This guide provides step-by-step instructions to ensure presenters in Microsoft Teams meetings do not gain access to sensitive meeting recaps.

In this article;

• Setting Roles options
  • Choose Co-organisers
  • Who can present
• Setting Recording and Transcription options
  • Who can record and transcribe
  • Who has access to recording and transcript
• To allow a non Organiser to present during the meeting

Overview

These options are set before the meeting starts.

If the options are changed after the meeting starts, the meeting needs to be stopped and started again for the options to apply.

The Teams meeting options which control this access are;

Setting Roles options

Choose Co-organisers

It’s recommended to make the Co-organisers the key participants of the meeting who would be presenting and accessing the post meeting recording & transcript.

Who can present

Select “Organisers and Co-organisers” if that has been setup, otherwise select “Specific people” and manually add the names.

Setting Recording and Transcription options

Who can record and transcribe

If “Record and transcribe automatically” has been selected, this setting will be unavailable and it will be locked with “Organisers, Co-organisers and Presenters” selected. In this case, the access to recording and transcript is still set below.

To enable manual action to Record and Transcribe, turn off automatic recording and select “Organisers and C0-organisers” or select “Specific People”

Who has access to recording and transcript

Select “Organisers and Co-organisers” if that has been setup, otherwise select “Specific people” and manually add the names.

To allow a non Organiser to present during the meeting

During the meeting, click People to open the list of participants and click the ellipsis (…) alongside the name and select “Make presenter”.

This will allow them to click the “Share” button in their Teams window.