One day, my team and I met and sat down to brainstorm ways to increase sales. Our coworker, Sarah, had a fantastic idea, and our data analyst, Mark, gave us the research behind it, noting that it was an excellent opportunity that would save us time in the future for other studies. But the thing is, two weeks went by, and we all forgot and didn't even remember to write or record things.
That frustrating experience taught me that we cannot totally rely on our memory, and a recording or a written note of it would have prevented this issue. I did think that recording a team meeting is as significant as taking note of a goal that you're going to accomplish.
This is essential for the team or organisation you are working with, regardless of whether it is a hybrid team, small team, large team, or even a complex project conversation. We all need to keep a record of team meetings because it enhances scalability and productivity.
In this guide, we will discuss everything I have learned and experienced over the years on how to record a team meeting effectively, from using the built-in features of the software to even using alternative solutions like Plaud Note for faster results. Once you understand the steps laid out here, you will wonder why you didn't know this sooner.
How to record a meeting in Microsoft Teams?
The first time I attempted to record a team meeting in Microsoft Teams was a day I will never forget. Since it was my first time, I fumbled so badly I couldn’t believe myself. Once I succeeded in starting the recording, I had already missed about 15 minutes of work, and it started off well, addressing the pain point of the missed time. That is why I am going to walk you through how to record a meeting in Microsoft Teams step by step.
Step 1: Open Microsoft Teams and go to Calendar
Here’s where many people make a mistake: they dive into the chat window, thinking the record option is right there. But you actually need to go into your Teams Calendar first. From there, you’ll see the scheduled meeting (New Meeting). Click it, and you’ll spot the “Join” button. Simple, right? Think of this step as warming up before the main workout.
Step 2: Join the meeting you want to record
When you click “Join,” ensure your audio and camera settings are adjusted as desired before clicking the final join button. I once joined a meeting with my mic muted and wondered why I couldn't hear myself for five minutes. Awkward. But here’s the deal: you can’t record until you’re officially inside the meeting room.
Step 3: Prepare content before recording
This is a quick tip I learned the hard way: if you’re going to share slides, a whiteboard, or your screen, get them open before you start recording. Why? Because Teams doesn’t wait for you. Once that red dot goes live, everything you do is on the record. I once wasted a significant amount of recording time fumbling through folders trying to find my PowerPoint presentation. Not a good memory.
Step 4: Start recording the meeting
Once inside the meeting, click on the More Actions (three dots) in the top toolbar, then select Start Recording. A little notification pops up to let everyone know the session is being recorded (yep, Teams doesn’t let you sneak-record). It feels official when the recording banner appears at the top of your screen.
Step 5: Stop and save the recording
When you’re done, go back to the same More Actions menu and select "Stop Recording." Teams automatically processes the video and saves it to OneDrive or SharePoint, depending on your organization’s settings. No need to panic if you can’t find it right away; it usually takes a few minutes to show up. Tip: Be sure to bookmark where your company stores recordings, as I once spent half an hour searching through SharePoint, as if I were looking for buried treasure.
How to record a Teams meeting with Plaud Note?
Microsoft Teams recording is cool, but it’s not always flexible. I recall being stuck once because my IT administrator didn’t enable the “record” option. Total nightmare. Another time when I didn’t pay for the upgraded plan, I couldn’t record at all. It was painful. That’s when I discovered tools like Plaud Note. Essentially, it is a tiny AI-powered recorder that works across Teams, Zoom, Google Meet, phone calls, and even in-person chats. No restrictions, no “host-only” nonsense. If you’re tired of being boxed in by Teams’ rules, this little gadget is a lifesaver.
Step 1: Power on your Plaud Note device
It’s a small gadget, so no overthinking needed. Hold the power button for a few seconds until the light blinks.
Step 2: Choose the right recording mode
Here’s where it gets interesting. Plaud Note has modes tailored to your activity, including online meetings, phone calls, and face-to-face conversations. The first time I tested it, I picked the wrong mode, “personal voice notes” instead of “online meeting,” and ended up with forty-five minutes of my own breathing. Lesson learned. Now it’s effortless: record phone calls via a magnetic attachment or switch to on-site mode to capture in-person conversations with crystal clarity, requiring no setup and minimal friction.
Step 3: Position Plaud Note for best audio capture
Think of it like placing a mic on you. If you’re in a Teams meeting with headphones, just leave them near your laptop speaker. For group discussions? Place it in the middle of the table. Once, I shoved it under a pile of papers by accident; let’s just say the playback sounded like everyone was talking through a pillow. Lesson learned: clear line of sound = clear recording.
