MC1194071 - Coming soon: IT admins will be able to customize recording and transcription notifications in Teams

Introduction

IT admins can customize the message and privacy link shown in Teams notifications when recording or transcription is used. These notifications inform participants implicitly or request explicit consent, depending on your meeting policy.

These notifications are displayed as strings—the text shown in the banner (implicit scenario) or dialog (explicit consent scenario). Customizing these strings helps organizations align consent language with internal policies and local requirements while retaining the default notice for compliance.

Screenshot 1: Implicit scenario – banner string

Screenshot 2: Explicit consent – dialogue string

This update is associated with Microsoft 365 Roadmap ID 536570.

When this will happen:

General Availability (Worldwide, GCC): Rollout will begin early January 2026 and is expected to complete by late January 2026.

How this affects your organization:

Who is affected:

• IT admins managing Teams meeting policies.
• Meeting participants in organizations where custom recording/transcription notifications are enabled.

What will happen:

• Meeting participants will see your organization’s custom message and privacy link in the recording/transcription notification, alongside Teams’ fixed text (such as initiator name and default privacy link).
• If no custom message is provided for a language or scenario, Teams will display the default message.
• Custom strings apply only to users assigned to the meeting policy where the setting is enabled. All participants in those meetings will see the organizer’s custom settings (subject to language availability).
• This capability is available for all enterprise Teams SKUs. There is no change to the default experience unless you configure custom messages.

What you can do to prepare:

• Review and update your meeting policies to include custom messages for recording and transcription notifications.
• Ensure custom messages comply with your organization’s privacy and consent requirements.
• Note the following limitations:
  • 200-character limit: Custom messages cannot exceed 200 characters per language/scenario.
  • Explicit vs. implicit consent: Custom strings for explicit consent scenarios are supported and visible when explicit consent policy is turned ON. For explicit consent, custom text is appended to the default message. You can leave a scenario empty to retain default text.
  • Language coverage: If a participant’s client language has no custom string for a scenario, Teams falls back to the default message.
• Support for Calling and Mobile clients will be added after general availability. No action is required at this time.

Steps to configure:

1. Go to Teams admin center → Meetings → Meeting policies, then scroll to Recording & transcription and enable Show customized in-meeting notification for recording and transcription.
2. Select Customize notification.
3. Download the CSV template from the customization panel.
4. Fill in your custom strings per scenario and language. Use <empty> to keep the default text for a specific cell. Remember: 200-character max.
5. Upload the completed CSV, use Preview to validate the look, and click Apply.
6. Turn on explicit consent if your policy requires it—custom strings for explicit consent dialogs will then be shown to participants.

Learn more:

• Manage Teams recording policies for meetings and events - Microsoft Teams | Microsoft LearnManage Teams recording policies for meetings and events - Microsoft Teams | Microsoft Learn
• Set a custom privacy policy URL

Compliance considerations:

No compliance considerations identified; review as appropriate for your organization.