Recording and sharing Microsoft Teams meetings

Prerequisites

  • Recording within Teams is not enabled by default – you need to request it from IT Services by completing this form. Allow 48 hours for this to be processed. Requests are actioned at 5pm each day (including weekends) but it may take up to 24 hours for the change to take effect and for recording to become available, but please note that the recording option is only available when you are in a meeting.
  • Important: if different people will be organising and presenting the meeting, they each need to complete the IT Services form in advance. That is, even if you as the presenter have recording privileges, you will not be able to record the meeting if the organiser does not have those privileges.
  • Access to a space in Canvas (or WebLearn) to add your recording to. Contact the Teaching Remotely Service Desk if you are unsure.
  • Note that when you record a session in Teams, only the video/audio and shared screen content is recorded – not the text chat, list of users present, or any whiteboard activity.
    • Take heed of the University’s advice surrounding making recordings of remote tutorials/seminars/classes. In summary, clearly inform all attending that the session will be recorded and who the recording will be shared with.
    • Before initiating a recording please take note of the University's policy on the recording of video conferences

Making the recording

  1. Start your Teams session as you normally would. It is best to use the full Teams application rather than the browser-based version of Teams.
  2. Once everyone is present in the session and you are ready to begin, warn everyone attending that you are going to begin recording.
  3. To start recording, go to the meeting controls and select the More options button (the three dots) and then Start recording. A banner will appear on all screens, notifying everyone in the meeting that recording has started. 

     

    teams start recording

    Start recording a Teams meeting

  4. To stop recording, go to the meeting controls and select the More options button and then Stop recording.
  5. The recorded session will be automatically processed and saved to Microsoft Stream. A link to the recording will also automatically appear in the chat window and in Microsoft Stream for any users who were invited to the meeting, whether they attended or not.

Viewing, editing and downloading your recording

  1. Go to Microsoft Stream.
  2. Click on My Content in the top menu to open menu options and select Meetings.
  3. You will see all your recordings listed chronologically. Click the thumbnail to play the recording.
  4. When playing, clicking the More options (three dots icon) and then Trim video will allow you to change the start and end points of the video. No other editing options are available.
  5. If one or two students missed the session and may require access to the recording for a short period of time, you may leave the recording in MS Stream and share it with them.
  6. If you need to add automatic captions to the video in MS Stream, click More options (three dots icon): under Details set the video language to English, and under Options, select Autogenerate a captions file. More details are provided by Microsoft: Automatically create closed captions. Please note that if you intend to download your recording and share it via Canvas (see section below), then it is not necessary to enable captions in MS Stream as they will be lost when the file is downloaded as an mp4. Panopto will automatically generate its own captions on the uploaded file.
  7. To download your recording as an .mp4 file, when viewing your recording click the More options (three dots icon) link and then Download video.

Note that while it is possible to keep your recording in Microsoft Stream and share it with your users from there, we do not recommend this, as it is easy to share it inadvertently with a wider audience than you intend. This could clearly have undesirable consequences. Instead, we strongly recommend that you download the recorded session from Microsoft Stream as an .mp4 file (as described above) and share it with your users using Panopto (see below).

Inserting your recording into a Canvas page

  1. Identify the page in your Canvas course where you wish your recording to appear and click Edit.
  2. Select the point in the page where you wish to insert the recording and select the Panopto Recordings button. 

     

    Panopto Recordings icon on the HTML editor toolbar

    Panopto Recordings icon on the HTML editor toolbar

  3. Follow the instructions to upload the .mp4 file that you downloaded from Microsoft Stream, scroll down and click Save.
    • This will automatically upload the file to the Panopto cloud storage, as well as inserting it into the Canvas page.
    • If the recording is a large file (e.g. over 500 Mb), this may take a number of hours – it would be best to do this outside of peak times.
    • Delete the recording from your computer once it has completed uploading to Panopto.
  4. The recording will appear on the page.
    • Note that if you wish to share the recording with a small subset of students enrolled in your Canvas course, use the Groups feature and insert the recording in the Pages or Discussions tools there.
  5. A detailed explanation of this process (with demonstration videos), as well as how to achieve the same result in WebLearn is available in this collection of examples.
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