How to Share Teams Meeting Recordings Outside Your Organization

This guide is for small-business employees who need to share a Microsoft Teams meeting recording with someone outside their organization. Adjusting sharing settings in OneDrive or SharePoint, customizing access within the meeting itself, and reviewing external access policies in the Teams admin center will make recordings accessible to external recipients.

Share the Recording File from OneDrive or SharePoint

1. Locate the recorded meeting file in your OneDrive or on a SharePoint site.
2. Click the Share button on the file.
3. Choose Anyone with the link, or type in the specific external users you want to invite.
4. Make sure the option to allow editing is turned on — this also allows the recipient to download the file.
5. Copy the link and send it to your external contact.

Customize Recording Access Within the Meeting

1. As the meeting organizer, open the meeting settings before the meeting starts to choose who can access the recording — options include organizer and co-organizers only, specific people, or everyone in the meeting.
2. If you need to change recording access settings during the meeting, be aware that those changes will not take effect until the meeting is ended and restarted.
3. After the meeting, participants can access the recording through the meeting chat or directly through OneDrive.

Review External Access Policies in the Teams Admin Center

If sharing still isn’t working, an administrator may need to check the following settings in the Teams admin center:

1. Go to External Access settings to control whether users outside your organization can communicate and collaborate with your team.
2. Under Trusted Organizations, confirm that the recipient’s domain is not blocked — or add it as a trusted domain if needed.
3. Check Meeting Policies to verify that recording permissions, including the ability to download recordings, are enabled for your users.

Special Cases to Know About

1. Large meetings: If your meeting had more than 250 participants, some attendees may not have been granted file permissions automatically. You may need to share the recording link manually with those individuals.
2. Channel meetings: For meetings held inside a Teams channel, recording permissions are inherited from the channel’s owners and members list rather than set individually.

If you run into trouble with any of these steps or need an administrator to update your organization’s policies, contact ACS for support.

Common questions

Why can’t the person I shared the link with open the Teams recording?

The most common reasons are that the sharing setting was not set to ‘Anyone with the link’ or the recipient’s domain is blocked by your organization’s external access policy in the Teams admin center. Check both the file’s sharing settings in OneDrive or SharePoint and your Teams external access configuration.

Can I change who can access a recording after the meeting has ended?

Yes. You can go to the recording file in OneDrive or SharePoint at any time and adjust the sharing settings to add or remove external users, or change the link permissions.

Do channel meeting recordings follow the same sharing rules as regular meeting recordings?

Not exactly. For channel meetings, recording access is controlled by the channel’s owners and members list rather than by individual sharing settings, so an owner may need to update channel membership or share the file directly.