check before: 2026-01-01
Product:
Copilot, Microsoft 365 admin center, Teams
Platform:
Mac, mobile, Online, US Instances, Windows Desktop, World tenant
Status:
Launched
Change type:
New feature, User impact, Admin impact
Links:
Details:
Summary:
Starting January 2026, IT admins can customize Teams recording and transcription notification messages and privacy links per meeting policy, aligning consent language with organizational needs. Custom messages have a 200-character limit, support explicit and implicit consent, and apply only when enabled. Default messages remain if no custom text is set.
Details:
[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.
Change Category:
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Scope:
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Release Phase:
General Availability
Created:
2025-12-11
updated:
2025-12-12
Task Type
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MS How does it affect me
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MS Preperations
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summary for non-techies**
Starting January 2026, IT administrators can customize Microsoft Teams notifications for meeting recordings and transcriptions, allowing organizations to align messages with their privacy policies and consent requirements, with a limit of 200 characters per message.
Direct effects for Operations**
User Notification Clarity
If IT admins do not prepare custom messages, users may receive generic notifications that do not align with organizational policies, leading to confusion about consent and privacy.
- roles: IT Admins, Meeting Participants
- references: https://learn.microsoft.com/microsoftteams/meeting-recording#set-a-custom-privacy-policy-url, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=536570
Compliance Risks
Without customized notifications, organizations may inadvertently violate local consent laws or internal policies, risking legal repercussions and user trust.
- roles: IT Admins, Compliance Officers
- references: https://learn.microsoft.com/microsoftteams/meeting-recording#set-a-custom-privacy-policy-url, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=536570
Configutation Options**
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Data Protection**
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explanation for non-techies**
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** AI generated content. This information must be reviewed before use.
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change history
| Date | Property | old | new |
| 2025-12-12 | MC 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: Go to Teams admin center → Meetings → Meeting policies, then scroll to Recording & transcription and enable Show customized in-meeting notification for recording and transcription. Select Customize notification. Download the CSV template from the customization panel. Fill in your custom strings per scenario and language. Use <empty> to keep the default text for a specific cell. Remember: 200-character max. Upload the completed CSV, use Preview to validate the look, and click Apply. 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 Learn Set a custom privacy policy URL [Compliance considerations:] No compliance considerations identified; review as appropriate for your organization. https://learn.microsoft.com/microsoftteams/meeting-recording#set-a-custom-privacy-policy-url https://learn.microsoft.com/microsoftteams/meeting-recording?tabs=meeting-policy#recording-expiration https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=536570 | 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: Go to Teams admin center → Meetings → Meeting policies, then scroll to Recording & transcription and enable Show customized in-meeting notification for recording and transcription. Select Customize notification. Download the CSV template from the customization panel. Fill in your custom strings per scenario and language. Use <empty> to keep the default text for a specific cell. Remember: 200-character max. Upload the completed CSV, use Preview to validate the look, and click Apply. 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 Learn Set a custom privacy policy URL [Compliance considerations:] No compliance considerations identified; review as appropriate for your organization. https://aka.ms/CustomNotification https://learn.microsoft.com/microsoftteams/meeting-recording#set-a-custom-privacy-policy-url https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=536570 |
| 2025-12-12 | MC Last Updated | 12/11/2025 00:38:16 | 2025-12-11T21:25:29Z |
Last updated 3 weeks ago ago
