Overview- Recording and transcription for Teams meetings, events, and calls
APPLIES TO: 
Meetings Webinars Town halls Group and 1:1 calls
In Microsoft Teams, your users can record and transcribe their meetings, events, and calls. Transcription automatically turns spoken dialogue into written text, making it easy to review or share key discussions later. Recording captures audio, video, and screen-sharing activities, allowing users to revisit or share the full meeting experience as needed. The user's ability to manage the recording of their meetings and calls is referred to as convenience recording. To understand the different types of recordings in Teams, see Introduction to recording Microsoft Teams calls and meetings.
As an admin, you can manage convenience recording and transcription for meetings and calls in your organization through policy settings.
Meeting and calling policies
Teams meeting policies control the user permissions for recording and transcription in meetings, events, and group calls, while Teams voice calling policies control the same permissions, but for 1:1 calls. 1:1 calls include both internal and external native Teams calls and Public Switched Telephone Network (PSTN) calls. If your users use both Teams meetings and Teams calls, it’s important to consider matching the policy settings for both meeting and calling scenarios.
For example, let’s say your organization’s finance team shouldn’t record or transcribe calls and meetings. You turn off recording and transcription in the calling policy and assign it to users in the finance team. However, because you didn’t update or assign a specific meeting policy to those users, their meeting settings default to the global policy, where recording and transcription for meetings and group calls are on by default. This means that although the finance team can't record or transcribe 1:1 calls, they can still record and transcribe meetings and group calls because you didn't create and assign a custom meeting policy to them. For consistent recording and transcription settings across both meetings and 1:1 calls, it’s important to configure and assign both meeting and calling policies appropriately.
To learn more about assigning policies to both users and groups in your organization, see Assign policies to users and groups.
The following sections outline the policy settings and features you can use to manage recording and transcription in your organization.
Note
When you make changes to the Global policy, they apply to everyone in your organization, except for users with an assigned custom meeting or calling policy.
Manage recording and transcription for meetings and group calls
| Feature/setting | Admin controls | Documentation |
|---|---|---|
| Recording | Allow or prevent meeting and group call recording for users, groups, or your entire organization. | Manage Teams recording policies for meetings and events |
| Transcription | Allow or prevent meeting and group call transcription for users, groups, or your entire organization. | Admins- Manage transcription and captions for Teams meetings |
| Auto recording | Control whether organizers have the Record and transcribe automatically setting in their Meeting options. If you allow auto recording, your users’ Record and transcribe automatically setting is Off by default for details and On for webinars and town halls. When organizers want their meetings to be recorded and transcribed automatically, they must toggle this setting to On for each meeting. With a Teams Premium license, you can use Meeting templates or Sensitivity labels to enforce a value for this setting. |
Manage Teams recording policies for meetings and events |
| Explicit recording consent | Control whether meeting participants must provide consent to be recorded. | Manage Teams recording policies for meetings and events |
| Recording and transcript expiration | Manage when recordings and transcripts expire for your organization. | Manage Teams recording policies for meetings and events |
| Privacy and security URL | Replace the default Teams meeting recording and transcription privacy statement with URL to your organization’s legal website. | Manage Teams recording policies for meetings and events |
| Microsoft 365 Copilot in Teams meetings and events | Manage how transcripts are used in Microsoft 365 Copilot in Teams meetings and events. | Manage Microsoft 365 Copilot in Teams meetings and events |
| Shared mailbox meeting recordings | Understand storage and permissions for meetings scheduled through a shared mailbox. | Teams meeting recording and transcript storage and permissions in OneDrive for Business and SharePoint |
| Block or allow download of channel recording and transcript files | Control whether your users can download channel meeting recordings and transcripts. | Manage Teams recording policies for meetings and events |
| Block download of meeting recording and transcript files from SharePoint or OneDrive | Prevent users from downloading meeting recording and transcript files saved in SharePoint and OneDrive. | Block the download of Teams meeting recording files from SharePoint or OneDrive |
| Verify transcription requirements | Verify if a user’s account meets the requirements to transcribe a Teams meeting. | Admins- Manage transcription and captions for Teams meetings |
| Organizer can restrict participants from copying or forwarding meeting chat messages, live captions, and transcript | Control whether organizers can restrict participants from copying or forwarding meeting chat messages, live captions, transcripts, and AI-generated insights in the meeting recaps. | Manage chat for sensitive Teams meetings |
| Intelligent recap for meetings | Licensing and the transcription policy control this feature. Users with a Teams Premium or Microsoft 365 Copilot license automatically have access to this feature. | Intelligent recap for Teams calls and meetings |
| eDiscovery Search for recordings and transcripts | View meeting recordings video and transcription text. | Manage Teams recording policies for meetings and events |
| Recording and transcript storage | Manage where meeting recordings and transcripts are stored. | Teams meeting recording and transcript storage and permissions in OneDrive for Business and SharePoint |
| Who can record and transcribe (Teams Premium) | Use sensitivity labels or a meeting template to control who can record and transcribe meetings created by organizers with a Teams Premium license. | Manage Microsoft Teams meeting recording and transcription options for sensitive meetings |
Manage recording and transcription for 1:1 calls
| Feature/setting | Admin controls | Documentation |
|---|---|---|
| Recording | Allow or prevent 1:1 and PSTN call recording for users, groups, or your entire organization. | Configure call recording, transcription, and captions in Teams |
| Transcription | Allow or prevent 1:1 and PSTN call transcription for users, groups, or your entire organization. | Configure call recording, transcription, and captions in Teams |
| Intelligent recap for calls | Licensing and the transcription policy control this feature. Users with a Teams Premium or Microsoft 365 Copilot license automatically have access to this feature. | Intelligent recap for Teams calls and meetings |
Teams Premium
If you have a Teams Premium license, you can use meeting sensitivity labels and templates to manage and enforce different recording and transcription settings for your organization. To learn more, see Manage Microsoft Teams meeting recording and transcription options for sensitive meetings.
Troubleshooting and diagnostics
If you or your users are having any issues or errors with recordings and transcripts, check out the following articles in the troubleshooting and end end user libraries:
- If your users are having issues with recording meetings, see I can't record a meeting in Microsoft Teams.
- To understand issues that affect meeting recordings, see Issues that affect meeting recordings.
- If your users are having issues with transcribing meetings, see I can't transcribe a meeting in Microsoft Teams.