How to do a screen recording using Teams

Did you know you can record your meetings in Teams?

You can capture your screen, deliver a presentation, or do a video recording. You don’t have to have other people present in your Teams meeting – it works if you are the only one attendee, giving you full freedom to capture presentations or do other demonstrations.

Panopto offers this functionality too, and overall is a much more powerful tool for doing such recordings, but Microsoft Teams is a good alternative if you are unable to use Panopto for whatever reason.

In short, to do a screen recording using Teams you need to follow these steps:

  1. Start a Teams meeting – go to Teams calendar and schedule a meeting (‘+ New Meeting‘) or select ‘Meet now‘.
  2. Join your meeting. Enable your microphone and, if you want, your camera.
  3. In a meeting click ‘Share‘ to show your Desktop or your PowerPoint presentation.
  4. Click on ‘More actions‘ and choose ‘Start recording‘.
  5. Deliver your talk/presentation.
  6. Click on ‘More actions‘ and choose ‘Stop recording‘ when finished.
  7. End meeting by clicking ‘Hang up‘.
  8. Await for an e-mail to arrive with your meeting recording in Microsoft Stream.

We will detail these steps below.

It is always a good idea to do a test recording before delivering a full session to ensure your audio and video works as expected.

1. Start a Teams meeting

Go to Teams calendar and create a meeting. You have two options:

  1. Schedule a meeting to take place in the future by selecting + New Meeting (Fig 1). IMPORTANT: you must invite other people to this meeting for this to work.
  2. Create an instant meeting by choosing ‘Meet now‘. This way you don’t have to have any other attendees in your meeting and can have the meeting on your own.
Figure 1 - create a meeting in Teams calendar by choosing to schedule a meeting or to create an instant meeting.
Figure 1 – create a meeting in Teams calendar by choosing to schedule a meeting or to create an instant meeting.

2. Join your meeting

If you have a scheduled meeting, click on the meeting in your calendar (Fig 2) and select ‘Join’ to enter the meeting room (Fig 3). Enable your microphone and, if you want, your camera (Fig 4).

If you have chosen ‘Meet now’ you will be taken straight to the audio/video setup page (Fig 4).

Figure 2 - Teams calendar with a scheduled meeting highlighted
Figure 2 – Teams calendar with a scheduled meeting highlighted
Figure 3 - scheduled meeting - click Join to enter the meeting room
Figure 3 – scheduled meeting – click Join to enter the meeting room
Figure 4 - audio/video setup page
Figure 4 – audio/video setup page

3. ‘Share’ your Desktop or your PowerPoint presentation

In a meeting room go to a meeting controls bar and click ‘Share‘ to show your Desktop or your PowerPoint presentation (Fig 5).

Figure 5 - Click 'Share' to show your screen or Powerpoint
Figure 5 – Click ‘Share’ to show your screen or Powerpoint

A menu will appear at the bottom offering you options on what to share (Fig 6). You can choose to share your Desktop/Window or select from a list of recently opened PowerPoint files. If a file you want to share is not in the list you can click on ‘Browse‘ to select your own files to share.

Figure 6 - a sharing menu will offer a variety of options
Figure 6 – a sharing menu will offer a variety of screen and file sharing options

If you choose to share your Desktop/window you may see another window pop up asking you to clarify which you want to share – your entire screen, an application window or your browser tab (Fig 7). Click ‘Share‘ to confirm your choice.

Figure 7 - a pop up window may ask you to clarify what you want to share
Figure 7 – a pop up window may ask you to clarify what you want to share

When your screen is being shared you will see a Teams notification at the bottom of your page reminding you of this (Fig 8).

Figure 8 - you will see a message at the bottom of your screen reminding you that your screen is being shared
Figure 8 – you will see a message at the bottom of your screen reminding you that your screen is being shared

4. ‘Start recording’

When you are ready to record, you can start your recording by clicking on ‘More actions‘ (Fig 9) and choosing ‘Start recording‘.

Figure 9 - Click on More actions in the meeting controls bar and select 'Start recording'
Figure 9 – Click on More actions in the meeting controls bar and select ‘Start recording’

You will see a notification at the top of the Teams meeting page that the meeting is being recorded (Fig 10). If you have other people in your meeting you should notify them that the meeting is being recorded.

IMPORTANT: The timer in the meeting bar shows the entire duration of the meeting, not the recording. It will continue to tick even when the recording is finished.

Figure 10 – You will see a notification at the top of the Teams meeting page

5. Deliver your talk/presentation.

Deliver your talk/presentation.

If you have chosen to share your screen, remember that the entire screen will be captured. If you want to deliver a presentation this way, open your presentation and put it in a ‘slide show mode’ so it fills your desktop.

6. ‘Stop recording’

When you have finished recording go back into your Teams meeting window, click on ‘More actions‘ (Fig 11) and choose ‘Stop recording‘ which will stop the recording.

The meeting timer will continue to tick.

Figure 11 - Click on 'more actions' and choose 'Stop recording' which will stop the recording
Figure 11 – Click on ‘more actions’ and choose ‘Stop recording’ which will stop the recording

You will be asked to confirm if you want to stop your recording (Fig 12)

Figure 12 - You will be asked to confirm if you want to stop your recording.
Figure 12 – You will be asked to confirm if you want to stop your recording.

You will see a message appear saying ‘The recording is being saved’ (Figure 13)

Figure 13 - a message will appear informing you that 'The recording is being saved'
Figure 13 – a message will appear informing you that ‘The recording is being saved’

7. ‘Hang up’ to end the meeting

End meeting by clicking ‘Hang up‘ (Fig 14). You will be taken out of the meeting room and into the meeting ‘Chat’ area (Fig 15).

Figure 14 - End meeting by clicking 'Hang up'.
Figure 14 – End meeting by clicking ‘Hang up’.
Figure 15 - meeting chat area will contain the recording (when processed)
Figure 15 – meeting chat area will contain the recording (when processed)

8. Wait for the recording

When the recording is ready (this may take some time) a link to it will appear in the meeting chat area.

Additionally, you will receive an e-mail with a link to your meeting recording in Microsoft Stream.

Last updated: 7/5/2020