Microsoft Teams Recording Transcription

How to transcribe ms teams recording© Getty Images/iStockphoto

1 day ago  Microsoft has announced a new education feature for Microsoft Teams called Reading Progress. The goal is to help children with their learning process by recording. Microsoft has announced live transcription in Microsoft Teams meetings for English (US). Similar to recording a meeting, participants are notified that live transcription is on and have the ability to hide it from their meeting view with just a click. In the Microsoft Teams Admin Centre You can use your Microsoft Teams Admin Centre, or the PowerShell command centre to control your Teams policies when it comes to transcriptions and recording. In the Teams Admin Centre, go to the settings for Audio and Video, and click the button to turn Allow Transcription off or on. The recordings are stored on Microsoft Stream which is part of the Trinity Office 365 offering. The recordings may be watched online or downloaded. All meetings that are recorded are automatically transcribed subsequently on Microsoft Stream. The accuracy of the recording will vary but is typically 85%.

Microsoft is rolling out its AI-powered live transcription service in Microsoft Teams, answering Zoom's recent expansion of its own live transcription feature.

Competition remains fierce in the video-meeting market for live transcription functionality. In December, Cisco announced its closed captioning service for Webex; Zoom last month brought live transcription to free accounts, albeit in a limited manner; Google just brought live captions to Chrome, and now Microsoft is offering its own take on live transcriptions in Teams.

Artificial Intelligence

Microsoft Teams live transcription can identify each speaker, and captures audio in 'near real time' to provide a record of what's said during and after the meeting.

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'Delivering live transcription with high accuracy, minimal latency, and cost efficiency at enterprise scale has been one of the toughest challenges in the industry,' says Microsoft's Shalendra Chhabra, the lead on conversational AI for Microsoft Teams meetings.

'Over the last two years we've made significant strides in solving this problem and have dramatically improved our models for accuracy using meeting context in real time and cutting edge AI.'

To identify speakers, the Teams live transcription feature uses a meeting's invitation, participant names and attachments to improve recognition of specific lingo in a meeting and transcribe audio.

The transcriptions appear in a column on the right-hand side of the Teams desktop app and are linked to each participant's avatar.

The transcription files are then stored in the meeting organizer's Exchange Online account. Only the organizer and tenant admin have permissions to delete it.

Chhabra assures users that the live transcription service will not allow Microsoft employees to pry on confidential business discussions. Microsoft employees cannot see the meeting's contents, the models are deleted immediately after each meeting, and Microsoft doesn't use data from meetings to improve its AI, he says.

The feature is currently only supported on the Teams desktop app and is tailored for US English. A transcript is available on the desktop app in a tile labelled 'Meeting Transcript' or via Teams on the web.

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Microsoft teams recording transcription services

This feature is primarily for Microsoft's enterprise customers and is only available to customers with licenses for Microsoft 365 E3, Microsoft 365 E5, Microsoft 365 Business Standard, and Microsoft 365 Business Premium SKUs. It's coming to the Teams instant meeting feature, Meet Now, 'soon'.

In theory, Teams users with a free account can still get live transcriptions by using Teams through Google's Chrome browser. But, unlike Teams for enterprise customers, Chrome doesn't create a post-meeting transcript of the conversation. However, Chrome can create captions for locally stored audio and video files on top of social and video sites, podcasts, and radio content.

To use Live Caption in Chrome, users need to go to Settings and click on Advanced in the left menu. The feature can be enabled from the Accessibility panel.

© Provided by ZDNet Live transcription in Microsoft Teams. Image: Microsoft

Microsoft

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In Microsoft Teams, users can record their Teams meetings and group calls to capture audio, video, and screen sharing activity. There is also an option for recordings to have automatic transcription, so that users can play back meeting recordings with closed captions and search for important discussion items in the transcript. The recording happens in the cloud and is saved to Microsoft Stream, so users can share it securely across their organization.

Related: Teams meeting recording end user documentation

Note

The change from using Microsoft Stream to OneDrive for Business and SharePoint for meeting recordings will be a phased approach. For detailed information on each phase, see Use OneDrive for Business and SharePoint or Stream for meeting recordings.

