for external users to prevent unintended edits or downloads. In OneDrive/SharePoint, you can grant access to specific users or groups.

Monitor Expiration Dates

Microsoft Teams applies an expiration date to recordings by default (e.g., 60 or 120 days), depending on your IT admin’s configuration. You’ll receive expiration notifications and, if permitted, can extend or change the expiration in OneDrive or SharePoint.

Troubleshooting Tips

If someone can’t access or play back the recording, here’s what to check:

• Playback Errors: Ensure the recording hasn’t expired and that the user has the correct permissions. Files are saved in MP4 format, so playback issues are rarely due to file type.
• Link Not Working: Confirm the direct link is still active and hasn’t been restricted.
• Missing Captions/Transcripts: These features are only available if Live Transcription was enabled during the meeting and your organization supports it. Ensure the latest version of Teams was used.

Best Practices for Sharing Microsoft Teams Recordings

Make your Teams meeting recordings more impactful by following these guidelines:

• Enable Accessibility Features: Use closed captions and transcripts to make your recordings inclusive and accessible to all viewers.
• Stay Organized: Store each recording in a clearly named Recordings folder or project-specific location in OneDrive or SharePoint.
• Protect Sensitive Content: Avoid using “Anyone with the link” unless absolutely necessary. Limit access for sensitive materials.
• Provide Supporting Files: Upload other files (e.g., agendas, summaries, and action items) alongside the video for better context and follow-up.

Enhance Context with TeamsMaestro Meeting Notes

Want to add more context to your Teams recordings? TeamsMaestro automatically captures meeting summaries, action items, and key discussion points in real time.

How to Share Notes with TeamsMaestro

1. Connect TeamsMaestro to your Microsoft Teams account before the meeting.
2. During the session, it records and organizes notes automatically.
3. After the meeting, you will recieve an email with the meeting summary.

Share Notes via Email

TeamsMaestro gives you control over who receives meeting summaries after each session. Here's how to set your preferences:

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1. Open Settings in your TeamsMaestro dashboard.

2. Choose who should receive the notes:

• All Participants
• Only Internal
• Only Me
• No One

Conclusion

Mastering how to share a Teams recording isn’t just about clicking the right buttons—it’s a strategic move that drives alignment, productivity, and knowledge retention across your organization. Whether you're distributing a meeting recording to internal teams, collaborating with external users, or recapping key takeaways, the ability to share recordings effectively is essential in today’s digital workplace.

Ready to take your recordings to the next level? With TeamsMaestro, you can go beyond simple file sharing. Start enhancing your Microsoft Teams meetings with TeamsMaestro today.

FAQs

Can I automate the sharing of Teams meeting recordings with specific groups?

Yes, use Power Automate to trigger notifications or sharing actions when a new recording is saved.

What if multiple people record the same meeting?

Only one recording is created and stored; others see the same file.

Can I block certain internal users from accessing a recording?

Yes, adjust sharing settings in OneDrive or SharePoint to remove access.

Are Teams recordings covered by Microsoft 365 compliance policies?

Yes, they follow your organization’s retention, legal hold, and DLP rules.

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