M365 Changelog: (Updated) Microsoft Teams: View, download, and delete Microsoft OneDrive for Business transcript files

Summary

Microsoft Teams will standardize all transcript storage to OneDrive for Business, starting with meetings that only have transcription enabled. Meetings that have only transcription enabled will save two copies (one in OneDrive for Business and one in Exchange Online), but all meeting transcript entry points in Teams app will point to the OneDrive for Business copy only. The rollout of this feature also improves both the experience of meeting organizers to manually delete the transcript, as well as the ability for IT administrators to apply retention policies to the transcripts from meetings that only had transcription enabled. The feature will begin rolling out mid-May 2024 and expect to complete by late May, 2024. No action is needed to prepare for this change.

MC726122 – Updated March 29, 2024: Microsoft has updated the entire message to provide additional information. Please review the message and thank you for your feedback.

We are beginning the process to standardize all transcript storage to OneDrive for Business, starting with the storage of transcripts for meetings that only have transcription enabled. Previously, meetings with only transcription enabled saved the transcript file to the meeting organizer’s Exchange Online, while meetings with both recording and transcription enabled saved two transcript copies—one that is coupled with the recording saved to OneDrive for Business and another transcript copy saved to the meeting organizer’s Exchange Online. 

Now with this feature, meetings that have only transcription enabled will also save two copies (one in OneDrive for Business and one in Exchange Online), but all meeting transcript entry points in Teams app will point to the OneDrive for Business copy only, no entry points for meeting transcripts will source from the Exchange Online copy. At a later date to be announced, meeting transcripts will stop saving in Exchange Online altogether and all transcript storage will be standardized on OneDrive for Business only. 

The rollout of this feature also improves both the experience of meeting organizers to manually delete the transcript, as well as the ability for IT administrators to apply retention policies to the transcripts from meetings that only had transcription enabled. 

A summary of the deletion experience for meeting transcripts is captured in the following table: 

UserType of transcript deletionPrevious experienceNew Experience with this feature rollout
Meeting organizer/co-organizerManually from Teams appOnly deleted Exchange Online transcript fileDeletes both copies of the transcript file from OneDrive for Business and Exchange Online
Meeting organizer/co-organizerManually from StreamOnly deletes the transcript file stored in OneDrive for BusinessOnly deletes the transcript file stored in OneDrive for Business
IT AdministratorRetention policies in Teams Admin CenterOnly available for copies saved in OneDrive for Business, so only applicable to meetings with recording turned on.Now the retention policy is also applicable to meetings with only transcription enabled and to the transcript file saved in OneDrive for Business.To bulk delete transcript files saved in Exchange Online—please refer to this documentation

This message is associated with Microsoft 365 Roadmap ID 365720

When this will happen:

Targeted release: We will begin rolling out mid-May 2024 and expect to complete by late May, 2024.

General Availability (Worldwide, GCC, GCC High, and DoD): We will begin rolling out late May, 2024 and expect to complete by mid-August, 2024.

How this will affect your organization:

There is no change to the end user experience for viewing and downloading Teams meeting transcripts. The only change for meeting organizers and co-organizers is for any meetings that are held after this feature rolls out, they can delete all copies of the meeting transcript directly from the Teams app, instead of having to manually delete all copies of the transcript from two places (Teams app and Stream). For IT administrators, they can start applying retention policies for the copy of the transcript saved in OneDrive for Business, including scenarios where a meeting only had transcription enabled. This retention policy won’t affect the copies saved in Exchange Online, to bulk delete transcript files saved in Exchange Online—please refer to this documentation

What you need to do to prepare:

There is no action needed to prepare for this change. You may want to notify your users about this change and update any relevant documentation as appropriate.

Additional information