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Auto-Expiration in OneDrive and SharePoint of Team meeting recordings

Recordings of Team meetings are extremely useful as those unable to attend the meeting can review the recording of the meeting when time permits

Here’s how to record a Microsoft Team meeting – select the ellipses on the meeting toolbar and Start Recording

Those able to attend the meeting at the scheduled time will see a message at the top of their Microsoft Team meeting screen informing them that the meeting is being recorded. This message can be dismissed

A recording of the meeting will be saved in either One Drive or SharePoint

Meeting recording saved in SharePoint

A meeting recording is saved in SharePoint when the meeting has taken place in a Channel

Meeting recording saved in One Drive

 

A meeting recording is saved in One Drive when the meeting is not in a Channel 

Meeting recordings will expire after 60 days from October 2021 onwards

Any new recordings will automatically expire 60 days after they are recorded if no action is taken. The 60-day default was chosen as, on average across all tenants, most meeting recordings are never watched again after 60 days. However this setting can be modified if a different expiration timeline is desired.

To change the default expiration days at the tenant level, there will be two methods available.

  1. You can use PowerShell to modify “MeetingRecordingExpirationDays.” This can be done at any time, as the setting is present in PowerShell today even though the feature is not yet enabled. An example command is: “Set-CsTeamsMeetingPolicy -Identity Global -MeetingRecordingExpirationDays 50”
  2. As this feature is rolled out, a new setting will be available in the Teams admin center.

Users (except for users with A1 licenses) can also modify the expiration date for any recordings on which they have edit/delete permissions, using the files details pane in OneDrive or SharePoint. A1 users will receive a 30-day expiration default that can be reduced but not increased. To retain recordings for longer than 30 days A1 users will need to download the file to a non-synced folder.

At either the tenant or user level (excluding A1 users as noted above), the expiration timeline can range from one day to several years, or even set to never auto-expire.

Additional clarifications:

  • The expiration setting is not a retention setting. For example, setting a 30-day expiration on a file will trigger an auto-deletion 30 days after the file was created, but it will not prevent a different system or user from deleting that file ahead of that schedule.
  • When a recording is deleted due to the expiration setting, the end user will be notified via email. The SharePoint tenant or site admin, or the end user with edit/delete permissions will be able to retrieve the file from the recycle bin for up to 90 days.
  • Any retention/deletion/legal hold policies you have designated in the Compliance center will override this feature. In other words, if there is a conflict between your designated Compliance policy setting and the expiration setting, the compliance policy timeline always wins.
  • The admin does not have the ability to override end-user modification capabilities.
  • This will not impact any existing meeting recordings created before the feature is deployed. Also, any changes to the default date in the admin console will only apply to newly created meeting recordings after the change is made.
  • The expiration days setting in Teams is controlled only via MeetingRecordingExpirationDays. CallRecordingExpirationDays is currently being ignored.
  • The min number of days that can be set on MeetingRecordingExpirationDays is 1 and the maximum is 99,999 (e.g. 273 years).
  • This feature does not impact meeting recordings stored in Microsoft Stream (classic Stream) but will affect recordings stored in the new Stream (built on OneDrive and SharePoint).

This feature is only available for Teams meeting recordings created by the Teams service in OneDrive and SharePoint. It is not available for other file types in OneDrive and SharePoint

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Presenter mode in Microsoft Teams

About Microsoft Teams presenter mode

There are now different ways a presenter can present content and themselves during a Microsoft Teams meeting.

This change allows presenters to not only share screen or application content but also let the audience see the presenter whilst presenting

Whenever a presenter uses either the Standout, Side by side or Reporter modes they will see a preview of what the audience are seeing.

To use these new features the presenter must have a camera on their PC/Laptop and it must be switched on

How to share content during a Team meeting

If you are a presenter in a Team meeting you can share your screen or application content. Once the meeting has started go to the Teams meeting toolbar and select the Share content icon

The first decision a presenter needs to make is which of the four presenter modes in Microsoft Teams do they need to use

  1. Using the Share Content only Presenter Mode

The default option for a presenter to share content only

The presenter will then be able to share:

Screen, Window, Microsoft Whiteboard or PowerPoint Live

Sharing Screen

When a presenter shares their screen, all meeting attendees will see everything that happens on that screen. In other words if the presenter switches between applications, say from Excel to PowerPoint, the audience will see this happening. The audience will also see any pop up windows appearing on the screen being shared

Window

If the presenter shares Window they will be sharing a specific application. Be it a specific Excel workbook, Word document, PowerPoint slide deck or another third-party application. If the presenter switched between applications whilst presenting the attendees will not see this happening

