What is the Microsoft Teams Meeting Recording Policy?
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Last updated on:
Next review:
4 August 2026
On this page
Aim
- To understand the implications of the Microsoft Teams Meeting Recording Policy and customise your experience accordingly.
Prerequisites
To proceed with this guide, you are advised to have the following ready:
- Access to Microsoft Teams.
As part of our storage space reduction initiatives, Microsoft Teams meeting recording videos will be automatically deleted from your OneDrive or Teams storage 90 days after being recorded. Take a look at our guidance below to see what this means for you, and how to customise your experience.
Please be aware that as part of this, any transcription, AI Summaries or meeting notes will also be automatically deleted. If these need to be kept, they can be copied into another application.
Please note: This guidance currently only applies to Professional Services staff. We are reviewing the policy and will advise in the future on any further updates.
Instructional guide
Checking or changing the expiry period after a recording is saved
Once a meeting has ended and the recording has been saved to OneDrive or Teams, the recording appears within the chat. The recording will show the following information:
To view or change the expiration date of the video, click on the “here” link.
To change the expiry date, click on the โExpires in 90 daysโ button to show the following options:
You can choose to extend the expiry date by 7, 30 or 60 days, select a specific date for deletion, or remove the expiration altogether.
Notification of deletion and restoring deleted files
When one of your meeting recordings expires and is automatically deleted, you will receive an email notification from “SharePoint Online”. The email will notify you that the deleted file has expired and been deleted.
However, the file will still be available to be restored from your recycle bin for 30 days. To restore the file, follow the steps below:
- In the email, click the “Go to recycle bin” button.
- Select the meeting recording from the list of files
- Click “Restore” when it appears at the top of the screen.
Your file will now be restored to where it was originally stored in your OneDrive. For meeting recordings, the default folder will be named “Recordings” under “My Files” (web) or “OneDrive – University of Lincoln” (desktop).
If you require further information or assistance with Meeting Recordings, please email dt@lincoln.ac.uk.
Leaving the University
If you leave the University, your existing meeting recordings, along with all other data on your OneDrive, will be automatically deleted.
This will mean that if you have shared your meeting recordings with other users, they will lose access once the file is deleted. Please ensure that colleagues you have shared recordings with download a separate copy of the file to ensure they do not lose access.
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