Note

For information about using roles in Teams meetings, and how to change users' roles, see Roles in a Teams meeting. For live events recording options, see Live event recording policies in Teams.

Prerequisites for Teams cloud meeting recording

For a Teams user's meetings to be recorded, Microsoft Stream must be enabled for the tenant. In addition, the following prerequisites are required for both the meeting organizer and the person who is initiating the recording:

  • User has Office 365 E1, E3, E5, A1, A3, A5, Microsoft 365 Business Premium, Business Standard, or Business Basic1
  • User has consented to the company guidelines, if set up by the admin
  • User has sufficient storage in Microsoft Stream for recordings to be saved
  • User has CsTeamsMeetingPolicy -AllowCloudRecording setting set to true in order to record meetings and group calls
  • User has CsTeamsCallingPolicy -AllowCloudRecordingForCalls setting set to true in order to record 1:1 calls
  • User is not an anonymous, Guest, or federated user in the meeting
  • To enable transcription for a user's meeting, the Teams meeting policy they are assigned to must have the -AllowTranscription setting set to true.

1 As of August 20, 2020, access to the meeting recording file will expire after 21 days for users with A1. For more information, see Upload a Microsoft Teams meeting recording to Stream.

Important

Users won't need a Microsoft Stream license assigned if you want users to only record and download the recordings. This will mean that the recordings aren't stored in Microsoft Stream but are instead stored in Teams Async Media Services (AMS) with a 21-day limit before it's deleted. It's not something at this point that an admin can control or manage including the ability to delete it.

Also note, for recordings that are on AMS, the recording retention is affected by the chat message itself. As such, any deletion of the original AMS Recording chat message will prevent users from being able to access the recording. There are two scenarios that can affect this:

  • User manually deletes the chat message

    In this scenario, as the original message is gone, users will no longer be able to access the recording and no further downloads will be possible. However, the recording itself may still be retained within Microsoft's internal systems for a time (not exceeding the original 21-day period).

  • Recording chat message is deleted by chat retention policy

    AMS Recordings are directly tied to the chat retention policy. As such, although recordings on AMS will by default be retained for 21 days before being deleted, if the chat message is deleted before the 21-day time period, due to chat message retention policies, the recording will also be deleted. There is no way to recover the recording after this.

Set up Teams cloud meeting recording for users in your organization

This section explains how you can set up and plan for recording Teams meetings.

Turn on Microsoft Stream for users in the organization

Microsoft Stream is available as part of eligible Microsoft 365 and Office 365 subscriptions or as a standalone service. See the Stream licensing overview for more details. Microsoft Stream is now included in Microsoft 365 Business, Microsoft 365 Business Standard, and Microsoft 365 Business Basic.

Learn more about how you can assign licenses to users in Microsoft 365 or Office 365 so that users can access Microsoft Stream. Ensure that Microsoft Stream is not blocked for the users, as defined in Block sign-ups for Microsoft Stream.

Make sure users have upload video permissions in Microsoft Stream

By default, everyone in the company can create content in Stream, once Stream is enabled and the license is assigned to the user. A Microsoft Stream administrator can restrict employees for creating content in Stream. The users who are in this restricted list will still be able to record meetings, however, their recordings will not be sent to Stream. These recordings will instead be temporarily stored on AMS for 21 days. During which time, the recording must be downloaded before it is deleted at the end of those 21 days.

Notify employees to consent to company guidelines in Microsoft Stream

If a Microsoft Stream administrator has set up company guideline policy and requires employees to accept this policy before saving content, users must do so before recording in Microsoft Teams. Before you roll out the recording feature in the organization, make sure users have consented to the policy.

Turn on or turn off cloud recording

You can use the Microsoft Teams admin center or PowerShell to set a Teams meeting policy to control whether user's meetings can be recorded.

In the Microsoft Teams admin center, turn on or turn off the Allow cloud recording setting in the meeting policy. To learn more, see Meeting policy settings for audio & video.

Using PowerShell, you configure the AllowCloudRecording setting in TeamsMeetingPolicy. To learn more, see New-CsTeamsMeetingPolicy and Set-CsTeamsMeetingPolicy.

