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

Product:

Microsoft 365 admin center, Teams

Platform:

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

Status:

Launched

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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summary for non-techies**

Microsoft Teams will now have transcription enabled by default for new users and existing users who haven't customized their settings, making it more accessible, while administrators can still disable this default setting if desired.

Direct effects for Operations**

Increased User Confusion
Users may be confused about the automatic availability of transcription features, leading to potential misuse or misunderstanding of the tool's capabilities.
   - roles: End Users, Team Leaders
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

Potential Privacy Concerns
Automatic transcription may raise privacy issues among users who are unaware that their conversations could be transcribed, leading to discomfort or reluctance to use the platform.
   - roles: End Users, Compliance Officers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

Increased Support Requests
The change may lead to an increase in support requests from users needing assistance with the new transcription feature, impacting IT support resources.
   - roles: IT Support Staff, Help Desk Agents
   - 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, all meeting participants will have access to real-time transcription, improving accessibility for those with hearing impairments or language barriers. This fosters inclusivity and ensures that all team members can engage effectively during meetings.
   - next-steps: Communicate the new feature to all users, emphasizing its benefits for accessibility. Provide training sessions or resources on how to use transcription effectively during meetings.
   - roles: HR Managers, Diversity and Inclusion Officers, Team Leaders
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

Improved Meeting Productivity
Automatic transcription allows for easier documentation of meetings, enabling users to focus on discussions rather than note-taking. This can lead to more productive meetings as participants can engage more fully without the distraction of manual note-taking.
   - next-steps: Create guidelines on how to utilize transcriptions for meeting summaries and follow-ups. Encourage teams to integrate transcription into their meeting practices for enhanced productivity.
   - roles: Project Managers, Team Leaders, Executives
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=468282

Streamlined Compliance and Record Keeping
Having transcripts automatically generated can assist organizations in maintaining accurate records of discussions, which is essential for compliance in regulated industries. This feature can help ensure that organizations meet their legal obligations regarding meeting documentation.
   - next-steps: Review compliance requirements and assess how transcription can support record-keeping practices. Develop a policy for the use of transcriptions in compliance contexts.
   - roles: Compliance Officers, Legal Advisors, IT 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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