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Use Microsoft Teams transcripts

Use the Outlook Calendar connector to retrieve supported Microsoft Teams meeting transcripts in Glean. Glean uses available transcript content for meeting summaries and answers, subject to meeting access and transcript availability.

For a new connection, see Set up Outlook Calendar. You don't need to configure the Glean Teams connector to retrieve transcripts.

Existing calendar connections

Keep your existing connection's apps, credentials, and configuration. An Outlook Calendar connection can still depend on the apps used by an earlier Teams-based setup. Contact your Glean account team before replacing or deleting those apps or creating another connection.

Understand transcript retrieval​

Glean associates Microsoft Teams transcripts with Outlook calendar events. Transcripts don't appear as standalone Search results. Glean uses their content for meeting summaries and answers instead.

Use indexed transcripts​

To retrieve indexed transcript content from a calendar result, Glean must first index both the calendar event and its transcript. Glean Assistant and Glean Agents can then use the transcript to summarize the meeting or answer questions. The calendar result must include full meeting details, and the user must have access to both the calendar event and the indexed transcript.

Use live retrieval​

Glean Assistant and Glean Agents can retrieve available transcripts before indexing finishes when the Outlook Calendar connection supports live retrieval and has the required Microsoft permissions. Glean checks the user's access to the event and transcript. Finding an event alone doesn't guarantee access to its transcript.

Identify the meeting by its title, participants, or date. Live lookup searches calendar details, not words inside transcripts that Glean hasn't indexed. See Outlook Calendar overview for live retrieval requirements and limits.

An existing Teams-based calendar connection doesn't necessarily support live transcript discovery before indexing. Ask your Glean account team to confirm the supported retrieval path before changing its configuration.

Understand transcript content crawling​

For transcripts already associated with crawled calendar events, Enable Transcript Content Crawling controls background content fetching. In the Set up indexing flow, this setting appears as Outlook Calendar transcripts. Turning off background content crawling doesn't enable live retrieval or change the required Microsoft permissions.

Speaker attribution is optional. If your organization turns off Include speaker attribution, Glean retrieves transcript text without speaker names. The text still supports meeting summaries and answers.

Configure transcript access​

For a standalone Outlook Calendar connection, configure the app permissions, application access policy, and Microsoft transcript API access described in the setup guide. These requirements are separate from the user's access to the meeting. See Set up Outlook Calendar and Outlook Calendar permissions.

Microsoft Teams administration is still required for transcript API access, even though you don't need the Glean Teams connector.

Understand background crawling​

Calendar crawling uses organizer-owned events by default. Glean may not index a meeting in an attendee's calendar if it doesn't crawl the organizer's calendar. Missing calendar events can prevent Glean from associating transcripts with indexed meetings, even when Glean can fetch the transcript content. See Troubleshooting for calendar crawl coverage.

Check that the application access policy covers the meeting organizers in the crawl scope. Ask your Glean account team to confirm the crawl scope before changing policy assignments.

Limitations​

  • Glean determines transcript access from the meeting organizer and invited users or groups, not from who attends. Joining through a shared meeting link alone doesn't grant transcript access in Glean.
  • Microsoft must make the transcript available before Glean can retrieve it. Neither background crawling nor live retrieval guarantees a summary as soon as a meeting ends.
  • Glean doesn't index meetings organized ad hoc directly from a Teams channel when those meetings aren't accessible through Outlook.
  • Microsoft Graph API rate limits apply to transcript retrieval.

Troubleshoot transcript retrieval​

For a standalone Outlook Calendar connection, use its troubleshooting guide to investigate permission errors, missing events, or unavailable transcripts. See Troubleshooting.

Maintain an existing Teams-based connection​

Use this section only if your existing Glean Teams connector still manages calendar events and shows the setup fields for events and transcripts. These instructions don't apply to standalone Outlook Calendar setup. If those fields aren't available, check for an existing Outlook Calendar connection and contact your Glean account team before changing the configuration.

Prerequisites​

Before you change an existing Teams-based transcript configuration:

  • Confirm that the Teams connector still manages calendar and transcript access.
  • Confirm that the meetings are accessible through Outlook.
  • Confirm that the user has access to the meeting and its transcript.