Note that both the meeting organizer and the recording initiator need to have the recording permissions to record the meeting. Unless you have assigned a custom policy to the users, users get the Global policy, which has AllowCloudRecording enabled by default.

Note

Microsoft teams record video

For more information about using Teams roles to configure who has permission to record a meeting, see Roles in a Teams meeting.

For a user to fall back to the Global policy, use the following cmdlet to remove a specific policy assignment for a user:

To change value of AllowCloudRecording in the Global policy, use the following cmdlet:


ScenarioSteps
I want all users in my company to be able to record their meetings
  1. Confirm Global CsTeamsMeetingPolicy has AllowCloudRecording = True
  2. All users have the Global CsTeamsMeetingPolicy OR one of the CsTeamsMeetingPolicy policies with AllowCloudRecording = True
I want the majority of my users to be able to record their meetings but selectively disable specific users who are not allowed to record
  1. Confirm GlobalCsTeamsMeetingPolicy has AllowCloudRecording = True
  2. Majority of the users have the Global CsTeamsMeetingPolicy OR one of the CsTeamsMeetingPolicy policies with AllowCloudRecording = True
  3. All other users have been granted one of the CsTeamsMeetingPolicy policies with AllowCloudRecording = False
I want recording to be 100% disabled
  1. Confirm Global CsTeamsMeetingPolicy has AllowCloudRecording = False
  2. All users have been granted the Global CsTeamsMeetingPolicy OR one of the CsTeamsMeetingPolicy policies with AllowCloudRecording = False
I want recording to be turned off for the majority of the users but selectively enable specific users who are allowed to record
  1. Confirm Global CsTeamsMeetingPolicy has AllowCloudRecording = False
  2. Majority of the users have been granted the Global CsTeamsMeetingPolicy OR one of the CsTeamsMeetingPolicy policies with AllowCloudRecording = False
  3. All other users have been granted one of the CsTeamsMeetingPolicy policies with AllowCloudRecording = True

Where your meeting recordings are stored

Meeting recordings are stored in Microsoft Stream cloud storage. Currently, the meeting recording feature is turned off for customers whose Teams data is stored in-country if Microsoft Stream isn't available in the in-country data residency region where the data is stored. The meeting recording feature can be turned on for customers whose data is supposed to be stored in-country even if Microsoft Stream isn't available in the in-country data residency region. This can be done by allowing recordings to be stored in the nearest geographic region for Microsoft Stream.

If your Teams data is stored in-country and you prefer to store meeting recordings in-country, we recommend that you turn off the feature, and then turn it on after Microsoft Stream is deployed to your in-country data residency region. To turn off the feature for all users in your organization, turn off the Allow cloud recording setting in the Global Teams meeting policy, which is in the Microsoft Teams admin center. If, however, you still wish to enable recordings to be stored in the nearest geographic region for Microsoft Stream, you must turn on both Allow cloud recording and Allow Recording Storage Outside Region before this change takes place.

To enable recordings in-region in the Global policy, use the following cmdlet:

Here's a summary of what happens when you turn on meeting recording when this change takes effect:

Transcription In Ms Teams

If you turn on meeting recordings...Meeting recordings are stored...
Before Microsoft Stream is available in your in-country data residency regionIn the nearest Microsoft Stream region
After Microsoft Stream is available in your in-country data residency regionIn your in-country data residency region

For new and existing tenants that haven't yet turned on meeting recording, new recordings are stored in-country after Microsoft Stream is available in the in-country data residency region. However, any tenant that enables meeting recording before Microsoft Stream is available in the in-country data residency region will continue to use the Microsoft Stream storage for existing and new recordings, even after Microsoft Stream is available in the in-country data residency region.

To find the region where your Microsoft Stream data is stored, in Microsoft Stream, click ? in the upper-right corner, click About Microsoft Stream, and then click Your data is stored in. To learn more about the regions where Microsoft Stream stores data, see Microsoft Stream FAQ.

To learn more about where data is stored across services in Microsoft 365 or Office 365, see Where is your data located?

