Ad Hoc Recording of External Teams Meetings

You can add the Meeting Insights bot during an external Microsoft Teams meeting hosted by another organization. To join Meeting Insights to the external Teams meeting on the fly so that it can record the meeting, you need to obtain the URL of the meeting and then paste it into Meeting Insights.

Meeting Insights offers the same feature support to external meetings as internal meetings (within your organization), except for the in-meeting side panel. The Meeting Insights user that pastes the Teams meeting URL is the Owner of the meeting recording. Participants of the other organization are indicated in the participant list as "External user".

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The user who initiates the recording of the external Teams meeting becomes the Owner of the meeting recording. Subsequent users who also add Mia to the external Teams meeting become co-owners (edit permissions) on the existing meeting recording.

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Participants from the other organization are not granted access to the meeting recording. However, the Owner of the meeting recording can share it with them.

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To record external Teams meeting ad hoc:

Obtain the Teams meeting URL (copy to clipboard):

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In the Teams Calendar: Open the meeting in your Teams calendar and find the "Join Microsoft Teams Meeting" section.

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From an Email Invite: In the meeting invite email, look for the "Join the meeting" or similar link.

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In an Existing Meeting: If you're already in a meeting, click the People icon, click Share Invite, and then click Copy meeting link:

Paste the Teams meeting URL into Meeting Insights:

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Meeting Insights Web Interface and Teams Desktop Client:

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In the List View, paste the Teams meeting URL from your clipboard into the 'Paste a Meeting URL' field located in the top-right corner of the window:

Click the

icon to submit the URL; a message appears informing you that Meeting Insights has sent a request to join the Teams meeting (as Mia or the configured bot name). You’ll see the meeting added to your meeting list with the following connection statuses:

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"Connecting" - Meeting Insights bot is attempting to join the Teams meeting (may take some minutes).

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"Pending Admission" Meeting Insights bot has connected to the Teams meeting and is waiting in the lobby to be admitted.

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Meeting Insights bot has been rejected by the external meeting to join.

Once joined, Meeting Insights displays the external Teams meeting in the meeting recording list with the label "Teams Meeting" and the Teams icon:

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Meeting Insights for Mobile Devices:

Open the Meeting Insights mobile app on your mobile device; the meetings list page appears.

Tap the Join button, located in the top-right corner of the screen; the Join meeting by Invitation dialog box appears:

In the 'Paste a Meeting URL' field, paste the Teams meeting URL from your clipboard.

Click Join.