To give access to a recording on Microsoft Teams, you primarily share the underlying video file, which is typically stored in Microsoft Stream (on SharePoint) or OneDrive. The most secure and common method involves generating a shareable link with specific permissions for individuals or groups.
Step-by-Step Guide to Sharing a Teams Recording
Sharing a Teams recording is a straightforward process that leverages Microsoft 365's robust file-sharing capabilities. Follow these steps to grant access:
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Locate the Recording:
- For meeting recordings, find your recording within the Teams chat or channel where the meeting took place. Click on the three dots (...) next to the recording in the chat history. Alternatively, navigate to your Teams files tab within the relevant channel or your personal Files area in Teams, which often links to your OneDrive or the channel's SharePoint site.
- Recordings of personal meetings are typically saved to your OneDrive, while channel meeting recordings are saved to the SharePoint site associated with that team.
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Access Sharing Options:
- Once you've located the recording, click on the ellipsis (...) (More actions) next to the recording's name.
- From the dropdown menu, select the "Copy link" option. This action prepares the sharing interface.
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Configure Link Settings:
- A dialog box will appear allowing you to set the permissions for the link. This is a crucial step for controlling who can access your recording.
- To grant access to specific individuals, select "Specific people".
- Enter the email address of the person or people you would like to have access. You can add multiple email addresses if needed.
- Before clicking "Apply" or "Copy," you can also choose if they can "View" or "Edit". For recordings, "View" is almost always the appropriate permission.
- Click "Apply" to confirm your settings, then "Copy" to get the shareable link.
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Share the Link:
- Paste the copied link into an email, a Teams chat, or any other communication method to send it to the intended recipients.
Understanding Teams Recording Storage and Permissions
Teams recordings are not stored directly within Teams but in your organization's Microsoft 365 environment, primarily:
- OneDrive for Business: For recordings of private meetings, group calls, or ad-hoc meetings.
- SharePoint Online: For recordings of channel meetings, stored in the "Recordings" folder within the channel's files.
Access to these recordings is governed by Microsoft 365's file permissions. When you share a link, you're essentially creating a direct access permission to the underlying file in OneDrive or SharePoint.
Different Sharing Options for Teams Recordings
While "Specific people" offers the most controlled access, you might encounter other sharing options depending on your organization's settings and the file's location.
| Sharing Option | Description | Best Use Case |
|---|---|---|
| Specific people | Only the individuals whose email addresses you enter will be able to access the recording. They may need to verify their identity. | Sharing sensitive recordings, one-on-one sessions, or training materials with a defined audience. |
| People in your organization with the link | Anyone within your organization (internal users) who receives the link can access the recording without needing a specific invitation. | Sharing internal company-wide updates, team meetings, or non-confidential presentations. |
| Anyone with the link | This option creates a public link. Anyone who has the link, regardless of whether they are in your organization, can access the recording. (Often restricted by IT policies). | Public webinars, marketing videos, or content intended for external audiences without requiring login. (Use with caution!) |
| People with existing access | This option simply copies a link that works for anyone who already has permissions to the file (e.g., members of a Team where the recording is stored). No new permissions are granted. | If you just want to quickly send the link to people who can already view it. |
Best Practices for Sharing:
- Always review permissions: Before sharing, double-check the chosen link settings to ensure you are only granting access to the intended audience.
- Set expiry dates: For sensitive recordings, if available, consider setting an expiry date for the shareable link.
- Password protection: Some advanced sharing options might allow adding a password to the link, providing an extra layer of security (if enabled by your organization).
- Check existing access: If someone already has access (e.g., they were part of the meeting or are a member of the Team), they may not need a new link. However, explicitly sharing a direct link can make it easier for them to find.
For more detailed information on managing and sharing Teams recordings, you can refer to Microsoft's official support documentation.
