You can record an in-person meeting when someone joins a Teams meeting from a laptop or when the room uses a Microsoft Teams Room. The controls are nearly the same, but the recording owner and file location can differ—especially when a meeting is started with Meet now from a room console.
Before recording people in the room, tell participants that recording or transcription will start and check your organization’s consent policy. Teams automatically notifies meeting participants when recording begins. If your organization requires explicit agreement, participants may need to answer Yes before they can unmute, turn on video, or share content.
Record an in-person meeting from a Teams laptop
This is the usual arrangement for a physical meeting: people are in the same room, and one laptop joins the Teams meeting to provide the microphone, camera, speakers, or screen sharing.
- Join or start the Teams meeting on the computer.
- In the meeting controls, select More actions (…).
- Select Record and transcribe > Start recording.
- Select Confirm.
Teams displays an on-screen recording indicator and automatically notifies people in the meeting. The notification applies to remote attendees as well as people physically present, so also announce it aloud to anyone in the room who may not be looking at the Teams window.
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Record audio without video
If you need a spoken record of the room but do not want to preserve video, choose the audio-only option:
- Select More actions (…).
- Select Record and transcribe > Start recording.
- Select More options.
- Under Choose what to record, select Audio only.
- Select Confirm.
Audio-only recording does not solve poor microphone placement. For a room with several speakers, use the room’s table microphone or a suitable external microphone rather than relying on a laptop at one end of the table.
Transcribe the discussion
Transcription creates text from the meeting’s spoken dialogue. It can be started independently of recording:
- Select More actions (…) in the meeting controls.
- Select Record and transcribe > Start transcription.
Use this when you want searchable meeting text but do not need a video or audio recording. If you start both features, Teams produces a recording and a transcript. Closed captions during playback are available only when transcription was turned on while the meeting was recorded. Captions may not be fully supported if the recording is moved or copied from its original OneDrive or SharePoint location.
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Stop recording and transcription
To stop both, select More actions > Record and transcribe > Stop recording.
To stop only the transcript while keeping the recording running, select More actions > Record and transcribe > Stop transcription. Stopping transcription does not stop the recording.
The person who started the recording can leave without ending it. It continues while other people remain in the meeting. When everyone leaves, it stops. If someone stays connected, Teams can end and automatically restart the recording every four hours until the last participant leaves.
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Use a Microsoft Teams Room
A Teams Room has a room console, room camera, speakers, and microphones. The recording controls are still accessed through More actions > Record and transcribe when the meeting is running.
There is an important difference if the meeting is started with Meet now on the room console. In that case, the Teams Room resource account becomes the meeting organizer. By default, the recording is saved in that room account’s OneDrive, if the account has available OneDrive storage. Participants do not automatically receive full permissions to the file.
If the room resource account has no OneDrive license and storage, Teams saves the recording to the co-organizer’s or recording initiator’s OneDrive instead. This can explain why a recording is not visible in the personal OneDrive of the person who expected to own it.
| How the in-person meeting starts | Likely recording owner and location | Where to look first |
|---|---|---|
| Scheduled, ordinary Teams meeting | Organizer’s OneDrive for work or school | Meeting chat, Teams calendar, or organizer’s OneDrive |
| Channel meeting | SharePoint for the team or channel | Channel conversation |
| Teams Room started with Meet now | Room resource account’s OneDrive, if licensed | Meeting chat and the room account’s storage |
| Teams Room without OneDrive storage | Co-organizer’s or recording initiator’s OneDrive | Meeting recap and the initiator’s OneDrive |
For Teams Rooms on Android or Windows, an explicit-consent policy treats the room device as automatically consented. The consent record is logged as “not applicable” or “auto consent.” That does not remove the need to inform people in the room according to your organization’s rules.
Who can start the recording?
The organizer does not have to remain in the meeting, but the person starting or stopping the recording must meet Teams’ requirements. In general, that person must:
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- Have a supported license, such as Microsoft 365 Business, Business Premium, Business Essentials, or an eligible Office 365 E1, E3, E5, F3, A1, A3, or A5 license.
- Be covered by the organization’s cloud-recording and meeting policies.
- Be permitted by the meeting options to record and transcribe.
Only one person can record a Teams meeting at a time. Guests and users from another organization cannot start or stop a native Teams meeting recording. Federated users may be able to record calls, but not meetings.
Limit recording rights before the meeting
Organizations with Teams Premium or a Copilot license can let the organizer decide who may start recording or transcription:
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- Open Calendar in Teams.
- Select the meeting, then choose View event.
- Select Options.
- Under Recording and transcription, open Who can record and transcribe.
- Choose Organizers and co-organizers, Organizers, co-organizers, and presenters, or No one.
- Select Apply.
No one blocks both recording and transcription. If Allow Copilot is set to During and after the meeting, Teams does not allow this setting to be changed to No one. The setting is also unavailable when automatic recording is enabled.
Turn on automatic recording for scheduled meetings
If your organization permits it, the organizer can enable Record and transcribe automatically in the meeting options. This starts recording and transcription when the meeting begins, which is useful for recurring room meetings where nobody should have to remember the control.