Review permissions​

In this existing configuration, transcripts use a separate Entra ID app registration from the messaging connector, with its own Application (client) ID. The transcript app uses the same certificate and private key as the messaging app. Upload the certificate to the transcript app registration too, and enter its client ID in Glean.

Ask a Global Administrator or Privileged Role Administrator to grant admin consent for the following Microsoft Graph application permissions on the transcript app:

  • Calendars.Read
  • OnlineMeetings.Read.All
  • OnlineMeetingTranscript.Read.All

The Teams Administrator role alone can't grant this consent.

For an existing transcripts-and-meetings-only configuration, the transcript app also needs the identity permissions Glean uses to resolve users and groups:

  • User.Read.All
  • GroupMember.Read.All

These permissions don't enable Teams message crawling. For a new connection, use Outlook Calendar instead of creating a Teams-based transcripts-only setup.

Configure the existing transcript app​

Keep the existing transcript app registration. For the app registration, certificate, and admin-consent procedures used by this connection, see Set up the Teams connector. Complete the following transcript-specific checks for that app.

Configure the application access policy​

Microsoft requires an application access policy for an app to access online meetings and transcripts. Without this policy, transcript crawling through the Teams-based connection fails with a TEAMS-2 error even when the app has the required API permissions.

  1. Install PowerShell if needed.

  2. Install and connect to the Microsoft Teams module:

    Install-Module MicrosoftTeams
    Import-Module MicrosoftTeams
    Connect-MicrosoftTeams

    This prompts you to sign in to Microsoft.

  3. Create an application access policy using the transcript app's Application (client) ID:

    New-CsApplicationAccessPolicy -Identity Glean-Meetings-App-Policy -AppIds "<transcript_client_id>" -Description "Glean Meetings App Policy"

  4. Assign the policy to the users whose meetings the app needs to access. If your organization approves a global assignment, run:

    Grant-CsApplicationAccessPolicy -PolicyName Glean-Meetings-App-Policy -Global

    A global assignment applies to users without an individually assigned application access policy. It doesn't override existing assignments. If a user has another policy, add the transcript app to that policy without removing access for other apps.

warning

Use the transcript app's client ID, not the messaging app's client ID. Check that the assigned policy includes that app and covers the relevant meeting organizers.

Application access policy changes can take up to 30 minutes to affect Microsoft Graph calls. See Microsoft's Configure application access policy for per-user assignment and policy details.

Enable transcript API access in Teams​

Microsoft Graph access to meeting transcripts is off by default. A Teams Administrator or Global Administrator must turn on Microsoft Graph access for transcript retrieval, even if the app has the required permissions and application access policy.

  1. In the Teams admin center, go to Meetings → Meeting settings.
  2. Under Transcript API access, turn on Microsoft Graph access.
  3. Click Configure. Use the link to the Microsoft Entra admin center to check that the existing transcript app isn't blocked.
  4. (Optional) Turn on Include speaker attribution to include speaker names in transcripts.

Microsoft Graph access controls transcript API access, not Teams channel and chat message indexing. Turning it off prevents Glean from fetching transcript content, regardless of the app permissions you've granted.

Provide transcript credentials in Glean​

In the existing Microsoft Teams connector setup, review the transcript section:

  • Directory (tenant) ID: the same tenant ID as the messaging connector.
  • Application (client) ID (for events and transcripts): the client ID of the transcript app registration.
  • Certificate authentication: the same certificate and PKCS#8 private key pair used for the messaging app.
  • Client-secret authentication: the transcript app's separate client secret, entered in Client secret (for events and transcripts).
  • Enable Transcript Content Crawling: the background content-fetching setting described in Understand transcript content crawling.

Glean enables meeting crawling when you configure transcript credentials. This is separate from Enable Transcript Content Crawling.

Troubleshooting​

Use these checks for an existing Teams-based calendar connection, not a standalone Outlook Calendar connection.

Frequently asked questions​

These answers apply to the existing Teams-based configuration.

See also​

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