Microsoft 365 setup: Teams meeting transcripts

Transcripts are read through the Outlook Calendar connection, in one of two ways.

Simple: each person's own sign-in

Covers the meetings each person organised or was invited to, once they have connected. No PowerShell and no access policy.

1. Approve Louvain's Microsoft 365 app again, with the admin consent link from step 1 of the admin page (it now asks for the transcript permission too). If your workspace uses its own app, add the delegated Microsoft Graph permissions OnlineMeetingTranscript.Read.All and OnlineMeetings.Read → Grant admin consent → Yes.

2. In the Teams admin centre, open Meetings → Meeting settings → Transcript API access. Turn on Microsoft Graph access and Include speaker attribution. Under Meetings → Meeting policies, check that Transcription is On for the people whose meetings Louvain should read: a meeting nobody transcribed has no transcript to read, and Louvain says nothing about it.

3. Each person opens Outlook Calendar in Louvain and chooses Reconnect to include meeting transcripts.

Each person's copy is theirs alone, and the copies are one source, read once. Everyone who was in the meeting and has connected sees its transcript; for everyone, connected or not, use the app registration below. Transcripts older than 60 days, and live events, can't be read.

Every meeting in the company: app registration

You need: a Global Administrator or a Cloud Application Administrator, and a Teams Administrator. The permissions go on the same app registration you made for Outlook (Microsoft 365 setup: Outlook, OneDrive and SharePoint).

1. In the Microsoft Entra admin centre, open App registrations → Louvain → API permissions. If you pasted the block from the Outlook page, these two are already there: go to step 2. Otherwise choose Add a permission → Microsoft Graph → Application permissions, add these two → Grant admin consent → Yes.

   OnlineMeetingTranscript.Read.All
   OnlineMeetings.Read.All

2. In the Teams admin centre, open Meetings → Meeting settings → Transcript API access. Turn on Microsoft Graph access and Include speaker attribution. Under Meetings → Meeting policies, check that Transcription is On for the people whose meetings Louvain should read.

3. In Teams PowerShell, allow the app to read the meetings of the people you choose. The Application (client) ID is on the app's Overview:

   Connect-MicrosoftTeams
   New-CsApplicationAccessPolicy -Identity Louvain-Transcripts -AppIds "<Application (client) ID>" -Description "Louvain transcripts"
   Grant-CsApplicationAccessPolicy -PolicyName Louvain-Transcripts -Identity "<user principal name>"

   Run the last line once per person (or -Global for everyone). It can take 30 minutes to apply. On a Mac, Connect-MicrosoftTeams stops with "Unable to load shared library 'kernel32.dll'": run Connect-MicrosoftTeams -UseDeviceAuthentication instead and sign in with the code it shows.

4. In Louvain, open the Outlook Calendar connection and turn on Teams meeting transcripts.

For Teams channels and chats, see Microsoft 365 setup: Teams. More detail: Microsoft 365: setup for your IT administrator.