Record a Teams Meeting and Share It with Your Students

Last updated on October 15, 2025

Microsoft Teams is a great tool for synchronous meetings with your online class. It’s easy to set up a recurring meeting and invite your students, but it’s not always easy for every student to attend every class. This is particularly likely when an in-person class moves online in the event of campus closure, for example during a snowstorm or public health emergency.

In cases where students can’t make it to class, you can provide them with a recording of the meeting to keep them up-to-date with the material covered in class. The recordings that Teams provides are also automatically transcribed live and captioned to a good degree of accuracy, creating a more accessible experience for students in class and when they watch the recording. Recording your lectures will also provide students with reference material while they are studying for later exams.

If you like, you can do some light editing of the recording by uploading it to Yuja or embed the video directly from Teams into Canvas. The recording will be immediately available to all students in the Files section of your MS Team, so both of these aforementioned steps are completely optional.

Best Practices

Why should I use this?

• Provide absent students with the information covered in class, ensuring that they don’t fall behind.
• Improve accessibility with live transcription and captioning. Being able to read what you’re saying will also be helpful for students in noisy environments, for example in a cafe or at home with children or pets.
• Record synchronous lectures as a future reference for students studying for exams. These can be a valuable study tool as they will see exactly what content you emphasize in your lecture.
• Use meeting recording to create video lectures for asynchronous classes. If you prefer not to use Yuja Software Capture for screencast recordings, Microsoft Teams can be used as an alternative. Simply start a meeting by yourself and record your webcam, audio, or screen in any combination.

When should I set this up?

• Recordings should be made in a scheduled meeting in a Team so students in that Team have access without you having to upload the recording somewhere else.
• Tell all present students immediately before the meeting starts that you are starting the recording. If you’ll be recording all classes in the course, provide that information in the syllabus.
• Set up a Team at the start of the semester, even if you’re teaching a face to face course. If you unexpectedly need to conduct class over Teams due to a campus closure, you’ll be well prepared. For more information, please see our tutorial, “Create a Course Team, Add Students, and Set up a Recurring Meeting.”

When should I not use this?

• When recording, the Microsoft Whiteboard will not be recorded and PowerPoint Live presentations will have limited functionality. When recording a PowerPoint lecture, share your entire screen and then open the PowerPoint in the dedicated app.
• Students might feel uncomfortable being recorded. Avoid surprising students with a recorded class meeting and instead communicate your recording policy early, ideally in the syllabus and the first class.
• In accordance with FERPA, a recording with identifiable student information should not be shown to anyone who is not enrolled in that same course. That means you shouldn’t reuse recordings of your classes in later semesters or in other sections unless you have edited out any student information from the recording, including names, images, and voices of students.

What should I do with my recordings?

• Recordings are a resource for your students, so ensure that students know how to access them and that they can do so easily.
• MS Teams voice recognition is very effective, but it can struggle to interpret jargon or technical terms. The transcription quality will also suffer if audio quality is poor. If the captions are not intelligible for a hearing-impaired student, upload the video to Yuja and edit the captions there. For more information, please see our Use YuJa to Create and Upload Videos and Edit Auto-Captions on YuJa Videos tutorials.

Let’s walk through it together!

Directions

Record a Teams Meeting

1. Open Microsoft Teams on your computer.
2. Start a Teams Meeting.
3. Inform everyone present that the meeting is about to be recorded.
4. Click on the 3-Dots Icon on the toolbar of the Meeting Window.
5. Hover over Record and Transcribe.
6. Click Start recording in the drop-down menu that appears.
7. Select the correct Spoken Language of the video.
8. Click Confirm.
9. Click on the 3-Dots menu again when you are ready to end the recording.
10. Hover over Record and Transcribe.
11. Click on Stop recording in the drop-down menu.
12. Click on Stop recording in the pop-up menu to confirm the recording should be stopped.

Find a Recording and Adjust Expiration Date and Captions within MS Teams.

1. Open MS Teams.
2. Click twice on Teams on the left-hand side of the screen.
3. Click on the Team where the recording was created.
   • If the meeting was not recorded under a specific Team or Class, the recording can be found by clicking OneDrive on the left side menu and following the same steps.
4. Click on the Files tab at the top of the screen.
5. Click the Recordings folder.
6. Click on the Recording.
   • If you’re having trouble finding the correct recording, look at the date in the Modified column. This will be the same date as your recording.
   • This will open the recording in a browser window in Microsoft Streams.
     • If you are using the MS Teams App, click Watch in browser on the top right of the screen.
7. To change the Expiration Date:
   • Click on Expires in [blank] days.
   • Click Remove expiration in the drop-down menu, or set another date.
8. To add Closed-Captioning:
   • Note: MS Teams will not automatically provide captions. If you are sharing the recording directly through MS Teams rather than through YuJa, you will need to follow these steps in order to make the video accessible for all your students.
   • Click Video Settings on the right hand menu.
   • Click Transcript and captions.
   • Click Generate.
     • It may take a few minutes for the captions to generate.
   • Click Transcript on the right hand menu.
   • Check that the captions match the spoken words.
   • Edit any captions that are incorrect.
     • Hover over a caption.
     • Click Edit.
     • Type the correct words.

Embed a Teams Recording Created within a Class or Team in Canvas

1. Click on the Share button on the top right hand corner. A drop down menu will appear with different options (Share, Copy link, Copy link at current time, and Embed code).
2. Click on Embed Code, a small window will appear.
   • Optional – If you would like to set a specific start time, check the box next to Start from and enter the time you want in the text box to the right.
3. Click on Copy Embed Code in the bottom right-hand corner.
4. Open Canvas.
5. Find the Page, Assignment, Discussion, Quiz, or Announcement you would like to embed the video in.
6. Click Edit.
7. Click the Embed (Cloud) icon at the far right of the toolbar.
   • On smaller screens, you may need to click a Three Dots icon to see the Embed icon.
8. Paste the Code into the Embed Code box in Canvas.
9. Click Submit.
   • Note: Make sure that the Canvas Course matches the MS Teams Class you are sharing the video with. Students will not able to view the recording if they do not have access to it from within Teams. If the recording needs to be shared outside of the Class it was created in, look below.

Share Video with People or Classes Not Part of the MS Team/Class

1. Click Share at the top right of the screen.
2. Select Manage Access from the drop-down menu.
3. Click the Person Icon at the top right of the pop-up window.
4. Type the Name, Group, or Email that you would like to share the video with.
   • If the recording needs to be shared with multiple courses, create a group/class within Teams for each course, then grant each group access for students to view the video.
5. Click the Pencil Icon.
6. Select Can View from the drop-down menu.
7. Click Grant Access.
   • Note: You do not have to grant students access through MS Teams if you upload and embed the recording on a Canvas Page through YuJa. To learn how to do this, see our tutorial on uploading a MS Teams recording to YuJa.