When a Microsoft Teams meeting or event is scheduled in Outlook using a shared mailbox, special care is needed to ensure that the resulting recording is accessible to download afterwards. This is because only the meeting organizer automatically owns and can manage the recording. As a result, recordings must be intentionally made accessible to real users before the meeting takes place.
This guide explains how to configure the meeting correctly, and what users must do to access recordings after the event.
Before the Event: Correctly Setting Up the Meeting
1. Create the Event Using the Shared Account
Schedule the meeting in Outlook under the shared mailbox as you normally would.
2. Invite All Users Who Will Need Access to the Recording
Any user you intend to grant co‑organizer rights to must be included as a meeting invitee – they cannot be added afterwards.
3. Assign Co‑Organizer Rights
Open the meeting’s Meeting Options (via Teams or the Outlook event).
Under Roles, select Co‑organizer and assign it to the relevant individuals from the drop‑down list.
Only invited users will appear in this list.
Why this matters:
A co‑organizer will have the correct permissions for accessing or managing the recording once Teams saves it the Recording.
During the Event
Run the meeting as usual. Any co‑organizer or attendee may start the recording . When the recording begins, Teams will save the file to the OneDrive of the shared email account.
After the Event: Where to Find the Recording
The meeting Recap can be view via your Outlook\Teams Calendar (method 1) or Teams Chat (method 2).
- Method 1: To access the recording click once on the meeting in your Calendar (In Teams or Outlook), then select View recap. Co-organizers can View or Download the recording, HYMS Attendees can just View the recording – External attendees cannot.
- Method 2: Open Teams, then Select Chat, then select View recap.
If you have an issue retrieving the recording contact HYMS IT who may be able to assist.