Meeting Recordings

Finding a recording after a meeting, watching it, and downloading a copy.

If a meeting was recorded, everyone who was on the meeting invitation gets access to the recording automatically. You do not need to ask for it, and you do not need to be given permission. It simply appears in the meeting chat and in the meeting's Recap.

Opening the recording

The recording appears in two places. Either works.

The meeting chat. Open Chat in Teams and find the conversation for that meeting. The recording appears as a video you can play straight from the chat.
The Recap tab. Open Calendar in Teams, click the meeting in your calendar, and select Recap. The recording, and the transcript if one was taken, are both there.

For a channel meeting, go to the channel instead and scroll to the meeting post. The recording is saved to a Recordings folder in that channel's files.

Downloading a copy

You can download any recording you can watch.

Open the recording from the chat or the Recap tab.
Click the three dots on the video, then Open in OneDrive (or Open in SharePoint for a channel meeting).
Click Download in the toolbar at the top.

The file saves as an MP4, which will play in any video player. Recordings of a full meeting can be large, so downloading over mobile data is not recommended.

"I can't open the recording" is almost always the same problem. Access is granted to the people on the original meeting invitation. If someone was forwarded the join link rather than being invited, they can attend the meeting but they get no access to the recording afterwards. The fix is to share it with them directly, or to add them to the invitation next time.

Sharing a recording with someone who was missed

Anyone who can already open the recording can share it on.

Open the recording, then Open in OneDrive or Open in SharePoint.
Click Share.
Set the audience. People in Rotary International District 9660 with the link covers anyone with a district account. Choose Specific people to keep it tighter.
Leave the permission as Can view. This still allows the other person to download.
Copy the link and send it.

Someone outside the district, for example a club member on their own club email, needs Anyone with the link. If that option is not available to you, email support@rotary9660.org.au and we will share it for you.

Do not set the permission to Can edit when sharing a recording. It lets the other person delete or overwrite it. Can view already allows downloading, which is all anyone needs.

How long recordings are kept

District meeting recordings do not expire. Microsoft's own default is to delete recordings after 120 days, but that has been switched off for this district, so a recording stays available unless somebody deletes it deliberately.

There is one thing worth knowing. A recording is stored in the OneDrive of whoever started the recording. If that person later leaves the district and their account is removed, their OneDrive goes with it. For anything that matters long term, either save a copy into the relevant SharePoint library, or ask IT to record the meeting from the district meetings account so the recording is not tied to an individual.

Still stuck?

If a recording is missing, will not play, or you cannot download it, email support@rotary9660.org.au. Include the meeting name and the date it was held so we can find it.