recap permissions #copilot

Hi @Joe Alcontin,

For current Teams collaborative notes, any meeting invitee can work with notes before, during and after meeting and especially after the meeting the notes should be available to participants on the Teams meeting details. So, based on your sharing, if that's not happening, the issue can be due to several factors: the attendee is external, file permission issue, the meeting was scheduled by a resource/share account, etc.

Therefore, for further assistance, could you provide more detailed information about this situation? I appreciate your understanding and cooperation.

• Which type of attendees are affected (internal only or with external/guest user or both)?
• How was the meeting scheduled? (By a normal organizer or a room/resource/shared mailbox)
• When the affected user open notes from Teams Calendar > past meeting > Expand meeting details or via View recap > Notes, does he/she receive any error message? If yes, please share me a screenshot or a full wording of the error.

Please understand that my initial response may not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution. 

Thank you for your understanding and cooperation. I look forward to hearing from you. 

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In Teams, access to Copilot meeting notes and intelligent recap is limited by both licensing and meeting participation.

Key points to check:

1. Who can access intelligent recap and AI notes
   Only people in the same organization who were invited to the event can access its intelligent recap, AI-generated notes, and AI-generated tasks. External attendees or people not on the invite cannot see them, even if they have the recording link or Teams Premium.
2. Licensing requirements
   Intelligent recap (which includes AI-generated notes and tasks) is available only with:
   • Teams Premium, or
   • Microsoft 365 Copilot license.
   Attendees without one of these licenses will not see the intelligent recap experience, even if they were invited.
3. Transcript/recording and Copilot settings
   • If transcription/recording was turned on, Copilot content can appear in the Recap tab after the meeting.
   • If the meeting organizer set Copilot to Only during the meeting and no transcription/recording was started, Copilot will not be available in the Recap tab after the meeting. In that case, anything Copilot produced during the meeting is not retained for later viewing.
4. Expiration and data policies
   AI-generated notes and tasks expire according to the organization’s retention and compliance policies. If those policies remove the data, attendees will no longer see the notes.

If attendees who were invited, are in the same org, and have the required license still cannot see notes, the issue may be due to org policies or governance settings, and should be escalated to the IT admin to review Teams, recording, and retention policies.

References:

• Recap in Microsoft Teams
• Use Copilot in Microsoft Teams meetings
• Use Copilot without recording a Teams meeting