File Sharing Problems

How to Share Teams Meeting Recordings Created by a Resource Account

Maira Mehtab Sep 20, 2026 869 views

Question details

The user needs to share a Microsoft Teams meeting recording that was organized by a resource calendar with non-participants, but faces access and storage limitations.

Product: Microsoft Teams
Device & OS: not provided
Scenario: Distributing a meeting recording to employees who did not participate in the original meeting, which was set up using a resource account.
Observed behavior: By default, only meeting participants can access the recording, and the resource account that organized the meeting lacks the necessary OneDrive storage to host and share the file.

Before you start

Identify the person who initiated the recording during the meeting, as the video file is automatically saved to their personal OneDrive or the associated SharePoint folder.

Solution 1Recommended

Download and Re-upload to a Shared OneDrive or SharePoint Location

Since resource accounts may lack OneDrive storage, the most reliable method is to have the recording initiator download the file and upload it to a centralized, permanent location for broader sharing.

Microsoft Teams meeting recordings are typically stored in the OneDrive of the person who pressed the 'Record' button, or in SharePoint if it was a channel meeting.

To bypass the storage limitations of a resource account and restricted participant permissions, the file must be moved to a shared workspace.

Locate the recording

Ask the person who initiated the recording to log in to their Microsoft 365 account and find the video file in their OneDrive (inside the 'Recordings' folder) or the channel's SharePoint site.

Download the video

Click on the recording file and select the 'Download' button from the top menu to save the video file to a local drive.

Upload to a permanent location

Open an appropriate OneDrive or SharePoint folder that has sufficient storage and organizational access, and upload the downloaded video.

Adjust sharing permissions

Select the newly uploaded file, click 'Share', and adjust the link settings to grant viewing access to the required employees who did not attend the meeting.

Temporary Storage Warning: Move the recording to a permanent location as soon as possible, as temporary Teams recordings may be automatically deleted after 21 days.

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Frequently Asked Questions

Where are Microsoft Teams meeting recordings usually saved?

If it is a channel meeting, the recording is saved in the SharePoint folder of that channel. For non-channel meetings, it is stored in the 'Recordings' folder within the OneDrive of the person who clicked 'Start recording'.

Why can't the resource account share the recording directly?

Resource accounts (like conference room accounts) often do not have an assigned Microsoft 365 license that includes standard OneDrive storage. This restricts their ability to host, manage, and share large video files directly.

How do I stop Teams recordings from expiring?

The meeting owner or the person who recorded it can open the recording in OneDrive or SharePoint, click on the information icon to open the Details pane, and change the expiration date or select 'Remove expiration' entirely.

Can I add a co-organizer to a resource account meeting?

Yes. When setting up the meeting via the resource account, you can designate other users as co-organizers in the Meeting Options, giving them more control over the meeting settings and managing the recording.

Document & File Issues