Teams Meeting Recap Access

Assigning users as co-organizers gives them transcript-download and recording-edit permissions, but it does not universally make them the owner who can download every meeting recording; for guaranteed video downloads, grant access on the underlying OneDrive/SharePoint file and ensure no tenant download policy blocks them.

Configure future non-channel meetings

1. Add the required users as co-organizers before the meeting.
2. Open the meeting in Teams Calendar → Meeting options → Recording & transcription.
3. Under Who has access to the recording and transcript, select:
   • Organizers and co-organizers, or
   • Specific people and select the required presenters.

This option requires Teams Premium or a Copilot license, is unavailable for channel and ad-hoc meetings, and governs access rather than overriding SharePoint, OneDrive, or sensitivity-label permissions. A change made during a meeting requires ending and restarting the meeting to take effect.^1^

For non-channel meetings, the files are stored in the organizer’s OneDrive Recordings folder. Co-organizers receive edit and sharing permissions, while ordinary internal attendees normally receive read access without sharing or download rights.^2^

Because Microsoft’s end-user recording guidance identifies the meeting organizer as the recording downloader, use one of these approaches when every team member must be guaranteed an independent video download:

• Have the appropriate team member schedule the meeting as its actual organizer.
• From the organizer’s OneDrive Recordings folder, share the recording with the team using file permissions that do not have Can’t download selected.
• If needed, open the past meeting → Recap → select the recording → Open in Stream → Share → Share → Link settings, then grant the intended users access without enabling Can’t download.^3^

Download the transcript

Co-organizers can download the transcript by default:

1. Teams → Chat.
2. Open the past meeting chat.
3. Select Recap → Transcript.
4. Open the arrow beside Download and choose .docx or .vtt.^4^

If this works for transcripts but not recordings, that difference is consistent with the separate ownership and permission rules for those artifacts.

Check download-blocking policies

If co-organizers still cannot download transcripts—or users with explicit file permission cannot download recordings—have the Teams/SharePoint administrator check these policies.

Channel meetings only: Recordings and transcripts are stored in the channel SharePoint site. If ChannelRecordingDownload is Block, channel members receive view-only access; channel owners retain full rights. To permit downloads organization-wide for channel recordings:

Connect-MicrosoftTeams

Set-CsTeamsMeetingPolicy `
  -Identity Global `
  -ChannelRecordingDownload Allow

If a custom meeting policy is assigned, update that policy identity rather than Global.^5^

All new Teams recordings and transcripts: A SharePoint tenant policy can block downloads from both OneDrive and SharePoint. It requires Microsoft Syntex–SharePoint Advanced Management and can exempt members of specified security groups. A SharePoint Administrator should either disable that policy or add the team’s security group to its exclusion list.^6^

For channel meetings, changing users to co-organizers does not replace channel SharePoint permissions or override the channel download policy. For externally organized meetings, the external organizer’s tenant and storage permissions control access, so your tenant cannot guarantee downloads.

References

1. Customize who can access a recording or transcript in Microsoft Teams | Microsoft Support
2. Teams meeting recording and transcript storage and permissions in OneDrive and SharePoint
3. I can't record a meeting in Microsoft Teams | Microsoft Support
4. [Desktop](https://support.microsoft.com/teams/meetings/start-stop-and-download-live-transcripts-in-microsoft-teams-meetings#in-this-article)
5. Manage Teams recording policies for meetings and events
6. Block the download of Teams meeting recording files from SharePoint or OneDrive