Microsoft Teams Transcription Without Recording

Turn on or turn off recording transcription

This setting controls whether captions and transcription features are available during playback of meeting recordings. If you turn this off, the Search and CC options won't be available during playback of a meeting recording. The person who started the recording needs this setting turned on so that the recording also includes transcription.

Note

That transcription for recorded meetings is currently only supported for users who have the language in Teams set to English and when English is spoken in the meeting. They are stored together with the meeting recordings in Microsoft Stream cloud storage.

You can use the Microsoft Teams admin center or PowerShell to set a Teams meeting policy to control whether the recording initiator gets a choice to transcribe the meeting recording.

In the Microsoft Teams admin center, turn on or turn off the Allow transcription setting in the meeting policy. To learn more, see Meeting policy settings for audio & video.

Using PowerShell, you configure the AllowTranscription setting in TeamsMeetingPolicy. To learn more, see New-CsTeamsMeetingPolicy and Set-CsTeamsMeetingPolicy.

Unless you have assigned a custom policy to the users, users get the Global policy, which has AllowTranscription disabled by default.

For a user to fall back to Global policy, use the following cmdlet to remove a specific policy assignment for a user:

To change value of AllowCloudRecording in the Global policy, use the following cmdlet:


ScenarioSteps
I want all users in my company to be able to transcribe when initiating recording of a meeting
  1. Confirm Global CsTeamsMeetingPolicy has AllowTranscription = True
  2. All users have the Global csTeamsMeetingPolicy OR one of the CsTeamsMeetingPolicy policies with AllowTranscription = True.
I want the majority of my users to be able to transcribe the meeting recordings, but selectively disable specific users who are not allowed to transcribe
  1. Confirm Global CsTeamsMeetingPolicy has AllowTranscription = True
  2. Majority of the users have the Global CsTeamsMeetingPolicy OR one of the CsTeamsMeetingPolicy policies with AllowTranscription = True
  3. All other users have been granted one of the CsTeamsMeetingPolicy policies with AllowTranscription = False
I want transcription of the recording to be 100% disabled
  1. Confirm Global CsTeamsMeetingPolicy has AllowTranscription = False
  2. All users have been granted the Global CsTeamsMeetingPolicy OR one of the CsTeamsMeetingPolicy policies with AllowTranscription = False
I want transcription to be disabled for the majority of the users but selectively enable specific users who are allowed to transcribe
  1. Confirm Global CsTeamsMeetingPolicy has AllowCloudRecording = False
  2. Majority of the users have been granted the Global CsTeamsMeetingPolicy OR one of the CsTeamsMeetingPolicy policies with AllowCloudRecording = False
  3. All other users have been granted one of the CsTeamsMeetingPolicy policies with AllowCloudRecording = True

Planning for storage

The size of a 1-hour recording is 400 MB. Make sure you understand the capacity required for recorded files and have sufficient storage available in Microsoft Stream. Read Microsoft Stream Licensing overview to understand the base storage included in the subscription and how to purchase additional storage.

Manage meeting recordings

The meeting recordings are considered tenant-owned content. If the owner of the recording leaves the company, the admin can open the recording video URL in Microsoft Stream in admin mode. The admin can delete the recording, update any recording metadata, or change permissions for the recording video. Learn more about admin capabilities in Stream.

Note

Microsoft Teams Recording Transcription

See Manage user data in Microsoft Stream and Permissions and privacy in Microsoft Stream for additional information on managing recordings and user access.

Can Microsoft Teams Transcribe Meeting

Compliance and eDiscovery for meeting recordings

The meeting recordings are stored in Microsoft Stream, which is Microsoft 365 and Office 365 Tier-C compliant. To support e-Discovery requests for compliance admins who are interested in meeting or call recordings for Microsoft Streams, the recording completed message is available in the compliance content search functionality for Microsoft Teams. Compliance admins can look for the keyword 'recording' in the subject line of the item in compliance content search preview and discover meeting and call recordings in the organization. A prerequisite for them to view all recordings is that they will need to be set up in Microsoft Stream with admin access. Learn more about assigning admin permissions in Stream.

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