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Understand what Teams AI uses—and what it saves
“The recap” is not necessarily a single file. Intelligent recap can draw on transcripts and, for some features, recordings, attendance information, display names, or PowerPoint Live inputs. The underlying transcript, recording, AI notes, tasks, and recap markers can be stored as separate artifacts in different Microsoft 365 locations. Microsoft’s intelligent recap privacy documentation describes those inputs and storage details.
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- Transcript: A transcript supports transcript-based recap and Copilot access after the meeting. When recording and transcription are both enabled, Microsoft says a transcript copy is stored in the organizer’s Exchange Online account and another copy alongside the recording in OneDrive. With transcript only, the transcript copy is stored in Exchange Online.
- Recording: Recordings are stored in OneDrive or SharePoint, depending on the meeting. Recording enables video-based recap features, but also creates a viewable media artifact.
- AI notes, tasks, and markers: Microsoft describes generated notes and tasks in participant Exchange folders; timeline markers may be stored in Exchange or with the recording. The artifact and applicable policy affect its location and retention.
These distinctions matter because restricting access to one artifact does not answer where every related item is stored or how long the organization retains it. Ask your administrator about the organization’s Purview retention and deletion rules.
Choose the AI experience that matches the meeting
Microsoft documents Teams Premium or Microsoft Copilot licensing for relevant intelligent recap features. Transcription is required for intelligent recap; allowing recording enables the full meeting and event recap experience. Some transcript-based insights may still be available without a recording, while recording-based speakers, topics, chapters, video highlights, and video recap require the recording input. Confirm your current license and tenant configuration with your administrator, because feature availability depends on both.
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| Choice | What it supports | Privacy trade-off |
|---|---|---|
| Copilot set to “Only during the meeting” | Microsoft says Copilot can work without turning on transcription in this mode. | Can provide live assistance without saving a transcript, subject to tenant policy. It is not the same as having transcript-grounded recap after the meeting. |
| Transcription without recording | Transcript-based recap insights may be available. | Creates a transcript artifact, but not the recording-based video recap features. |
| Transcription and recording | Supports the full meeting or event recap experience, including recording-dependent video features. | Creates both transcript and recording artifacts, with their respective storage and access considerations. |
Copilot behavior depends on the mode selected and the meeting’s configuration; do not assume that every Copilot interaction creates or saves the same data. See Microsoft’s meeting-options guidance for the mode distinction.
Set access before the meeting
For supported meetings, an organizer with the applicable Copilot or Teams Premium license can use the “Who has access to the recording and transcript” meeting option to choose an audience. Microsoft lists Everyone, Organizers and co-organizers, or Specific people; Everyone is the documented default. This setting applies to recordings, transcripts, AI recaps, and transcript-based Copilot access.
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- Open the scheduled meeting in Teams and select Meeting options.
- Find Who has access to the recording and transcript.
- Choose the narrowest practical option: Organizers and co-organizers or Specific people rather than Everyone, if the option is available and fits the meeting.
- Save the options before the meeting starts. Microsoft says that if you change this setting during a meeting, you must end and restart the meeting for the change to take effect.
This control is not available for channel or ad hoc meetings, according to Microsoft’s access-setting guidance. It also does not manage third-party apps or override permissions changed separately through SharePoint, sensitivity labels, or other mechanisms. Review permissions again if someone shares or moves a recording or transcript.
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Organizer choices
In Meeting options, review who can record and transcribe and whether automatic recording or transcription is enabled. Depending on the license and policy, the organizer may be able to allow organizers and co-organizers, organizers/co-organizers/presenters, or no one to record and transcribe. These choices control meeting participation capabilities; they do not replace tenant-wide compliance settings.
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Administrator and organization controls
Teams administrators can manage whether recording and transcription are available, expiration options, privacy-statement URLs, and consent-related settings. Organizations can also apply meeting templates or sensitivity labels to enforce controls. An admin policy can prevent recording for targeted users or groups; for a highly sensitive meeting, the organization may configure recording as unavailable. Microsoft’s recording and transcription options guidance explains the available control layers.
Microsoft describes a highest-protection meeting tier that disables recording and uses encryption and watermarks for shared content and video. That is an organizational configuration, not an automatic setting for every Teams meeting. See Microsoft’s three tiers of meeting protection for how the tiers differ.
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Run the meeting without retaining more than necessary
- Tell participants when recording or transcription is enabled, and follow your organization’s consent and privacy procedures. Administrators can require participant agreement and configure a custom privacy statement URL. Legal obligations depend on jurisdiction and context; this is not a universal consent rule.
- If the group does not want transcript-based meeting data retained, do not start transcription or recording, and check the Copilot mode and meeting policy. “Only during the meeting” can support Copilot without turning on transcription, but it does not provide the same transcript-based after-meeting capabilities.
- For a confidential meeting, check whether an approved template or sensitivity label is required before inviting participants. If policy prohibits recording, do not rely on an organizer access setting as a substitute for disabling recording.
Administrators can manage transcription and captions separately through Teams policies; see Microsoft’s transcription and captions administration guidance.
Review generated content and permissions afterward
Treat AI notes, tasks, and recap as generated aids, not verified minutes. Check names, decisions, deadlines, and task owners against the actual discussion before acting on or sharing them. Microsoft warns that video recaps are AI-generated and should be checked for accuracy in its video recap guidance.
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Keep access and retention separate in your review: an audience setting determines who can access supported meeting artifacts, while organizational retention rules govern how long data is kept and handled. Recording expiration can save storage, but it is not a replacement for compliance retention and deletion controls. If you share or move an artifact, check its storage permissions and applicable policy rather than assuming the original meeting setting still governs it.
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