How to Record Teams Meetings: Complete Guide 2026

Welcome to our guide on how to record Microsoft Teams meetings in 2026. The easiest way to record in Microsoft Teams is by pressing the Record button right inside the meeting. Go to the meeting controls at the top of your screen, click on the More button (the three-dots menu) in the top right of the screen, then click Record and Transcribe.

But it’s not always that simple. The built-in recording feature isn’t always reliable, and you know that for some reason, there will always be background noise. At the very least, your notes won’t be organized, and you won’t have access to advanced AI features.

In this article, we’re going to share the quickest and easiest ways to record meetings. Plus, we’ll share some of our best meeting recording tips, some software to help you record (free and paid), and answers to common troubleshooting questions.

If you stick around till the end, we’ll even cover how exciting new tools like the Plaud Note AI voice recorder are helping companies by providing instant AI-powered transcriptions with action items, speaker labeling, and meeting note templates.

We know how hard it is to stay on top of everything that goes on during team conferences. Learning how to record meetings the right way ensures you remember every important detail (and how Stacy in HR fell asleep with her camera on).

Can You Record a Microsoft Teams Meeting?

Yes, you can record a Microsoft Teams meeting using the built-in recording feature, other tools like QuickTime, or by using an external recording device, such as Plaud Note (more on this below).

Recording your meetings gives you the ability to capture audio, video, and screen sharing activity, then save it to OneDrive after you’re done. That way, you’ll be able to share meeting summaries with everyone who participated instantly.

Just be aware that you may need permission before recording the meeting. Microsoft Teams automatically announces that recording will take place via a message indicating recording is in progress at the top of the screen. Remember to always get everyone's permission and to check regional laws, because privacy laws vary depending on jurisdiction.

Further Reading: If you're going to record meetings, you need to be aware of local laws or you could face legal penalties (including felony charges). Please consult with a lawyer and check out our article on recording laws by state before recording any conversations.

It sounds easy, but it’s actually a bit more complicated than it seems. There are some annoying issues with MS Teams, such as:

• Technical issues: The recordings are usually not high quality. Recordings also have an expiration date (usually 120 days, depending on which type of recording license you have). Many users complain about having trouble recording. We will address these issues throughout the article.
• Permissions: There are multiple permission layers, and some guests may not have access to recordings. Sometimes, it's as simple as not having recording enabled. Other times, it's more nuanced.
• Advanced features: Some recording methods come with advanced features, like being able to turn your meeting recordings into a searchable database and even sentiment analysis. If you’re a business, you might want to think about something more advanced than the built-in recorder.

Let’s move on to how to record meetings in a bit more detail.

5 Ways to Record a Meeting in Microsoft Teams

The 5 most common ways to record a meeting in Microsoft Teams for 2025 are:

• Using the built-in recorder
• Recording on a Mac with QuickTime 
• Recording on a phone using the Teams app or built-in phone recorders 
• Recording on a PC with OBS or Xbox Game Bar 
• Using new AI devices like Plaud Note to record, transcribe, organize, and analyze your meeting notes

Let’s cover each one.

How to Record With Microsoft’s Built-In Meeting Recording Tool

Using Microsoft’s default recording feature is the easiest way. Here’s what to do:

Step 1: Open Microsoft Teams and go to Calendar

Here’s where many people make a mistake: they dive into the channel conversation 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. Just remember that you can’t record until you’re officially inside the meeting room.

Step 3: Prepare Content Before Recording

Here’s a quick tip we’ve learned from experience: 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. You don’t want to waste recording time (and embarrass yourself) fumbling through folders trying to find your PowerPoint Live 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 tap 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. If you can't select Record (it may be grayed out), this could be because someone else is recording at the same time. Two people cannot record the same meeting at the same time. We repeat: MS Teams does not allow multiple recordings.

Note: If you’re trying to record Teams meetings secretly, you can skip down to where we discuss Xbox Game Bar for recording on a PC or using QuickTime on a Mac. However, we strongly advise you to be aware of your local laws. There may be penalties for violating consent laws in your jurisdiction.

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. You can also just end the meeting. Recording stops automatically when all meeting participants leave.

Pro Tip: Make sure that you enable transcription so that you have a transcript of your meeting chat. Many new users make this mistake. Teams doesn't automatically embed text in its Teams meeting recordings, so you'll need to do this manually.

How to Record Microsoft Teams on a Mac (Using QuickTime)

You can record a Microsoft Teams meeting on a Mac with QuickTime. It’s great because it’s built right into your system, and it’s dead simple to use. You don’t need to download anything or get a master's degree in engineering to do it. 

Just open the File section of the menu bar and select New Screen Recording. That’s it!

1. Here's how to do it: Open QuickTime Player from your Applications folder
2. Click "File" in the menu bar and select "New Screen Recording" 
3. Click the arrow next to the record button to choose your microphone 
4. Click the red record button, then select your screen area or click to record the full screen 
5. Join your Teams meeting as usual 
6. When finished, click the stop button in your menu bar

Your recording saves automatically to your desktop.

How to Record Teams Meetings on Your Phone (iPhone and Android)

You can record MS Teams meetings from your iPhone or Android mobile device by using the Microsoft Teams app, BUT it depends on the following criteria (we told you this was annoying!). 

