MC973519 – (Updated) Microsoft Teams: Enable transcription policy by default

Product:

Microsoft 365 admin center, Teams

Platform:

Mac, Online, US Instances, Windows Desktop, World tenant

Status:

Rolling out

Change type:

Admin impact, New feature, Updated message, User impact

Links:

468282

Details:

Summary:
Microsoft Teams will enable transcription by default for new tenants starting late February 2025. Existing tenants without customized policies will also be impacted. This change aims to enhance AI feature use and streamline transcription adoption. Admins can disable the policy if needed. No immediate action is required.

Details:
Updated March 3, 2025: We have updated the content. Thank you for your patience.
Coming soon for Microsoft Teams: We are updating our default policy settings for transcription for new tenants. Before this rollout, the setting was off by default. After this rollout, the setting will be on by default. This change applies to new global policies created for new tenants. Existing policies in the Teams admin center will not be changed; however, tenants that have not customized any part of their meeting policies for Teams meetings will be impacted.
Tenants without customized policies: The new default settings will apply, and these tenants will be impacted by this change.
Tenants with customized policies: Policies for user-level assignments or group-level assignments will remain unchanged and unaffected.
This change is designed to streamline the adoption of transcription and enhance the use of all AI features. This change will align transcription with the default policy for recording, which is also enabled by default in Teams admin center. This message applies to Teams for Windows desktop and Teams for Mac desktop.
This message is associated with Microsoft 365 Roadmap ID 468282.
[When this will happen:]
General Availability (Worldwide): We will begin rolling out late February 2025 (previously early February) and expect to complete by late March 2025 (previously mid-February).

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2025-01-07

updated:
2025-03-05

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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summary for non-techies**

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Direct effects for Operations**

Transcription Policy Change
Enabling transcription by default may lead to confusion among users who are unaware of the change, potentially resulting in misuse or over-reliance on transcription features during meetings.
   - roles: End Users, Meeting Organizers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

User Experience with AI Features
The automatic enabling of transcription could overwhelm users with AI features they are not familiar with, leading to a negative user experience and decreased productivity.
   - roles: End Users, IT Support
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

Documentation and Training Needs
The change may necessitate updates to user documentation and training materials, which could lead to temporary gaps in user knowledge and support.
   - roles: IT Administrators, Training Coordinators
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

Configutation Options**

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Opportunities**

Enhanced Meeting Accessibility
With transcription enabled by default, users will have better access to meeting content, especially for those with hearing impairments or non-native speakers. This can significantly improve inclusivity and understanding during meetings.
   - next-steps: Communicate the benefits of transcription to all users and provide training sessions on how to utilize this feature effectively.
   - roles: HR Managers, Team Leaders, Diversity and Inclusion Officers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

Improved Documentation and Knowledge Sharing
Transcription allows for automatic meeting notes, which can be beneficial for documentation and knowledge sharing across teams. This will help in creating a culture of transparency and collaboration.
   - next-steps: Establish a repository for transcriptions and ensure teams are trained on how to access and utilize these documents for future reference.
   - roles: Project Managers, Knowledge Managers, IT Administrators
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

Streamlined IT Administration
The default activation of transcription can reduce the administrative burden on IT staff to customize policies for every tenant, allowing them to focus on other critical IT tasks.
   - next-steps: Review current policies and identify any necessary adjustments or training for IT staff to manage the new default settings effectively.
   - roles: IT Administrators, Compliance Officers, System Administrators
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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explanation for non-techies**

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