How to Transcribe Microsoft Teams Recordings: Download, Convert, and Transcribe

Why Transcribing Microsoft Teams Recordings Matters

Many people work in Teams every day. Meetings move fast, so a written record helps you keep track. Clear text notes also help you search, study, and share information.

A 2023 survey found that over 70% of workers prefer written follow-up after meetings (HubSpot, 2023). This shows the value of easy transcription. You can also use transcription services to save time.

Step 1: Download Your Microsoft Teams Recording

Teams saves your recording in OneDrive or SharePoint. The location depends on how the meeting was set up. Downloading the file is simple once you know where to look.

According to Microsoft (2024), most meeting files stay in the cloud until deleted. This makes it easy to access them later.

Where to Find Your Recording

• Go to the Teams chat for the meeting.
• Look for the video preview of the recording.
• Click the "More options" icon next to the file.
• Select "Open in OneDrive" or "Open in SharePoint" depending on where it is stored.

How to Download the File

• Open the file page in OneDrive or SharePoint.
• Select the "Download" button at the top.
• Save the MP4 file to your computer.

For quick turnaround after downloading, many users switch to automated transcription for faster results.

Step 2: Convert Your Recording if Needed

Teams files download in MP4 format. Most tools accept MP4, but some platforms work better with MP3 or WAV for audio-only needs. A small conversion can help you get a cleaner transcript.

The National Institute of Standards and Technology reported in 2022 that high-quality audio improves speech accuracy by more than 20% (NIST, 2022). This makes conversion useful when working with large video files.

When You Should Convert

• You only want the audio portion.
• Your transcription tool works best with audio files.
• You need a smaller file for easy upload.

How to Convert Your Teams File

• Use any free online converter that supports MP4 to MP3 or WAV.
• Upload your downloaded MP4 file.
• Choose your target format.
• Download the converted file.

If you prefer a simple path, you can skip conversion and upload the MP4 directly when you order transcription.

Step 3: Transcribe Your Microsoft Teams Recording

Now you can turn your file into text. You can choose automated tools or human experts. The right choice depends on your needs for accuracy and speed.

A 2023 Stanford study found that automated tools deliver fast results but may drop accuracy with overlapping speech or strong accents (Stanford, 2023). This is why many people still prefer human review.

Option A: Use Automated Transcription

• Good for fast drafts.
• Works best with clear audio.
• Costs less than manual methods.

Upload your file to an AI transcription subscription to get text within minutes.

Option B: Use Human Transcription for Accuracy

• Best for legal, medical, or detailed meetings.
• Better at understanding multiple speakers.
• Handles heavy accents or background noise.

You can get support from transcription proofreading services to ensure error-free results.

What to Do After You Receive Your Transcript

• Read the text and highlight key points.
• Share it with your team or clients.
• Store it in a folder with your meeting notes.
• Create captions or subtitles if you plan to post the video online.

You can also use closed caption services or subtitling services to make your video more accessible.

Tips for Getting Clear Transcripts from Teams

A great transcript starts with a great recording. Teams gives you the tools you need, but a few simple habits improve the final text.

Harvard research shows that meetings with clear audio reduce listener strain by 48% (Harvard, 2022). Better audio also improves automated recognition.

Before the Meeting

• Ask speakers to use headsets.
• Reduce background noise.
• Start recording after everyone joins.

During the Meeting

• Have one person lead the conversation.
• Pause between topics.
• Mute when not speaking.

After the Meeting

• Download the file as soon as it is ready.
• Label your files so you can find them fast.
• Choose the right transcription method.

Final Thoughts

Transcribing Microsoft Teams recordings helps you save time and reduce stress. You get a clear record of every idea and decision. The process is simple when you break it into steps: download, convert, and transcribe.

If you want fast, accurate, and affordable results, GoTranscript provides the right solutions.