Recording and sharing Microsoft Teams meetings

Prerequisites

• Recording within Teams is not enabled by default – you need to request it from IT Services by completing this IT Services recordings request form. Allow 48 hours for this to be processed. Requests are actioned at 5pm each day (including weekends) but it may take up to 24 hours for the change to take effect and for recording to become available, but please note that the recording option is only available when you are in a meeting.
• Access to a space in Canvas to add your recording to. Contact the Teaching Remotely Service Desk if you are unsure.
• Note that when you record a session in Teams, only the video/audio and shared screen content is recorded – not the text chat, list of users present, or any whiteboard activity.
  • Take heed of the University’s advice surrounding making recordings of remote tutorials/seminars/classes. In summary, clearly inform all attending that the session will be recorded and who the recording will be shared with.
  • Before initiating a recording please take note of the University's policy on the recording of video conferences. 

Making the recording

1. Start your Teams session as you normally would. It is best to use the full Teams application rather than the browser-based version of Teams.
2. Once everyone is present in the session and you are ready to begin, warn everyone attending that you are going to begin recording.
3. To start recording, go to the meeting controls and select the More options button (the three dots) and then Start recording. A banner will appear on all screens, notifying everyone in the meeting that recording has started. 

    

   

   Start recording a Teams meeting

4. To stop recording, go to the meeting controls and select the More options button and then Stop recording.
5. The recorded session will be processed and saved automatically to your OneDrive, in a folder called Recordings. A link to the recording will also automatically appear in the Teams chat window for any users who were invited to the meeting, whether they attended or not.

Viewing, downloading and sharing your recording

1. Open Windows File Explorer (or Finder on iOS) and navigate to your OneDrive folder (this is usually up near the top of the list). Open the subfolder called Recordings.
2. You will see all your recordings listed chronologically as .mp4 video files. Click the thumbnail to play the recording (it indicates 'Downloading' and then plays the video). 
   
   
3. If you need to share the recording with one or more colleagues, right click on the file, and select Share. Enter the names of the colleague(s) who need to access the link. By default, they will have ‘view only’ access. To enable downloading and optional editing of the video, select the ‘no entry’ icon near the top of the screen.
   
   
4. Then select and apply the required settings: 
   
   

Inserting your recording into a Canvas page

1. Identify the page in your Canvas course where you wish your recording to appear and click Edit.
2. Select the point in the page where you wish to insert the recording and select the Panopto Recordings button on the HTML editor toolbar: 
   
   

   Panopto Recordings icon on the HTML editor toolbar

3. Select the Upload tab and then follow the instructions to upload the .mp4 file from your OneDrive Recordings folder:
   
   
4. Scroll down and click Insert. 

• As well as inserting the video into the Canvas page, this will automatically upload the file to the Panopto cloud storage folder associated with your Canvas course.
• If the recording is a large file (eg over 500 Mb), this may take a number of hours – it would be best to do this outside of peak times.

5. The recording will appear on the Canvas page.

• Panopto will automatically generate its own captions on the uploaded recording.
• You can use the basic editor in Panopto to ‘top and tail’ the recording, or edit the captions, if necessary.
• If you wish to share the recording with a small subset of students enrolled in your Canvas course, use the Groups feature and insert the recording in the Pages or Discussions tools there.

More information

• University of Oxford Educational Recordings Policy and related Frequently Asked Questions
• University guidance on creating accessible educational recordings
• Demonstration videos and top tips for recording lectures are available in this collection of examples from the Medical Sciences Division
• More details on managing Teams recordings are provided on the Microsoft webpage: Play and share a Teams recording