Microsoft Teams has changed the landscape of business communication.
With this, companies can enjoy various services, one of which is voice and video conferencing. This feature allows users to meet, collaborate, and work securely wherever they may be.
Apart from providing seamless videoconferencing, MS Teams also permits businesses to save transcripts through cloud-based call recording.
Simply put, this is a recording solution that allows the phone system to capture calls and store them in the Microsoft Stream. All of these are done following compliance recording regulations.
If you’re wondering how you can use this call recording application, make sure to follow these steps on recording your Microsoft Teams meetings, classes, or group calls.
Requirements for Making Microsoft Teams Recordings
Before you capture the data of a call or a virtual meeting, you and the other Teams users should meet the following requirements:
- Office 365, Microsoft 365 Business Premium, Business Standard, Business Basic, E1, E3, E5, A1, A3, or A5
- Microsoft Stream License
- Adequate space for recording storage
- Teams Meeting Policy, with Allow Cloud Recording and Allow Transcription features set to true
- Consent to Company or Enterprise Guidelines
- User is not a guest, federated user, or anonymous member of the meeting
How to Set Up the Cloud Meeting Recording Platform
To activate Microsoft Teams’ call recording solutions, you need to:
Step 1: Turn on Microsoft Stream.
Microsoft Stream is included in Microsoft 365 and Office 365 plans, though it can be bought as a standalone service. You will be able to access this once the admin assigns you a license.
If you can’t use this service, see to it that your access is not blocked. In case you are, ask the IT officer to disable this through the Microsoft Azure portal.
Step 2: Check your upload video permission.
Each user given a Stream license can create content using Microsoft Teams.
However, the Admin has the right to restrict certain people from recording communications due to security.
Should this be the case, you need to ask the IT security officer to take you off the restricted list.
Step 3: Signify your consent to join the meeting.
Before you can make quality recordings, you must accept the company policy before joining a meeting.
Step 4: Turn on the Microsoft Teams Call Recording platform.
To make call recordings, you have two options.
The first choice is to go to the Microsoft Teams admin center. Once here, go to the Meeting Policy setting and turn on the Allow Cloud Recording option.
You can also record your call through the PowerShell system. Here, you need to choose the Teams Meeting Policy option to configure the Allow Cloud Recording feature.
Both the meeting organizer and recording initiator should have permission to record the meeting before it starts. Unless the policy is customized, users are entitled to the global policy where Allow Cloud Recording is set by default.
As for users, the Start and Stop call recording toggles can be accessed through More Options.
Microsoft Teams will continue to record even if the person who started the meeting has left the conference. Should someone forget to disable the call recording, it will automatically stop after 4 hours.
Remember,Microsoft Teams cannot capture data, such as whiteboards and shared notes. Add to that, only four people can appear on screen sharing at any one time.
Step 5: Enable transcription.
You can have quality captions and audio transcriptions for your Microsoft Teams call recording. To do so, this feature should be enabled by the person who started the session.
This can be done by turning on the Allow Transcription setting in the Microsoft Teams Admin Center. For PowerShell, the Allow Transcription option is found at the Teams Meeting Policy setting.
Unless the company follows a custom policy, users shall follow a global policy where transcribing is automatically disabled.
Remember, audio transcriptions are only available for Microsoft Teams whose phone system is set to English. Those who speak in English during meetings may activate this solution, too.
Step 6: Access Your Microsoft Meetings Call Recording.
You have to ensure that you have adequate area in the cloud, as an hour’s worth of voice calling takes up 400 MB of space. Granted that you have the necessary space, you can get your stored training recordings within 21 days.
Accessing a stored call from devices is easy, too, as long as you have the Insights analytics program. This utilizes AI to organize the data, so you can seek out a call without having to comb through hundreds of files.
How Secure are Recordings Done with Microsoft Teams?
Microsoft Teams is pretty secure, which is excellent if your training or meeting deals with particularly sensitive information. The data and analytics are stored, encrypted (256-bit), and backed up in the cloud.
Redactions can be made according to recording compliance. Such edits can be done with a phone agent or with an API call, though it can be accomplished automatically with the help of AI.