Here’s what you need to know about using the Teams app to record:

1. You need a paid Microsoft 365 account, such as Business Premium (free accounts can't record)
2. You must be the meeting organizer or have been granted recording permissions 
3. Recording isn't available for all meeting types (some restrictions apply for external attendees)

If you’re trying to record a meeting at work, talk to your supervisor or someone in IT. See if they can get you the required license needed to record. Once you have all of that taken care of, everything else is straightforward. Just make sure you have the Teams app installed, then follow the same instructions as above to record your meeting event.

But since that takes time and effort, here’s a workaround for recording on your phone:

Recording Meetings on iPhone

Use the built-in screen recorder. Swipe down to Control Center, tap the record button (you may need to add the app to your Control Center in Settings first), then join your Teams meeting and record. The recording saves to your Photos app. This also works to record phone calls on your iPhone as well.

Recording Meetings on Android

Swipe down from the top of your screen to access Quick Settings and look for "Screen recorder" (the exact location varies by device). Tap it, select audio settings to capture both microphone and system audio, then start recording before joining Teams.

You can also use this same feature to record phone calls on your Android, by the way.

How to Record a Teams Meeting With Plaud Note?

Plaud Note is a tiny AI-powered recorder that works across Teams, Zoom, Google Meet, phone calls, and even in-person chats. It offers recording and transcription that's more accurate and convenient than other methods we've covered here.

No wonder so many companies are switching to AI-powered external devices for recording and live transcription. You don’t have to jump through any hoops to get your recordings. And when you do get them, they’re accurate, formatted, and analyzed by AI, with sentiment, speaker identification, and action items automatically done for you.

One million professionals are already using Plaud as of 2025, and that number keeps growing.

All you have to do is set up the voice recorder and capture the audio. Then, it automatically transcribes, summarizes, and even turns it into a searchable, editable document. No restrictions, no “host-only” nonsense. If you’re tired of being boxed in by Teams’ rules, this little gadget is a lifesaver.

Here’s how to use it:

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

Plaud Note has custom modes designed to fit daily business activities, including online meetings, phone calls, and face-to-face conversations.

Warning: Do not choose the wrong mode. If you choose “Phone Call Recording” instead of “Onsite Recording,” you’ll end up with forty-five minutes of your own breathing. 

Our device makes recording effortless. It works 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

We recommend positioning Plaud higher up on your body, closer to your mouth than further away. This guarantees you get the best audio quality. But 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. 

Step 4: Start Recording With One Click

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. You’ll have the recording in hand within seconds of ending the meeting. 

Step 6: Access, Transcribe, and Summarize in the Plaud App

Now, this is our favorite thing about using Plaud Note to record 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.

If your team’s built-in recorder feels somewhat limited or you just want a personal copy without relying on IT, Plaud is a powerful tool. It’s like having your own personal secretary that never complains about overtime.

Further Reading: This is only scratching the surface of what our AI note-taker can do. Check out this full guide on how to use Plaud to see some of its advanced features.

How to Record Teams Meetings on a Laptop 

Last up, we want to cover using third-party apps to record your meetings on a PC. There are two ideal options for this. The following list covers the best ways to record Teams on your laptop:

• Xbox Game Bar (record secretly): Xbox Game Bar is Windows' built-in screen recorder that's perfect for capturing Teams meetings without installing extra software. And if you’re trying to be sneaky, it doesn’t announce to other participants that you’re recording. But please be aware of local laws. To use it, just press Windows + G to open the Game Bar overlay. Click the record button (or press Windows + Alt + R) to start capturing.
• OBS Studio: OBS is a free, open-source screen recorder that gives you professional-level control over your Teams recordings. To use it, download OBS from obsproject.com, then add a "Display Capture" source to record your full screen or "Window Capture" to record just Teams. Click "Start Recording" before your meeting begins and "Stop Recording" when you're done. 

Tips for a Productive Teams Meeting

Last up, we want to share some of our best tips for more productive team meetings. Trust us, we have A LOT of team meetings here at Plaud, and our clients have even more than us. We know what works and what doesn’t.

Here are a few tips for more productive, faster, and more effective team meetings:

• Set a clear agenda: Always send or ask for an agenda beforehand. Even a simple bullet list does the trick.
• Assign roles: This might be a lot, but assigning a note-taker, timekeeper, or facilitator saves everyone headaches. We’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. One trick is to use a sticky note on your screen with the key question: “What do we need to decide here?” This will keep you grounded.
• Use visuals: People remember slides, charts, and even a doodle on a whiteboard way more than a wall of text.
• Turn on your camera: This isn’t always possible, we 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 (or falling asleep!).

Further Reading: Want to learn how to take meeting minutes? This guide on how to take meeting minutes includes some templates and examples plus some tips from our pro note-takers here at Plaud.

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. We've all done it.

Here’s how to join a Teams meeting:

• 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.”

We recommend always joining a few minutes early. That will help you avoid any awkwardness, and it ensures you don’t miss anything important!

Conclusion

At the end of the day, recording a Teams meeting requires capturing the important stuff that chat members said and sharing it so people can actually act on what’s discussed. 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.

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 recordings 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, you can record if you're not the meeting host, but only if your IT admin has enabled permissions for participants. If not, you’ll see the option grayed out. In general, you need to be part of the same organization as the meeting organizer to record and transcribe.

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.

What Are the Different Types of MS Teams Meetings?

The typical forms of team meetings in MS Teams are private meetings (non-channel meetings), which are not tied to a particular channel, and channel meetings, which are tied to a particular chat or channel conversation. There are also other types of meetings, such as Town Halls, which are for thousands of participants at a time.