Step 4: Start recording with one click
Here is a good part. Simply press the record button once, and the audio starts capturing immediately. No menus, no pop-ups, no “do you really want to record?” confirmations like Teams does. Honestly, it feels liberating.
Step 5: Stop and save the recording
When you’re done, press the button again. The file automatically saves to your Plaud Note storage. No waiting around for processing like in Teams. I once ended a call and had the recording in my hand literally seconds later.
Step 6: Access, transcribe, and summarize in the Plaud app
Now, here’s where Plaud Note really shines on Teams. Open the Plaud app on your phone, and you’ll see your recordings neatly listed. With one tap, you can transcribe the meeting, get AI-generated summaries, and even share highlights with teammates.
The bottom line? If your team’s built-in recorder feels somewhat limited or you just want a personal copy without relying on IT, Plaud Note is a powerful tool. It’s like having your own personal secretary that never complains about overtime.
Tips for a productive Teams meeting
Recording is great, but let’s be real, if your meeting is messy, the recording won’t automatically fix that. Over the years, I’ve sat through numerous chaotic Teams calls, so I started keeping a little checklist to keep things on track. Here are my go-to tips:
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Set a clear agenda.
I once joined a meeting where no one had a clue why we were there. We spent 15 minutes just figuring out the topic—total waste of time. Now, I always send or ask for an agenda beforehand. Even a simple bullet list in the invite makes a huge difference. -
Assign roles.
This might be a lot, but assigning a note-taker, timekeeper, or facilitator saves everyone headaches. I’ve seen meetings where three people talked over each other because no one was “driving” the discussion. Don’t let that happen. -
Stay focused.
It’s so easy to drift. A trick I use is to keep a sticky note on my screen with the key question: “What do we need to decide here?” Keeps me grounded. -
Use visuals.
People remember slides, charts, and even a doodle on a whiteboard way more than a wall of text. Last month, try turning a boring update into a colorful chart, and suddenly everyone will pay attention. -
Turn on your camera
Not always possible, I know. However, when cameras are on, people are significantly more engaged. Plus, it can stop you from sneaking off to grab snacks mid-call and getting distracted.
How to join a Teams meeting?
Before you can record or participate, you’ve got to join correctly. Sounds obvious, right? However, you’d be surprised how often people get this wrong. I’ve done it too.
- From a Calendar Invite. Just click the Teams link in the invite.
- Through the Microsoft Teams App. Open Teams, go to your Calendar, and hit “Join.”
- From Outlook. If your invite is synced, you’ll see a “Join Teams Meeting” button right in the calendar event.
- As a Guest. Don’t have Teams installed? No worries, you can join in your browser. Just click the link and select “Join on the web instead.”
My takeaway: Always join a few minutes early. I once jumped in late only to realize Teams wanted me to download an update. Five minutes of awkward silence later, if my connection was good, that is.
Conclusion
At the end of the day, recording a Teams meeting is more than pressing a button; it's about capturing the important stuff and getting it shared and acted upon. Whether using Microsoft's tool or taking it a step further with something like Plaud Note, the end goal is the same: keep your team informed and on the same page.
I’ve been on both sides, the person scrambling to take notes and the one grateful for a crisp, shareable recording. Trust me, recordings are lifesavers when you’re juggling multiple projects. So, next time you’re in a Teams call, hit that record button (or grab your Plaud Note), set an agenda, and run the meeting like a pro. Your future self will thank you.
FAQ
Where to find recorded Microsoft Teams meetings?
Usually in OneDrive or SharePoint. For channel meetings, they’re stored in the channel’s SharePoint folder. For private ones, check your personal OneDrive.
How to play, share, and manage Teams recordings?
Open the link from the chat or meeting thread. From there, you can stream it, share it with colleagues, or download it if your organization allows it.
Can I record a Teams meeting when I am not the host?
Yes, but only if your IT admin has enabled permissions for participants. If not, you’ll see the option grayed out.
How do I enable the recording option in Microsoft Teams?
This is on your IT admin. They control meeting policies in the Teams Admin Center. If you don’t see the record button, ping your IT team.
Can you record a meeting in Teams for free?
Yes! The built-in recorder is included with Microsoft 365. No extra charges. The only catch is that your organization controls storage and permissions.