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1Repair Windows errors before they cause bigger problems2Fix the driver behind crashes, sound loss and screen glitches3Clear out junk files and repair common Windows errorsThe admin policy does not automatically record every ordinary meeting. It only makes the organizer’s option available, and that option is off by default. An administrator can expose it with:
Set-CsTeamsMeetingPolicy -Identity <policy name> -AutoRecording Enabled
To remove the option:
Set-CsTeamsMeetingPolicy -Identity <policy name> -AutoRecording Disabled
This policy controls the organizer’s automatic-recording option; Microsoft documents the transcript behavior separately. For webinars and town halls, automatic recording and transcription are on by default. To disable it before one of those events, open the event in the Teams calendar, select Meeting options > Recording & transcription, and turn off Record and transcribe automatically.
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Current Teams meeting recordings and transcripts are stored in OneDrive for work or school or SharePoint, not in the old Stream-only storage model.
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- Ordinary meeting: The recording is processed into the organizer’s OneDrive and appears in the meeting chat.
- Channel meeting: The recording is stored in SharePoint and appears in the channel conversation.
- Past meeting: Open the meeting in the Teams calendar and use its details or Recap page. The meeting chat is another useful route.
In a past meeting, open Recap, select the recording or transcript, and choose Open in Stream in the upper-right corner. In Stream, select Share > Share. The sharing dialog can provide options such as Can view, Can edit, Can’t download, expiration, and password protection. Select Apply, then Copy link.
The organizer owns the recording by default. OneDrive or SharePoint permissions still apply, and by default only the organizer and co-organizers can download or delete it. External attendees need an explicit share permission. Forwarding the meeting invitation does not necessarily give a forwarded person access; users added to the meeting chat receive the automatic recording link.
For meetings with more than 250 participants, some attendees may not receive file permissions automatically. The recording owner may need to add them to the file’s shared list.
What the native recording does not capture
Teams records voice, video, screen-sharing activity, and PowerPoint Live content, but it is not a complete visual record of everything in a physical room. Native recordings do not capture:
- More than four people’s video streams at once.
- Whiteboards and annotations.
- Shared notes.
- Content shared by apps.
- Videos or animations embedded in PowerPoint Live presentations.
- Multi-screen sharing.
For an in-person meeting, this means a physical whiteboard may need to be photographed separately, and an app shown on a second display may not appear in the recording. A recording also does not preserve every participant’s camera feed simultaneously; the documented limit is four video streams at once.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.If the recording or transcription button is missing
A lock icon beside transcription can provide a tooltip explaining the restriction. Check these causes in order:
| Symptom | Likely cause or fix |
|---|---|
| No recording or transcription control | The user lacks the required license, is a guest or external participant, or recording is disabled by an administrator. |
| Only organizers or co-organizers can start it | The meeting’s Who can record and transcribe setting limits the role. |
| Nobody can start it | The setting is No one, or the organization has disabled the feature. |
| Transcription is locked for everyone | The meeting may have been created through Microsoft Graph with allowTranscription: false. The organizer must enable transcription and start a new meeting. |
| Transcription is unavailable after changing Copilot settings | The organizer may have turned off Allow Copilot under Copilot and other AI, or another meeting policy may block it. |
| PSTN participant cannot use transcription | Location-Based Routing can prevent availability in the relevant calling scenario. |
If the feature is blocked by policy, the meeting organizer usually cannot override it during the meeting. Ask the Teams administrator to review the assigned meeting policy and recording permissions.
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Enable participant agreement in the Teams admin center
Administrators can require participants to agree before actively participating in a meeting being recorded or transcribed:
- Open the Teams admin center.
- Go to Meetings > Meeting Policies.
- Select an existing policy or create one.
- Open Recording & Transcription.
- Set Require participant agreement for recording and transcription to On or Off.
- Select Save.
The corresponding PowerShell setting is -ExplicitRecordingConsent on the CsTeamsMeetingPolicy cmdlet. When the requirement is enabled for a non-automatic meeting, Teams can mute participants and turn off their cameras and content sharing after recording or transcription starts. They are prompted for a Yes or No response when they try to unmute, enable video, or share.
A participant who selects No receives a view-only meeting experience and cannot start recording or transcription. Consent choices can appear in the attendance report and are available to administrators through Microsoft Purview audit logs.
FAQ
Can I record an in-person meeting if only one laptop is connected to Teams?
Yes. Start or join the Teams meeting on the laptop, then select More actions (…) > Record and transcribe > Start recording > Confirm. The laptop’s microphone, camera, and shared content determine what the recording captures.
Does stopping transcription stop the meeting recording?
No. Select Stop transcription to end only the live transcript. The recording continues until you select Stop recording.
Where is an in-person Teams recording saved?
For a normal meeting, it is generally saved in the organizer’s OneDrive for work or school. A channel meeting is stored in SharePoint. A meeting started with Meet now on a Teams Room console may be owned by the room resource account instead.
Can an external attendee start the recording?
No. Guests, anonymous users, and users from another organization cannot start or stop a native Teams meeting recording. A permitted, licensed user from the organizer’s organization must do it.
Why can I record but not find the file?
Check the meeting chat, the Teams calendar’s meeting details, and the Recap page. For a channel meeting, check the channel conversation and its SharePoint files. For a Teams Room Meet now session, check whether the room resource account owns the recording.
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No. Native Teams meeting recordings do not capture whiteboards or annotations. Photograph or scan the board separately and share it with the recording.
The Bottom Line
For most in-person meetings, use More actions > Record and transcribe on the computer running Teams. Start transcription separately when you only need text, and remember that stopping transcription does not stop recording. Before the meeting, confirm who is allowed to record, whether participant agreement is required, and where the file will be owned—particularly when a Teams Room starts the meeting with Meet now.
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