Recording External Microsoft Teams Meetings

Meeting Insights can record Microsoft Teams meetings hosted by other organizations. These are meetings that are not initiated from within your own organization.

You can record ad hoc meetings or scheduled meetings. Recording is done by providing Meeting Insights with the URL of the Microsoft Teams meeting.

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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This feature must be enabled for your organization and by your organization's Meeting Insights administrator.

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The side panel is not available for external meeting recordings.

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Recording (joining) external meetings is possible only if the organization hosting the meeting allows unverified participants to join the specific Microsoft Teams meeting. This is done by disabling the 'Require unverified participants to verify their info before joining' toggle switch:

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The Meeting Insights bot name is defined by your Meeting Insights Administrator. Typically, the bot name is the first name of the participant that added Meeting Insights bot to the external meeting, followed by "Meeting Assistant" (e.g., "John Meeting Assistant").

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To record external Teams meetings:

Obtain the Teams meeting URL (copy to your 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.