M365 Teams (Information) Features, Storage Locations, and Retention

This article provides a summary of Teams features and their corresponding storage location within the Microsoft 365 environment as well as the retention schedule for each.

  
Teams features breakdown

Teams Feature

Storage Location

Retention Schedule

Record May be Deleted by Individual User

Additional Information

Chats (1:1 and group) Conversations

Stored in users' Outlook mailbox

Retained until the user leaves UWM and their account is deleted

No

External (non-UWM) chat participants also have the conversation saved in their mailbox

Channel Conversations

Stored in Azure (O365 back-end) environment

Retained until the Team owners delete the Team or until the owners allow the Team to expire after 1 year of inactivity

Yes, by Team owners

 

Chats (1:1 and group) File Storage

Stored in the sharing user's OneDrive space: "Microsoft Teams Chat Files" folder

Retained until the sharing user's account is deleted and the files are deleted with the account

Yes, by the sharing user

All members of the chat have access to the file that was shared

If a participant in a chat is an external user and shares files, they are stored in the external user's (non-UWM) OneDrive space. Once the external user leaves the chat, files they shared will leave with them

Channel File Storage

Stored in the document library for the channel in the Team site

Private channels each have their own Team site and document libraries for storage

Retained until they are deleted by members or owners, until the owners delete the team, or until the owners allow the Team to expire after 1 year of inactivity

Yes

 

Voicemail Messages

Stored in users' Outlook mailbox

Retained until the user deletes them or until the user leaves UWM and their account is deleted

Yes

 

Meeting Recordings and Transcriptions (1:1 and Group) 

Stored in the OneDrive account of the user who started the recording in a folder named Recordings

Retained in faculty, staff, and students' OneDrive spaces and then auto-expire after 60 days.

Retained in emeriti, annuitants, and sponsored users' OneDrive spaces and then auto-expire after 30 days.

The expiration date for the meeting recording can be manually changed or set to never expire.

Meeting recordings set to never expire remain until they are deleted by the user or until the user leaves UWM and their account is deleted.

Yes, by the individual who started the recording

Anyone except external guests can start or stop a meeting recording and meeting participants are notified when recording is started

All meeting invitees, except for external users, will automatically get a personally shared link. External users will need to be explicitly added to the shared list by the meeting organizer or the person who started the meeting recording.

The user who started the Teams meeting recording needs to enable transcriptions for the meeting recording

Meeting Recordings and Transcriptions (Channel Meetings) The recording is stored in the Teams site document library in a folder named Recordings Recordings that were started by faculty, staff, and students auto-expire after 60 days

Recordings that were started by emeriti, annuitants, and sponsored users auto-expire after 30 days

The expiration date for the meeting recording can be manually changed or set to never expire

Meeting recordings set to never expire are retained until the group owners delete them or until the owner allows the group to expire after 1 year of inactivity

Anyone except external guests can start or stop a meeting recording and meeting participants are notified when recording is started

The user who started the Teams meeting recording needs to enable transcriptions for the meeting recording

Live Events & Captions

Live events produced directly in Teams are stored in Azure

Recordings are retained in Azure until the event producer deletes them

Yes, by the event producer

Live event producers can enable captions when setting up the event

Attendees can turn on live captions if the event producer enables them for the event

 
If you have additional questions or concerns, please contact the UWM Help Desk at (414) 229-4040, toll free at (877) 381-3459, or submit a help request online at http://uwm.edu/technology/request-support
 



Keywordsmicrosoft, office365, o365, email, outlook on the web, owa, groups, teams, team site, outlook group, expiration, teams storage locations, teams retention, meeting recordings   Doc ID99881
OwnerHelp Desk K.GroupUW-Milwaukee Help Desk
Created2020-04-01 12:35:08Updated2023-07-13 14:39:00
SitesUW-Milwaukee Help Desk
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