Why This Matters
Microsoft Teams transcripts are often more accessible than recordings, but they still require proper admin configuration. This guide shows you how to enable transcription organisation-wide and configure optimal access settings for different meeting types.
Key Benefits:
Enable transcription for all users
Allow transcript downloads from channel meetings
Set up the best possible access for Contented integration
Create fallback options when recordings aren't available
Before You Start
What You'll Need:
Admin access to your Microsoft 365 tenant
10-15 minutes of your time
Windows PowerShell (already installed on Windows computers)
Step 1: Open PowerShell as Administrator
On Windows 10/11:
Click the Start button
Type "PowerShell"
Right-click "Windows PowerShell"
Select "Run as administrator"
Click "Yes" when prompted
You'll see a blue window that looks like this:
Windows PowerShell Copyright (C) Microsoft Corporation. All rights reserved. PS C:\WINDOWS\system32>
💡 The PS C:\WINDOWS\system32> part is called the "prompt" - this is where you'll type commands.
Step 2: Install the Teams PowerShell Module
Copy and paste this command:
powershellInstall-Module -Name MicrosoftTeams -Force -AllowClobber
What you'll see:
PowerShell might ask about installing from an untrusted repository
Type "Y" and press Enter to continue
You'll see download progress
When complete, you'll see the prompt again:
PS C:\WINDOWS\system32>
If you get an error about execution policy:
powershellSet-ExecutionPolicy -ExecutionPolicy RemoteSigned -Scope CurrentUser
Type "Y" and press Enter
Then run the Install-Module command again
Step 3: Connect to Microsoft Teams
Copy and paste this command:
powershellConnect-MicrosoftTeams
What happens next:
A browser window will open
Sign in with your admin account (the one with Teams admin permissions)
You might need to approve permissions - click "Accept"
Close the browser window when it says "Authentication complete"
Go back to PowerShell - you should see your organization info displayed
Success looks like this:
Account Environment Tenant TenantId ------- ----------- ------ -------- admin@yourcompany.com AzureCloud yourcompany.onmicrosoft.com 12345678-1234-1234-1234-123456789012
Step 4: Check Your Current Transcription Settings
Before making changes, let's see what your current settings are:
powershellGet-CsTeamsMeetingPolicy -Identity Global | Select-Object AllowTranscription, ChannelRecordingDownload
Look for these lines in the output:
AllowTranscription(should show True or False)ChannelRecordingDownload(should show Allow or Block)
💡 Note: ChannelRecordingDownload affects BOTH recordings AND transcripts
Step 5: Enable Transcription for Everyone
Copy and paste this command:
powershellSet-CsTeamsMeetingPolicy -Identity Global -AllowTranscription $true
What this does:
✅ Allows all users in your organization to enable transcription in Teams meetings
✅ Required for any meeting transcription functionality
✅ Enables live transcription during meetings
✅ Enables transcript storage after meetings
Success looks like:
No error messages
You see the prompt again:
PS C:\WINDOWS\system32>
Step 6: Enable Transcript Downloads for Channel Meetings
Copy and paste this command:
powershellSet-CsTeamsMeetingPolicy -Identity Global -ChannelRecordingDownload Allow
What this does:
✅ When meetings are held in Teams channels, ALL channel members can download transcripts
✅ Transcripts are stored in SharePoint where everyone can access them
✅ Same setting controls both recordings AND transcripts
✅ No more "organiser-only" download restrictions for channel meetings
Success looks like:
No error messages
You see the prompt again:
PS C:\WINDOWS\system32>
Step 7: Configure Live Captions (Optional but Recommended)
Copy and paste this command:
powershellSet-CsTeamsMeetingPolicy -Identity Global -LiveCaptionsEnabledType EnabledUserOverride
What this does:
✅ Allows users to enable live captions during meetings
✅ Improves accessibility for all participants
✅ Helps with transcription accuracy
✅ Users can turn on/off as needed
Alternative Options:
Disabled- Prevents users from turning on live captionsEnabledUserOverride- Users can choose to turn on captions (recommended)
Step 8: Verify Your Transcript Configuration
Let's confirm everything is set up correctly:
powershellGet-CsTeamsMeetingPolicy -Identity Global | Select-Object AllowTranscription, ChannelRecordingDownload, LiveCaptionsEnabledType
You should see:
AllowTranscription ChannelRecordingDownload LiveCaptionsEnabledType ------------------ ----------------------- ---------------------- True Allow EnabledUserOverride
✅ If you see "True", "Allow", and "EnabledUserOverride" - you're all set!
Step 9: Disconnect from Teams
Copy and paste this command:
powershellDisconnect-MicrosoftTeams
Then close PowerShell:
powershellexit
Step 10: Test Your Transcript Setup
Test with a Channel Meeting:
Go to a Teams channel
Click "Meet now" or schedule a meeting
During the meeting: Click "More" → "Start transcription"
Speak for a few minutes to generate transcript content
End the meeting
Go to channel Files tab → Look for transcript in Recordings folder
Try downloading - you should see .docx and .vtt options
Test Transcript Access:
Channel members should be able to:
View transcript in meeting chat
Download transcript files (.docx/.vtt)
Copy and paste transcript text
Verify transcript appears in meeting recap
Understanding Transcript vs Recording Access
Key Difference:
Recordings: Only organisers/co-organisers can download from private meetings
Transcripts: Generally follow the same rules BUT can be copied/pasted by anyone with view access
Channel Meetings (Best Option):
Both recordings AND transcripts can be downloaded by all channel members
Stored in SharePoint with team-level access
Private Meetings:
Both recordings AND transcripts limited to organiser/co-organiser downloads
BUT anyone invited can view and copy/paste transcript text
Troubleshooting Transcript Issues
"I don't see transcription option"
Check: Ensure transcription is enabled with the PowerShell commands above
Also check: User has proper Microsoft 365 license for transcription
"Transcription started but no transcript file"
Check: Transcription must run for at least a few minutes to generate file
Wait: Transcript processing can take 5-15 minutes after meeting ends
"I can't download transcript from channel meeting"
Check: Ensure
ChannelRecordingDownloadis set to AllowVerify: Meeting was actually held in a channel (not private meeting)
"External participants can't access transcripts"
Expected: External participants cannot download transcripts
Workaround: Organiser downloads and shares manually
Best Practices After Setup
1. Train Users on Transcript Access
Show where to find transcripts (meeting chat → Recap)
Demonstrate download options (.docx vs .vtt)
Explain copy/paste as universal option
2. Set Up Consistent Workflows
Use channel meetings for internal discussions
Designate co-organisers for client meetings
Document who handles transcript downloads for different meeting types
3. Quality Considerations
Encourage clear speaking for better transcription
Use quality microphones when possible
Set correct meeting language in Teams settings
4. Privacy and Compliance
Review transcripts before sharing externally
Establish retention policies for transcript files
Train users on data handling requirements
Integration with Contented
Channel Meetings (Recommended):
Anyone can download .docx transcript
Upload directly to Contented AI
Analyse alongside or instead of recording
Private/External Meetings:
Organiser downloads transcript
Share with internal team as needed
Upload to Contented AI for analysis
Universal Copy/Paste Method:
Open transcript in Teams
Select and copy relevant sections
Paste directly into Contented AI text input
Good for quick analysis of specific topics