how do I know if a team's meeting recording was viewed by an external party? what would we check for on the teams setup to ensure the external party has not received the recording if it was set to Everyone internally?

Hello @Laaiqah Sasman

Regarding your concerns, I would like to provide the following information about Microsoft Teams meeting recordings. First, the meeting recording is typically saved to the OneDrive account of the user who starts the recording. If the meeting is configured to automatically record, the recording is saved to the meeting organizer's OneDrive. According to Microsoft, invited external attendees do not automatically receive access to the recording simply because they attended the meeting. Meeting recordings follow the sharing permissions applied to the file, and external users can only access the recording if it has been explicitly shared with them.

For more information, you can refer to: Manage Teams recording policies for meetings and events - Microsoft Teams | Microsoft Learn

Therefore, if a meeting includes both internal and external attendees, external participants would not automatically have access to the recording, recap, transcript, or related content. If access is required, someone with permission to the recording would need to intentionally share the file with those external users. Regarding to the concern that only host can have the recorder, Microsoft provides options such as Everyone, Organizers and co-organizers, or Specific people. If your goal is to ensure that only the meeting owner can access the recording by default, it is recommended to select Organizers and co-organizers before the meeting starts.

However, please note that this option is only available to users with a Microsoft 365 Copilot or Teams Premium license. For additional details, please refer to Microsoft's article: Customize who can access a recording or transcript in Microsoft Teams | Microsoft Support

For your final question about obtaining consent before recording begins, Microsoft provides an Explicit Recording Consent feature. When enabled by a Teams administrator, participants are prompted to provide consent before they can be included in a meeting recording or transcript. Participants who decline consent are provided with a limited view-only experience and are not included in the recording. More information can be found in the following Microsoft documentation: Manage participant agreement for recording and transcription

I hope this helps clarify how meeting recordings and access permissions work in Microsoft Teams. Please let me know if you have any further concern.

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