Are you facing issues with SharePoint teams recording access?
“We’ve been conducting important client training sessions in Teams, but our recordings are scattered all over OneDrive. We need these Microsoft Teams recordings in a central SharePoint library where the entire team can access them for reference. Currently, I’m manually downloading and uploading each file, which is incredibly time-consuming. Is there a better way to save Teams recording to SharePoint automatically or more efficiently?”
Why to share Microsoft Teams recordings?
Organizations conducting regular Teams meetings often accumulate valuable recordings that need proper management. By default, Teams saves recordings to the meeting organizer’s OneDrive, creating accessibility challenges for other team members. This decentralized approach creates version control issues, complicates permissions management, and makes it difficult to implement retention policies. Moving recordings to a SharePoint teams record location provides centralized access, improved governance, and better knowledge management for your organization’s important meeting content.
How to share Microsoft Teams recordings in SharePoint?
In this tutorial, we’ll explore multiple methods to save Teams recordings to SharePoint, from manual processes to automated solutions using Power Automate. We’ll cover both the newer Stream on SharePoint approach and work with recordings from the Teams recording folder. This guide assumes you have appropriate permissions in Teams, SharePoint, and Power Automate, and that your organization allows recording sharing. We’ll focus on methods that maintain proper access controls while sharing your Teams files and centralizing your content.
Effective methods for SharePoint teams recording management
Manual method for Microsoft Teams recording access
- Access the recording from the meeting chat by opening Teams and navigating to the chat where the meeting recording appears, typically with an automatic message indicating the recording is available.
- Click on the recording link which will open the recording in the Teams interface, allowing you to preview it before downloading to your local machine for subsequent upload.
- Select the “More actions” (three dots) menu on the recording and choose “Download” to save the file locally to your computer with the appropriate naming convention for your organization.
- Navigate to your destination SharePoint library where you want to store all team recordings by opening SharePoint in your browser and accessing the specific document library.
- Upload the recording file by dragging and dropping the downloaded file or using the “Upload” button in the SharePoint library, ensuring you maintain the original filename for consistency.
- Set appropriate permissions on the uploaded file by selecting the file, clicking “Share,” and adjusting who has access to view, edit, or manage the recording within your organization.
Automated method using Power Automate flow
- Create a new automated flow in Power Automate by navigating to make.powerautomate.com and selecting “Create” followed by “Automated cloud flow” to begin building your automation solution.
- Configure the trigger “When a new file is created (properties only)” selecting your OneDrive for Business connection and specifying the folder path “/Recordings” where Teams saves recordings by default.
- Add a condition step to filter only recording files using an expression like
contains(triggerBody()?['Name'], '.mp4')to ensure the flow only processes video recordings from Teams meetings. - Insert a “Get file content” action targeting the OneDrive file that triggered the flow, using dynamic content to reference the file identifier from the trigger step.
- Add a “Create file” action pointing to your destination SharePoint site and document library, using the file name from the trigger and file content from the previous step.
- Include a final “Set permissions” action to ensure the copied file in SharePoint has appropriate access controls for team members who need to view the recordings.
SharePoint online recording download and sharing options
- Create a dedicated SharePoint team site or communication site specifically for housing all your organization’s meeting recordings with consistent navigation and structure.
- Set up appropriate document libraries with metadata columns such as Meeting Date, Topic, Presenter, and Department to make searching and filtering recordings much easier for all users.
- Configure standard view settings in the library to display the most relevant information about each recording, including duration, date, and custom metadata fields you’ve established.
- Implement retention policies on the library to automatically archive or delete recordings after a certain period, ensuring compliance with your organization’s data governance requirements.
- Create and share a Quick Link to the recordings library so team members can easily bookmark the location and access it directly without navigating through multiple SharePoint pages.
Troubleshooting SharePoint teams recording issues
- If recordings don’t appear in OneDrive automatically after meetings, verify that you were the meeting organizer and had recording permissions enabled in the Teams admin center for your account.
- When encountering “Access Denied” errors while sharing recordings, check that the recording processing has completed (can take 15-30 minutes) and that you have sufficient permissions to modify sharing settings on the file.
- For recordings showing “This recording has expired or been removed”, contact your Teams administrator as this likely indicates a retention policy has been applied or the original creator has deleted the recording from their OneDrive.
- If Power Automate flow fails during the copy process, verify your connection credentials for both OneDrive and SharePoint services, and ensure the file size isn’t exceeding SharePoint’s upload limits for your tenant configuration.
- When users report they cannot play recordings in SharePoint, ensure they have at least “Read” permissions on the file and verify your organization’s Stream on SharePoint settings aren’t restricting playback capabilities.
Pro tip: Consider creating a Power App for team members to request recordings be moved to SharePoint, which can trigger your Power Automate flow while capturing important metadata about the recording content.