Week 5, Day 4 — Meetings, Calling & Live Events

Day 3 review & the meeting governance gap

• Ask: "Yesterday your partner joined your Sales team as a guest. If they schedule a Teams meeting with your Sales team, who controls what they can do in that meeting — your meeting policy, their home tenant's policy, or the guest settings you configured?" — answer: the organiser's meeting policy governs most settings; guest settings govern guest-specific capabilities
• Ask: "A meeting recording is made in the Lakeview Logistics IT team. Where does it get stored — and who controls that?" — prime the Week 4 SharePoint/OneDrive connection: channel meeting recordings go to the channel's SharePoint folder; private meeting recordings go to the organiser's OneDrive
• Frame the day: meetings are where the most sensitive Lakeview Logistics conversations happen — finance reviews, HR discussions, client negotiations. Recordings and transcripts of those conversations are permanent records with real governance implications. Today covers the controls that govern meeting behaviour and what happens to meeting content after the call ends.

Meeting policies, recording storage, lobby settings, and live events

The Global meeting policy tuned in Day 2 sets the baseline. Today's lecture goes deeper into the settings that matter most operationally — lobby, recording, and what happens to meeting content.

• Lobby settings — the first line of meeting security — the lobby holds participants before the organiser admits them. Key setting: "Who can bypass the lobby?" determines who joins directly vs who waits. Options: Everyone (no lobby), People in my org and guests (recommended for most business meetings), People in my org (blocks all external attendees from bypassing), Organiser and co-organisers only (maximum control). The organiser can override policy lobby settings for individual meetings.
• Recording — where it goes and who controls it

• Recording governance controls — three key policy settings: Allow cloud recording (On/Off — can this user record at all?), Allow recording for callers (can participants initiate recording, or organiser only?), and Recording expiry (automatic deletion after N days — configured in meeting policy). Recordings stored in SharePoint/OneDrive inherit the sharing and permissions of that location — a recording in the Sales team's SharePoint is accessible to all Sales team members.
• Transcription — Teams can auto-generate a meeting transcript (AI-powered speech-to-text). Transcripts are stored alongside the recording in SharePoint or OneDrive. They are searchable, can be downloaded, and are subject to the same retention policies as other content. Policy control: Allow transcription (On/Off per policy). Legal and HR consideration: transcripts create a written record of spoken conversations that may not have been expected to be documented.
• Live events vs webinars vs meetings

• Teams Phone basics (E5) — Teams Phone System (included in E5) enables enterprise voice features: voicemail, call forwarding, call transfer, auto-attendants, and call queues. To make and receive PSTN calls (actual phone calls to/from mobile phones and landlines), a Calling Plan or Direct Routing is also required. The E5 trial includes Teams Phone Standard — students can see the configuration surface but full PSTN calling requires a separate Calling Plan licence or Direct Routing setup. Frame this as "here is the admin surface you would configure in a full deployment."

Lab 5-D: Configuring meeting policies, recording governance, and Teams Phone basics

Students create a custom meeting policy for executives, configure recording expiry, verify recording storage destinations, explore the Teams Phone configuration surface, and review live event settings.

• Step 1 — Review the current Global meeting policy (5 min)
  Navigate to admin.teams.microsoft.com → Meetings → Meeting policies → Global. Confirm the Day 2 changes are present: anonymous join is Off, recording is On, lobby bypass is set to org and guests. Record the current recording expiry setting.
• Step 2 — Create a custom Executive meeting policy (15 min)
  Navigate to Meeting policies → + Add. Name: LL — Executive Meetings.
  
  Configure:
  · Allow cloud recording: On
  · Allow transcription: On
  · Recording automatically expires: On — 60 days
  · Who can bypass the lobby: Organiser and co-organisers only
  · Who can present: Organisers and co-organisers
  · Allow anonymous users to join: Off
  · Allow external participants to give/request control: Off
  · Allow meeting chat: Enabled during meeting only
  
  Save. Assign directly to Sarah Chen and Marcus Webb (the two most senior Lakeview Logistics staff).
• Step 3 — Configure recording expiry on the Global policy (8 min)
  Return to the Global meeting policy. Find the Recording automatically expires setting. Set expiry to 120 days. This means all meeting recordings stored in SharePoint or OneDrive will be automatically deleted after 120 days unless a retention policy or legal hold extends them.
  
  In your Lab Journal: what is the relationship between this Teams recording expiry setting and the OneDrive retention policy configured in Lab 4-D? Which one takes precedence if they conflict?
• Step 4 — Start a test meeting and verify recording storage (15 min)
  Navigate to teams.microsoft.com. Open the IT Department team → General channel → click Meet (the camera icon at the top right of the channel). Start a channel meeting.
  
  Once in the meeting, click More actions (…) → Start recording. Wait 30 seconds. Stop recording. Leave the meeting.
  
  After a few minutes, return to the IT Department channel → Files tab. Navigate to the Recordings subfolder. Confirm the recording appears. Note the full SharePoint URL of the recording file.
  
  Then start a private meeting (not from a channel): Calendar → New meeting or from the Meet button in the main Teams nav. Record it the same way. After the meeting ends, check your OneDrive → Recordings folder to confirm the recording landed there.
• Step 5 — Explore Teams Phone configuration (10 min)
  Navigate to Voice → Phone numbers. Review what is shown — likely no numbers are assigned since PSTN Calling Plans are not part of the E5 trial. Note the message about what licence is required.
  
  Navigate to Voice → Auto attendants. Click + Add. Walk through the wizard without saving — understand the structure: time-based routing, greetings, menu options, operator assignment. Cancel without saving.
  
  Navigate to Voice → Call queues. Review the available options — how calls can be distributed to agents (round robin, serial, longest idle), overflow settings, and timeout settings. Record what you observe.
• Step 6 — Review live event settings (7 min)
  Navigate to Meetings → Live events policies → Global. Review the settings. Navigate to Meetings → Live events settings (org-wide). Review the support URL and recording settings.
  
  In your Lab Journal: Lakeview Logistics wants to hold a company-wide all-hands meeting with all 10 staff attending. Should this be scheduled as a meeting, webinar, or live event — and why? At what scale would you switch to a live event format?

⭐ Bonus: Compliance recording policy & calling policy configuration

Reflection & preview

• Ask: "Sarah Chen records an all-staff meeting. The recording goes to her OneDrive. You configured 120-day recording expiry and 180-day OneDrive retention in Lab 4-D. On day 121, does the recording get deleted?" — answer: no — the Purview/OneDrive retention policy (180 days) holds the content and overrides the Teams expiry
• Ask: "Marcus Webb uses the LL — Executive Meetings policy. His lobby setting is 'Organiser and co-organisers only'. He schedules a meeting with a client from contoso.com. What happens when the client joins?" — answer: the client lands in the lobby and waits until Marcus admits them — even if they are a trusted guest
• Ask: "Priya Nair records a Finance team channel meeting. The recording lands in the Finance SharePoint site's Recordings folder. Tom Bellamy is a member of the Finance team. Can he watch the recording?" — answer: yes — the recording inherits the SharePoint site permissions, and Finance members have Member (read) access to the site. This is a governance concern for sensitive Finance meetings.
• Exit ticket: describe the complete journey of a Teams meeting recording from creation to expiry — where it is stored, who can access it, what policies govern it, and what happens at 120 days
• Preview Day 5: Week 5 assessment — a Teams governance incident involving a guest in the wrong team and a meeting recording shared outside the organisation. Come with all lab work complete and all five teams confirmed active.