How to record a meeting in Microsoft Teams

Why teams use Digiotouch AI alongside Microsoft Teams

• It works when you are the guest: Teams blocks recording for guests, external users and anonymous attendees. If you join a client’s Teams meeting, you cannot record it. Digiotouch AI records from your own device regardless of your role in the meeting.
• It captures what Teams drops: Microsoft states that Teams recordings do not capture whiteboards, annotations, shared notes, content shared by an app, or videos and animations embedded in PowerPoint Live. Digiotouch AI reads what is on the shared screen, so slides and whiteboards contribute to the notes rather than being lost.
• It records in-person meetings: Teams recording only exists inside a Teams call. The Digiotouch AI mobile app records a meeting in a room and produces the same summary and action items.
• The notes reach your tools, not just OneDrive: A Teams recording lands in OneDrive or SharePoint and expires on your admin’s schedule. Digiotouch AI posts the summary to a Microsoft Teams channel, files a .docx in SharePoint and emails it from your Outlook account, and also connects to Slack, Notion, Asana, Jira, Confluence and more.
• No per-seat AI licence: Copilot meeting features require a Microsoft 365 Copilot licence for every person who needs them. Digiotouch AI has a free plan, and paid tiers are listed on the pricing page.

Katrin runs delivery for an agency in Tallinn. Almost every client meeting happens in the client’s Teams tenant, where she joins as an external guest, so the Record button is greyed out for her every single time. She has asked clients to record and share, which works about half the time and always arrives late. When they do share, the recording misses the whiteboard the client sketched the whole plan on. What she needs is her own record of the meeting, from her own laptop, in Estonian, landing in the project tool her team already uses.

Why is recording a Teams meeting harder than it looks?

Teams has had recording for years, so most people assume it is a solved problem. It is, if you are an employee recording your own company’s meeting on a licensed account. The moment any of those conditions changes, the button stops working. Microsoft’s own support documentation sets out the conditions plainly: a qualifying licence, an admin policy that permits it, and membership of the organisation hosting the meeting.

That last condition is the one that catches people. Consultants, agencies, suppliers and anyone joining a client tenant are guests, and guests cannot record. Buyer reviews in the AI meeting assistant categories on G2, Capterra and TrustRadius show the same pattern behind the switching decisions: people need a record they control, in the languages they work in, that reaches the rest of the team rather than sitting in one person’s OneDrive.

How do you record a Teams meeting?

Three clicks, if your account is allowed to. Recording captures audio, video and screen-sharing activity, and everyone in the meeting is notified as soon as it starts. Steps below follow Microsoft’s support documentation.

1. Start or join the meeting.
2. Open More actions in the meeting controls, then choose Record and transcribe, then Start recording.
3. Select Confirm. Everyone in the meeting is notified that recording has begun.
4. For audio only, open More options under Start recording and pick Audio only from the “Choose what to record” menu.
5. Stop recording from the same menu. Stop transcription ends the live transcript but leaves the recording running.
6. Find the file in the meeting chat, or in the organiser’s OneDrive. Channel meetings save to the channel’s SharePoint site.

Do you need Copilot to get meeting notes in Teams?

For AI summaries and follow-up questions, yes. Recording and transcription work without it, but the AI layer on top requires either Teams Premium or a Microsoft 365 Copilot licence, per Microsoft’s admin documentation.

1. Confirm the licence. Copilot in Teams meetings requires a Microsoft 365 Copilot licence. Intelligent recap requires Teams Premium or Copilot.
2. Turn on transcription. Copilot can run without it, but to prompt Copilot after the meeting or keep its conversation history you need live transcription on during the meeting.
3. Open Copilot from the meeting toolbar and ask it questions during the call. Responses are visible only to you.
4. Check Recap afterwards for AI notes, action items and follow-up tasks.

How do you record a Teams meeting you are only a guest in?

You record it yourself, from your own device, instead of asking the host’s tenant for permission. Digiotouch AI runs alongside Teams rather than inside it, so licences, admin policies and guest status do not apply.

1. Record from your own device. Windows, Mac, iOS and Android. The mobile app records in-person meetings too.
2. Capture the screen, not just the audio. Digiotouch AI reads what is on the shared screen, so whiteboards, slides and shared documents are part of the record rather than missing from it.
3. Get structure in 130+ languages. Summary, key topics, action items with owners and the full transcript. Professional adds an outcomes and open items section, and live translation runs in the macOS app from Essential.
4. Route it into the Microsoft stack you already run. Set a dynamic workflow once per meeting type. The summary posts to the Microsoft Teams channel you choose, a .docx of the meeting lands in SharePoint, and a formatted summary email goes out from your own Outlook account. Outlook Calendar keeps the schedule in sync so recordings attach to the right meeting.
5. Or anywhere else. Beyond Microsoft, Digiotouch AI connects to Slack, Notion, Confluence, Asana, Jira, ClickUp, Trello, monday.com, Google Docs, Google Calendar, Dropbox, Box, Gmail, Pipedrive and Scoro. How many destinations you can route to depends on your plan.

Digiotouch AI never uses customer meetings to train AI models, and you choose whether your data is stored in the EU or the US, on every plan, including the free one. Full details on the pricing page.

One note on plans: reading the shared screen is a paid-plan capability. The free plan covers the audio side, and a recording made without video has no screen content to read.

Which method applies to you?

Now that all three are on the table, here is the short version.

How do the three methods compare?

How we compared: Digiotouch AI is the maker of one of the tools here. All Microsoft Teams and Copilot details were checked against Microsoft’s own support and admin documentation, last checked 21 August 2026. Digiotouch AI details were checked on 24 August 2026 against the pricing page. Where Teams is the better choice, we say so in the next section. Switching reasons come from user reviews on G2, Capterra and TrustRadius. You can send any corrections to notes@digiotouch.ai.

In a review of 22 widely used meeting tools across more than 10 public platforms, every platform-native assistant was locked to its own video-conferencing ecosystem, with no in-person recording capability.

Digiotouch AI research, 2026

So which should you use?

Key takeaways

• Guests cannot record: if you join another company’s Teams meeting, the button is unavailable to you.
• It misses whiteboards and PowerPoint Live media: Microsoft documents this. Anything sketched or embedded is absent from the recording.
• AI summaries cost extra: intelligent recap needs Teams Premium or Copilot, per person.
• In-person meetings are out of scope: Teams recording only exists inside a Teams call.
• Where Teams wins: for your own organisation’s meetings on a licensed account, it is included and simple. Use it.

Next step

The quickest test is the next client meeting you join as a guest, where Teams gives you nothing. Try Digiotouch AI free or compare plans on the pricing page.

Related reading

• Why can’t AI meeting tools record in-person meetings?
• Microsoft Teams Copilot vs Digiotouch AI meeting notes
• Copilot vs Digiotouch AI: transcript accuracy
• The hidden cost of screen content
• All Digiotouch AI integrations
• How to record a meeting with ChatGPT