Meeting Notes and Recording Teams Meetings

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About this lesson

Teams has built-in note-taking and recording features. In this lesson you'll see how to prepare a shared agenda for a team meeting and update those notes during the meeting. Recording a meeting is easy and makes it possible for any team member to review the meeting and meeting notes after the fact. This helps others keep up to date when they can't attend live sessions as well as ramp-up new people quickly.

Quick reference

Meeting Notes and Recording Teams Meetings

Meeting Notes and Recording Meetings are two popular features for Teams meetings.

When to use

Use Meeting Notes during a meeting to ensure everyone is aware of the meeting agenda. In addition, you can use the notes as a collaborative way to build out action items, schedules, or other lists that require the participation of the attendees.

Meeting Notes can be pre-populated after you create the meeting in the Calendar application. Just open the meeting and click Meeting Notes and add the content you wish to share. When in the meeting, attendees can click on the ellipses to view and edit the Meeting notes. Changes made to the notes are updated for everyone to see.

Presenters can start recording the meeting at any time. A banner notification appears to all attendees alerting them that a recording has started. After the meeting, the recording is rendered and is available in the Teams Chat application. Once rendered, in Teams, you can give permissions for everyone to view the video. For finer control, open Microsoft Streams where the video owner can download the video, and assign other users owner or viewer rights for the video. 

Hints & tips

  • Scheduled meetings are not automatically available in a Teams channel. To do this, give everyone in your organization permission to view the video  (or apply granular permission in Streams) , then copy the shared link and paste it into the Teams channel chat. You can also add the video as a Tab at the top of the channel.
  • An hour long meeting can take quite a while to render. Set expectations accordingly.
  • Remember you can download the meeting video and share it externally. Be sure to respect the privacy of others when doing so.

Update (September 2020)

Please note: Teams relocated the control bar from the bottom of a Teams meeting window to the top of the screen. The icons and basic functions are still the same.

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  • 00:04 Taking notes during meetings is very helpful to track action items,
  • 00:07 open issues and topics of discussion that are important.
  • 00:11 After the meetings are over, you can click on the meeting and a calendar and access
  • 00:17 meeting notes, files that were shared and the chat history of the meeting.
  • 00:22 When you click on the meeting notes, you can see notes that were taken
  • 00:25 either before or during the meeting that are available for reference.
  • 00:28 This can be very useful.
  • 00:30 Let's take a look at what this looks like during the meeting.
  • 00:33 So we're in our meeting and Meghan wants to take some notes.
  • 00:35 She can click on the ellipses and then select Show meeting notes.
  • 00:41 This pop opens the meeting notes so that they're available for
  • 00:44 her to edit in real time.
  • 00:46 So she can simply add a new new item here if she wishes to.
  • 00:50 And Irving can also view the notes in real time.
  • 00:53 And that's how you take notes using the notes feature in Teams.
  • 00:58 So how many times have you been in an important meeting and
  • 01:00 you're telling someone else about it and they say, is there a recording of that?
  • 01:04 Fortunately with Teams, there is an easy way to make sure that that happens.
  • 01:08 So we're in a meeting now and Meghan is going to share a PowerPoint deck.
  • 01:13 I'll click on the product launch deck and this is now presenting to the meeting.
  • 01:18 Before she gets started, she decides, no, we really need to record this.
  • 01:22 To do this, she needs to switch back into Teams which she can do without
  • 01:26 interrupting the broadcast, by clicking on the live thumbnail on the bottom right.
  • 01:31 This will take her to the team's interface, and so
  • 01:34 now she just simply clicks start recording.
  • 01:37 And this will take a moment and then a banner appears,
  • 01:41 your recording and be sure to let everybody else know.
  • 01:45 And of course, this also appears to everyone else in the meeting and
  • 01:49 here we can see this is Irvin's view of the meeting.
  • 01:53 And so, the meeting is started and now it's recording.
  • 01:57 So that all of the activity,
  • 01:58 the conversation in the video that occurs during the meeting is now recorded.
  • 02:05 And so let's loop through a few of these and we'll end it.
  • 02:09 And now we'll go back and stop the recording.
  • 02:13 Once the meeting is rendered, it will be available for everyone to view.
  • 02:16 Let's take a look at that.
  • 02:18 Back in Teams, we can see in the chat log of activity that the meeting
  • 02:23 has ended and it's now being saved to Microsoft Stream.
  • 02:28 Would be what this said if this was complete.
  • 02:31 Microsoft Stream is the service that hosts videos from for Teams.
  • 02:36 You can think of it sort of like a YouTube for business.
  • 02:39 Now that the video is rendered, you can click on the ellipsis and
  • 02:42 get a link to share the video with other people.
  • 02:46 Now by default,
  • 02:47 only the people who attended the meeting will have rights to view the video.
  • 02:51 You can change that by clicking on the ellipses and click Share and
  • 02:55 give everybody in the whole company the ability to view the video.
  • 02:59 Now, you may want more granular control than that,
  • 03:01 which we'll show you in just a few minutes.
  • 03:03 But this is an easy way to ensure that anybody who wants to can see the video.
  • 03:07 We're going to click Cancel.
  • 03:10 And when you click on the video, you'll see it in the stream viewer.
  • 03:13 In the stream viewer, you have a few choices
  • 03:16 including the ability to control the quality and seeing it full screen.
  • 03:22 You can also view it in Microsoft Stream.
  • 03:25 Let's take a look at that because you have some additional choices here.
  • 03:28 So now we're in Microsoft Stream, which is a service provided with Microsoft 365 and
  • 03:33 office 365 that lets you interact with video content in a structured way.
  • 03:38 So that your company can work with videos across teams and across projects.
  • 03:43 When you're in Streams, you have choices that you don't otherwise have.
  • 03:46 So for example, you can click share and email or embed the video.
  • 03:52 Importantly, here is a link to the URL that you can copy and put into an email or
  • 03:56 chat, so that you can share an important video with other people.
  • 04:01 If you click on the ellipses, this gives you important other choices including,
  • 04:05 if you're the meeting owner, download the video which downloads an MP4,
  • 04:09 which you can use in other platforms.
  • 04:12 To control who can access the video, click again on the ellipses and
  • 04:16 this time click Update video details.
  • 04:19 Here, you'll be able to see who by default has permissions which is
  • 04:24 the people who attended the meeting.
  • 04:26 To add specific people under share worth, click People and
  • 04:30 type the name of the person you want to give access to.
  • 04:33 In this case we'll select Patti, and
  • 04:36 now Patti can view the video even though she wasn't part of the original meeting.
  • 04:42 To give everyone in the company access to the video, just click
  • 04:45 the checkbox at the top, allow everyone in your company to view the video.
  • 04:49 Click Apply, and
  • 04:52 now you'll see the updated permissions are listed right here and the company.
  • 04:58 Otherwise this will say limited.
  • 04:59 So there's a lot of important information in this lesson, so
  • 05:02 let's take a moment and review.
  • 05:05 Meeting notes can be created before meeting and used during a meeting.
  • 05:09 Simply click on the ellipses and select Meeting Notes and
  • 05:12 the meeting attendees can edit the notes in real time.
  • 05:15 Presenters can also start a recording.
  • 05:17 When you do, all the attendees will be notified.
  • 05:20 Once the video is rendered, the recording is accessible by attendees.
  • 05:25 In the Team application, owners can grant organization wide access or
  • 05:30 you can access the video in Streams for additional options including the ability
  • 05:34 for owners to download the video and fine tune permissions.
  • 05:39 In our next video,
  • 05:40 we'll talk about a special case of placing a team meeting in the channel.

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