How to Schedule, Manage, and Set Up Automatic Recordings in Microsoft Teams

Microsoft Teams serves as Trinity Western University’s primary platform for live video lectures, virtual office hours, and group collaboration. This guide provides comprehensive, step-by-step instructions on the multiple ways to schedule class sessions, manage meeting controls, enable automatic cloud recordings, and locate stored recording files.

How to Schedule a Microsoft Teams Meeting

Depending on your workflow and whether the session is for a specific course or general appointment, you can schedule a Teams meeting using three main methods:

Method 1: Via a Teams Channel / Team Class (Best for Recurring Course Lectures)

Scheduling directly inside a course channel ensures that all enrolled members automatically gain access to the meeting link, channel notifications, and session recordings.

1. Open Microsoft Teams and select Teams from the left navigation pane.

2. Navigate to your specific course team and select the desired channel (e.g., General or Weekly Lectures).

3. In the top-right corner of the channel header:

   • Click Meet for an immediate unscheduled class meeting.

   • Click the drop-down arrow next to Meet and select Schedule a meeting for a future session.

4. Complete the meeting title and schedule details. (Note: The channel name will automatically populate under the "Add channel" field).

   

5. Click Send. The invitation will post directly to the channel's activity feed.

Method 2: Via the Teams Calendar (Best for General/Individual Meetings)

1. Open Microsoft Teams and sign in using your official TWU credentials (firstname.lastname@mytwu.ca).

2. Select Calendar from the left-hand navigation pane.

3. Click + New meeting in the top-right corner.

4. Enter the Title, set the Date & Time, and add required attendees by typing their TWU email addresses.

5. Click Save (or Send).

Method 3: Via Microsoft Outlook (Best for Email-Integrated Scheduling)

1. Open Outlook (Desktop app or via outlook.office.com).

2. Switch to the Calendar view from the left navigation pane.

3. Click New Event (or double-click your preferred time slot).

4. Locate the Teams Meeting toggle switch and turn it On.

5. Fill in the title, invitees, and session time, then click Send. Outlook will automatically insert the Teams join link and dial-in details into the invitation.

How to Configure Automatic Recordings & Meeting Options

Enabling automatic recordings ensures lectures record seamlessly from the moment a session starts, eliminating the risk of forgetting to record manually.

1. Open your Teams Calendar and select your scheduled meeting.

2. Click Edit (If scheduling a recurring series, select Edit Series to apply changes across all sessions).

3. Click Meeting options (or select More options (...) > Meeting options). This opens the configuration panel in your web browser.

   
   

4. Under Recording & Transcription, toggle Record and transcribe automatically to Yes.

   

5. Adjust additional permission settings (Optional):

   • Who can bypass the lobby?: Set to People in my organization to maintain security.

   • Who can present?: Set to Only me or Specific people to manage screen-sharing privileges.

6. Click Save.

Note: With automatic recording enabled, recording and transcription will launch as soon as the first participant or organizer enters the meeting room.

In-Meeting Management & Controls

During live sessions, use the top control bar to manage participants and session recordings:

• Manual Recording Control: Click More (...) on the toolbar > select Record and transcribe > click Start recording (or Stop recording).

  

• Mute Participants: Open the People tab and click Mute all to remove unwanted background noise.

• Raise Hand: Encourage students to use the Raise Hand feature during presentations to cue questions.

• In-Meeting Chat: Use the Chat panel to share resource links, post quick polls, or address student questions.

Accessing and Sharing Recordings

Once a session ends, Teams processes and stores the recording automatically. 

Depending on how the meeting was set up, access the recorded session using one of the following methods:

Method A: Via Meeting Recap (Standard Calendar Meetings)

1. Navigate to the chat thread or calendar item for the scheduled meeting.

2. Scroll to the end of the meeting summary box showing the date and duration.

3. Click the purple View recap button to open the full recording, automated transcript, and meeting breakdown.

4. Click Transcript directly below the recap button if you only need to read or search through the session text.

Method B: Via the Meeting Details (Class Channels & Channel Meetings)

1. Open the meeting chat thread inside your Teams channel or Chat list.

2. Locate the meeting card in the chat history and click See details at the bottom left.

3. Once the meeting details open, scroll to the bottom of the session logs.

4. Locate the Recording file card and click Download now (or click the ... menu to view/share options).

Need Support?

• In-Person Help: Visit the IT Helpdesk on the 1st Floor of the Reimer Student Center.

• Online Helpdesk: Submit a ticket via servicehub.twu.ca.

• Email Support: Contact the Learning Technology team at elearning@twu.ca.