Microsoft Whiteboard

This will allow the presenter and all meeting attendees to use and interactive with a meeting whiteboard

PowerPoint Live

This will allow the presenter to present a PowerPoint presentation. By default attendees can advance the presentation without the presenters knowledge

All four of these options are available when usng any of the different presenter modes

2. Using the Standout Mode in Microsoft Teams

Once standout mode has been selected the same four options are available to the Presenter (Screen, Window, Microsoft Whiteboard or PowerPoint Live)

Standout mode allows the audience to see the presenter all the time in front of the content that has been shared

3. Using the side-by-side Mode in Microsoft Teams

Once side-by-side mode has been selected the same four options are available to the Presenter (Screen, Window, Microsoft Whiteboard or PowerPoint Live)

Side-by-side mode allows the audience to see the presenter and the content side by side with a customisable background

4. Using the Reporter Mode in Microsoft Teams

Once Reporter Mode has been selected the same four options are available to the Presenter  (Screen, Window, Microsoft Whiteboard or PowerPoint Live)

Reporter mode allows the audience to see the presenter and the content over the shoulder of the presenter with a customisable background, very similar to TV news reporters

Customising the background

The side by side and reporter mode backgrounds can be customised by selecting the Customise option alongside the four presenter modes

The presenter will then see all the backgrounds available

You may also be interested in Using live captions during Team Meetings

 

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Remove someone from a Microsoft Team meeting

How to remove an attendee from a Team meeting

Did you know it is possible to remove someone from a Team meeting once the meeting has started

Open the Participants Pane during the meeting

Locate the person in the meeting you want to remove, click the ellipses next to their name and select remove from meeting

How to prevent Team members from deleting and restoring team channels

Stop team members from deleting Channels

By default every team member can delete and restore channels within a team.

This is the default setting and can be changed. Go to the Team ellipses and select Manage team

Go to the settings tab

Expand the member permission section and uncheck Allow members to delete and restore channels

Top features in Microsoft Teams (73 – 81)

Nine more of the top features in Microsoft Teams

  1. Find and delete inactive channels

You may have Channels within Teams that are no longer active that you want to delete as other Channels have superseded them.

How find inactive Channels

Go to the Teams Ellipses and select Manage Team

Go to the analytics tab

On the right-hand side halfway down you will see a sub heading Top Inactive Channels

To delete the Channel click on the ellipses alongside the Channel name and select Delete this Channel

  1. Finding saved conversations

As the number of conversations increase in Channels you may want to save the important ones to quickly refer to at a later date.

Saving messages

To save a conversation, hover your cursor on the conversation and select the conversation toolbar. Click on the ellipses at the end of the toolbar and select save this message

Finding saved messages

Click on your profile picture in the top right-hand corner of Teams and select saved

All saved messages will appear in the saved pane on the left-hand side of Teams

  1. Add SharePoint Document Library to Channel tab

You can add a SharePoint document library as a tab in a Channel rather than switching from Teams to SharePoint

Firstly, go to the SharePoint Library in Microsoft 365 and copy the URL

Add a new tab to the appropriate Team Channel

Select Document Library from the list of apps

Select Use a SharePoint Link

And paste the Library URL and select GO

Once the Library has been found click Next

You can now pick a Library from the SharePoint Site list of libraries

Select next

Name the Tab and click save

  1. Run Teams updates

To ensure you have the latest version of Teams it’s worth running updates. Go to the ellipses next to your profile picture and select check for updates. You can still continue to work in Teams

  1. Find Channel usage stats

To find out how many users are in a Channel and how much engagement there is in the Channel go to the Channel ellipses and select Manage Channel

Go to the analytics tab and there you will find how many users there are, number of posts, replies and reactions in the last 7, 30 or 90 days.

  1. Share documents with people outside your Team/organisation

Locate the file you want to share in Teams and click open in SharePoint

Once in SharePoint click on the file ellipses again and select share

Change the top option to Specific people and decide whether they can edit or not Allow editing and apply

Add their email address and any message you want in the email

You can still change editing settings here

  1. What apps are being used in a team

To find out what apps are being used in a Team go to the Team ellipses and Manage Team

And the apps tab

  1. Change meeting presenter settings in Outlook

To change Presenter settings before a meeting takes place go the meeting in Outlook and select meeting options

You will redirect online where the presenter options can be changed

You can also change these settings in Outlook whilst setting up the meeting. On the ribbon select settings, meeting options

  1. Change meeting presenter settings in Teams

Open the meeting in Teams and go to Meeting options